Documentation

Getting Started

CoachOps.ai is an AI-powered coaching operations platform. After you create an account at app.coachops.ai, a setup wizard walks you through adding your clients and connecting the tools you already use — scheduling, meeting transcripts, document storage, and email. You can connect as many or as few integrations as you like; each is optional and can be added or removed at any time from Settings → Integrations.

Connecting Zoom

The Zoom integration lets CoachOps.ai automatically import the transcript from your Zoom cloud recordings so it can generate session recaps, summaries, and follow-ups — no manual uploads.

Prerequisites

• A Zoom account with cloud recording enabled (Zoom → Settings → Recording → Cloud Recording).
• A CoachOps.ai account.

Adding the integration

1. In CoachOps.ai, go to Settings → Integrations.
2. In the Transcript Service card, choose Zoom from the product dropdown.
3. Click Connect with Zoom.
4. A Zoom authorization window opens. Review the requested permissions and click Allow. CoachOps.ai requests read-only access only:
   • View a meeting — read meeting details to match a recording to the right client session.
   • List all cloud recordings for a user — find your completed recordings.
   • View a user — identify your account so events route to the correct workspace.
   • View a recording — read the recording's transcript.
5. You'll return to CoachOps.ai and the Transcript Service card will show Connected — Zoom with your Zoom account email.

CoachOps.ai only reads meeting and recording data after a meeting ends. It never joins, records, or streams live meetings.

Using the integration

Once connected, finish a Zoom meeting with cloud recording turned on. When Zoom finishes processing the recording, it notifies CoachOps.ai, which imports the transcript, matches it to the client, and runs your configured workflow — generating a session recap, summary, and action items for your review. You'll find the result on the client's Sessions page.

Troubleshooting

• Recording didn't import? Confirm the meeting was recorded to the cloud (not local), and that the Transcript Service card still shows "Connected — Zoom." If the connection was lost, click Reconnect.
• Wrong client matched? Open the session and reassign it to the correct client; the import remains available on the Workflows page.
• Still stuck? Email support@coachops.ai — see our Support page.

Removing the Zoom integration

You can disconnect Zoom in two ways:

• From CoachOps.ai: go to Settings → Integrations → Transcript Service and click Disconnect. This deletes the stored Zoom access tokens from your CoachOps.ai account and stops any further recording imports.
• From Zoom: go to Zoom Marketplace → Manage → Added Apps, find CoachOps, and click Remove.

What happens to your data on removal: When you remove the app from Zoom, Zoom sends CoachOps.ai a de-authorization notification and CoachOps.ai permanently deletes the stored Zoom access tokens and credentials for your account. Transcripts and recaps already imported into your CoachOps.ai workspace remain your data and stay in your account; you can delete them at any time, and they are removed in full when you delete your CoachOps.ai account (see the Privacy Policy). No further Zoom data is accessed once the app is removed.

Other Integrations

CoachOps.ai connects to scheduling tools (Calendly, Acuity), other meeting transcript sources (Fathom, Grain), document storage (Google Drive, OneDrive, Dropbox), and email (Gmail, Outlook). Each follows the same pattern: open Settings → Integrations, choose the product, click Connect, authorize, and you're done. Remove any of them the same way — open the integration card and click Disconnect.

Removing CoachOps.ai

To stop using CoachOps.ai entirely, first disconnect any integrations as described above, then close your account from Settings → Billing or by contacting support@coachops.ai. On account closure we delete your data within 30 days, as described in our Privacy Policy. You can export your data at any time before closing your account using the built-in export tools.

Need More Help?

Visit our Support page or email support@coachops.ai. We respond within one business day.