Zoom integration

Connecting Zoom lets Coachstra create the Zoom meeting for each coaching session you book, keep the link right when plans change, and notice meetings you scheduled directly in Zoom. This page covers setting it up, using it, removing it, and what happens to your data when you do.

Before you start

You will need:

• A Coachstra account with a practice set up.
• A Zoom account you can sign in to. Any Zoom plan works, including Zoom's free tier.
• At least one session type configured, under Packages → Session Types, so there is something to book.

You connect your own Zoom account. Coachstra never asks for organisation-wide or administrator access, and it cannot see other people's meetings.

Adding the integration

1. 1. Sign in to Coachstra and go to Settings → Practice setup, then open Video & Comms.
2. 2. Find the Zoom row — it will read Not connected — and select Connect Zoom.
3. 3. Zoom's own authorisation screen opens. It lists exactly what Coachstra is asking for. Read that list; it is the clearest summary of what you are granting.
4. 4. Select Allow. Zoom returns you to Coachstra.
5. 5. The Zoom row now reads Connected as followed by your Zoom account's email address. That address is shown only so you can tell which Zoom account is connected.

Using it

Booking a session

Book a session as normal and choose Zoom as the location. Coachstra creates the Zoom meeting and attaches the join link to the session, so there is nothing to copy across. Your client gets the same link in their confirmation and in their portal.

Rescheduling and cancelling

Move a session and Coachstra moves the same Zoom meeting with it — the link your client already has keeps working, so nobody needs a new one. Cancel a session and Coachstra deletes the Zoom meeting, so nothing is left stranded on your Zoom account.

Meetings you booked directly in Zoom

If you schedule something in Zoom itself rather than in Coachstra, it appears on your Coachstra dashboard so you can attach it to a client or dismiss it. Dismissing it changes nothing in Zoom — the meeting stays exactly as you made it.

What Coachstra can and cannot see

Coachstra reads and stores:

• Your Zoom account's email address, read once when you connect, used only to label the connection.
• Meeting details for meetings it creates or manages for you — the meeting ID, topic, start time, and join URL.
• A notification that a meeting was created on your account, so it can offer it to you as described above.

Coachstra does not access, request, receive, or store Zoom recordings, transcripts, chat messages, participant lists, or anything said or shown in a meeting. Coachstra's own session-recording and AI-notes features are separate, work only on audio captured inside Coachstra, and are consent-gated for every session — they never draw on Zoom's recording of a meeting.

Full detail is in our Privacy Policy and Sub-processors notice.

Removing the integration, and what happens to your data

From Coachstra

1. 1. Go to Settings → Practice setup, then open Video & Comms.
2. 2. Select Disconnect on the Zoom row and confirm.

From Zoom

You can also remove Coachstra from Zoom's side, at zoom.us → Settings → Installed Apps. Either route ends the connection.

What is deleted

• The stored connection and its access credentials are deleted from Coachstra.
• Coachstra revokes its own access at Zoom, so the credentials cannot be used again even if a copy existed.
• Coachstra stops creating, reading, updating or deleting Zoom meetings for you immediately.

What is not deleted, and why

• Zoom meetings that already exist stay in your Zoom account. Disconnecting is not a reason to delete meetings you or your clients may still be relying on.
• Your Coachstra sessions stay as they are, including the join links already recorded against them. Historic sessions remain an accurate record of what happened. Those links stop working only if the underlying Zoom meeting is deleted in Zoom.

To remove that session history too, delete the sessions in Coachstra or close your Coachstra account — see Privacy Policy, which covers deletion and how to ask for it.

Troubleshooting

“Invalid redirect” on Zoom's own screen

This is a configuration problem on our side, not something you can fix. Please email us and say which address you reached Coachstra on.

The row still says “Not connected” after approving

Coachstra shows a message explaining why when this happens. If it says the integration is not configured, that is ours to fix — please tell us. Otherwise, try connecting once more; if it fails again, send us the message you saw.

A booking did not get a Zoom link

Check that the Zoom row still reads Connected as. If it says the connection needs attention, disconnect and connect again — this usually means access was revoked in Zoom. The session itself is unaffected and keeps its time and client; only the link is missing, and rebooking is not necessary.

A meeting I booked in Zoom did not appear

Only meetings on the Zoom account you connected are detected. If you have more than one Zoom account, check you were signed into the same one. Meetings Coachstra created itself are deliberately not shown again as new.

Something else

Email info@coachstra.com. Our hours and response time are on the Support page.