Documentation

aptidesk helps professional coaches schedule sessions, capture and transcribe recordings, and draft summaries and notes you review before sharing. After signing up, you set up your vault (which holds the keys that protect your content), add your clients, and connect the tools you use for meetings.

Connecting Zoom lets aptidesk create meeting links for your bookings automatically and retrieve your cloud recordings after a session ends.

1. 1Open Settings → Integrations.
2. 2Click Connect Zoom. You'll be redirected to Zoom to review and approve the requested permissions.
3. 3Approve the authorization. Zoom returns you to your aptidesk dashboard, where Zoom now shows as connected.
4. 4Optionally set Zoom as your default meeting provider so new bookings get a Zoom link automatically.

That's it — there's nothing to install on your computer for meeting links and cloud-recording retrieval. (A separate, optional browser extension is available if you prefer to capture browser-based meetings live.)

To have sessions retrieved automatically, enable cloud recording in your Zoom account (Zoom → Settings → Recording → Automatic recording → Record in the cloud). Then:

• When a Zoom meeting finishes and its cloud recording is ready, Zoom notifies aptidesk.
• aptidesk retrieves the recording using your authorization, transcribes it, and saves an encrypted session to your account — matched to the booking when possible.
• The original audio/video is processed in memory and is not stored on our servers; only the encrypted transcript and your notes are kept.

You can also trigger a manual sync from Settings → Integrations to pull recent recordings on demand.

aptidesk requests only the Zoom permissions needed for the features above, following the principle of least privilege:

• Your basic Zoom profile — to label the connected account.
• Create, update, and delete meetings — to attach a unique meeting link to each booking and keep it in sync when you reschedule or cancel.
• Read your cloud recordings — to retrieve finished session recordings for transcription.

aptidesk does not access recordings or meetings unrelated to the features you use, does not show ads, and does not collect your information for marketing.

You are always in control of the connection:

• From aptidesk: Settings → Integrations → Disconnect. This immediately stops future access and deletes the stored access tokens.
• From Zoom: in the Zoom App Marketplace, go to Manage → Installed Apps, find aptidesk, and click Uninstall. Zoom notifies aptidesk, which then removes your stored tokens and marks the connection inactive.

Your session content — transcripts, summaries, notes, and client details — is encrypted, and aptidesk is designed so that we don't store anything we can read. Audio is discarded after transcription. The one necessary exception is in-memory processing while an AI task you requested runs. The full description, including our sub-processors, is in the Privacy Policy.

Stuck or seeing an error? Visit Support or email support@aptidesk.com.