Zoom integration for meeting tracking and team coordination
Your team’s meetings happen in Zoom—standups, planning sessions, client calls, brainstorms. But that meeting activity doesn’t automatically translate into coordination context. Managers don’t know why someone couldn’t complete their tasks yesterday. Teams lose track of ad-hoc calls that aren’t on calendars. Meeting time gets undercounted because calendar-only tracking misses spontaneous Zoom calls.
Steady bridges that gap. Connect Zoom and your meetings automatically flow into check-ins with recording links, meeting time syncs to Insights for accurate tracking, and overlapping calendar events get de-duplicated so you see the full picture of planned and ad-hoc meeting time.
How the Zoom integration works
Connect Zoom to Steady in 30 seconds. The integration works automatically for all team members.
Smart Check-ins: Completed Zoom meetings appear in your daily check-ins automatically with links to recordings when available. If Greg had 4 Zoom calls yesterday including an emergency incident response meeting not on his calendar, that context shows up in his check-in. Teammates understand why he couldn’t complete everything he planned—real bandwidth visibility that includes both scheduled and ad-hoc meetings.
Insights Meeting Time Report: Zoom meetings flow into the Meeting Time report, showing total meeting hours by teams op people. Track patterns over time: Are you cutting meetings like you intended to? Is meeting load creeping back up? The data tells the story.
Smart De-duplication: When you connect both Zoom and a calendar integration (Google Calendar or Outlook Calendar), Steady automatically de-duplicates overlapping meetings. If a calendar event and Zoom call happen at the same time, Steady counts it once—not twice. This gives you accurate total meeting time that captures the full picture: scheduled calendar meetings plus ad-hoc Zoom calls that weren’t on anyone’s calendar.
Key benefits
Understand real bandwidth, including ad-hoc meetings - When someone says “didn’t finish the feature” in their check-in, context matters. If they had 6 hours of meetings including several ad-hoc Zoom calls not on their calendar, that’s why. Meeting time appears automatically in check-ins, giving managers complete bandwidth visibility at the person/day level.
Get accurate meeting time that includes spontaneous calls - Calendar-only tracking misses ad-hoc Zoom meetings. The Zoom integration captures all meetings—scheduled and spontaneous—while de-duplicating with calendar events so you’re not double-counting. Track your actual meeting budget with complete data.
Make meeting attendance visible - Team members see who attended which meetings in check-ins. When planning follow-ups or tracking decisions, know who was in the room without asking “were you on that call?”
Track meeting load with real data - You decided to cut meeting time by 20%. Are you actually succeeding? The Meeting Time report shows total meeting hours over time by team or person, including both calendar and ad-hoc Zoom meetings. See trends, compare periods, and hold teams accountable to meeting reduction goals.
Use cases
Understanding why work slipped - Sprint retrospective: several stories carried over to next sprint. Review check-ins from the last two weeks—turns out the team had 30% more meetings than usual including multiple ad-hoc Zoom calls for incident response. The Meeting Time report shows the spike clearly, including both scheduled meetings and spontaneous calls. Now you know it was bandwidth, not estimation problems.
Reducing meeting overload - Your team committed to cutting meeting time by 25%. Set up an Echo that delivers monthly: “Show total meeting time from Zoom and calendar for the Engineering team, compared to last month.” Track whether you’re actually improving or if meetings are creeping back. The accurate count includes both planned calendar meetings and ad-hoc Zoom calls that pop up throughout the week.
Manager 1:1 prep - Before your 1:1 with Sarah, review her recent check-ins. You see she’s had 5+ hours of meetings every day this week including several emergency Zoom calls not on her calendar—way above normal. You open the conversation about meeting load and whether she needs help declining requests or delegating incident response. The data surfaced the problem before she had to bring it up.
Installation
To set up the Zoom integration, go to Account Settings -> Integrations and connect to Zoom. Read the documentation for more information.
About Zoom
Zoom is a cloud-based video conferencing platform that provides HD video and audio meetings, webinars, and virtual collaboration tools for remote and hybrid teams. It offers features like screen sharing, breakout rooms, recording capabilities, and virtual backgrounds, making it a popular choice for business meetings, online education, and virtual events.
Frequently asked questions
How does the Zoom integration work with check-ins?
When you connect Zoom to Steady, completed meetings automatically appear in your daily check-ins with links to recordings when available. If you had 4 Zoom calls yesterday, that context appears with your check-in so teammates understand your actual bandwidth.
Does Zoom track meeting time in Insights?
Yes. Meeting time from Zoom flows into Insights’ Meeting Time report, showing total meeting hours by team, person, or date range. When both Zoom and a calendar integration are connected, overlapping meetings are de-duplicated so you get an accurate total of planned and ad-hoc meeting time.
How does de-duplication work with calendar integrations?
When you connect both Zoom and Google Calendar or Outlook Calendar, Steady automatically de-duplicates overlapping meetings. If a calendar event and Zoom call happen at the same time, Steady counts it once—not twice. This gives you accurate total meeting time that includes both scheduled calendar meetings and ad-hoc Zoom calls.
Do team members need to do anything after Zoom is connected?
No. Once an admin connects Zoom at the organization level, all team members’ meeting activity automatically syncs to their check-ins. Team members don’t need to authenticate individually or change their workflow—just attend meetings normally and activity appears in Steady automatically.
Can I access Zoom recordings from Steady?
Yes. When recordings are available, they appear as links alongside the meeting in check-ins. Team members can quickly reference what was discussed without hunting through Zoom’s interface or asking for recording links.
