Using Zoom with Pantile

Pantile connects to Zoom so you can schedule a client meeting from the client's record, send the invitation from your own mailbox, and keep the transcript and attendance on that record afterwards. This page covers adding the integration, using it, and removing it.

Before you start

You need an advisor account on Pantile and a Zoom account. To email invitations to clients you also need your work mailbox connected in Pantile. Without a connected mailbox you can still create meetings and share the join link yourself.

Adding the integration

1. Sign in to Pantile and open Integrations from the advisor menu.
2. Find the Zoom panel and select Connect Zoom.
3. What happens next depends on your Zoom account. If your Pantile email is a user on your firm's Zoom account, Pantile connects you straight away and there is no Zoom consent screen. Otherwise Pantile sends you to Zoom, where you sign in, review the permissions Pantile is asking for, and select Allow.
4. Zoom returns you to the Integrations page, and the Zoom panel shows your connected account.

Some permissions are optional. Transcripts and meeting summaries depend on a paid Zoom plan, so you can decline those and still use scheduling. If you decline them, Pantile will not offer transcripts for your meetings.

If you change your mind on Zoom's screen, Pantile tells you that nothing was connected and leaves the panel as it was.

What your Zoom plan affects

The Zoom panel lists what your connected account can do:

• Every plan, including Basic: creating, updating and cancelling meetings, and sending the join link. Basic meetings are subject to Zoom's own time limit.
• Paid plans with cloud recording and audio transcript enabled: the meeting transcript on the client record.
• Paid plans with meeting summary enabled: a draft meeting note.
• Paid plans: registering the client for the meeting, and the attendee list afterwards.

Pantile checks this when you connect and tells you before you schedule, rather than after a call that produced nothing. If something you expect is missing, the setting usually lives in your Zoom account under Recording, or your Zoom administrator has locked it.

Using the integration

Schedule a meeting

1. Open the client's record in Pantile.
2. Select Schedule Meeting, then choose the Zoom option. The client needs an email address on file for the invitation to be sent.
3. Enter the topic, date, time and duration, and an agenda if you want one.
4. Confirm. Pantile creates the meeting in Zoom and, where your plan allows, registers the client as a participant.

The invitation

The join link is emailed to the client from your own connected mailbox, so it arrives from the address they already correspond with. If the email fails to send, the meeting is still created: Pantile shows the join link with a warning and a button to send the invitation again. Do not create a second meeting, or the client receives two calendar entries.

Starting the meeting

Open the meeting from the client's record and use Start meeting. That link signs you in as the host, so do not forward it to anyone. The client's join link is the one in their invitation.

After the meeting

The meeting is filed on the client's record. Depending on your plan you will also see who attended, the transcript, the in-meeting chat, and a draft note.

Transcripts are not instant. Zoom produces one after the call ends and Pantile collects it shortly after, so a transcript can take a few hours to appear. Until then the meeting shows as not ready rather than as an error. An empty attendee list is a normal result for a call the client never joined, and a guest who joined without signing in to Zoom may appear with a display name and no email address.

Meeting notes

Where a transcript exists, Pantile can draft a written note about the meeting to save you writing one from scratch. The draft is generated using Amazon Web Services and is always yours to review and edit before it is used.

Removing the integration

You can remove it from either side. For a clean removal, do both.

In Pantile

1. Open Integrations.
2. In the Zoom panel, select Disconnect and confirm.

Pantile stops using the connection immediately and deletes the stored access credentials for it.

In Zoom

1. Sign in to the Zoom App Marketplace at marketplace.zoom.us.
2. Open Manage, then Added Apps.
3. Find Pantile and select Remove.

Removing the app in Zoom also revokes Pantile's access. Pantile is notified and clears the stored credentials for that connection.

Reconnecting

If your Zoom connection expires or is revoked, the Zoom panel shows a Reconnect option. Reconnecting restores access and does not duplicate anything already on your client records.

Getting help

Contact us through our support page.