ZOOM APP DOCUMENTATION
PREREQUISITES
Before you start
You need a Kotoba workspace account with meeting bot access enabled. You must be a workspace owner, or have permission to start meeting bots, and be able to invite or admit the bot into the Zoom meeting under the host, passcode, and waiting-room settings.
ADDING THE APP
Start the bot from Kotoba
Sign in to the Kotoba dashboard, open the meeting bot page, select Start meeting bot, paste the Zoom meeting URL, choose the spoken source language and target languages, then start the bot. If Zoom uses a waiting room, admit the bot, then share the generated live viewer link with participants.
TROUBLESHOOTING
Common checks before contacting support
If the bot does not join, confirm the Zoom meeting URL is valid and the meeting is active.
If the bot is waiting, check the Zoom waiting room and admit the bot.
If no subtitles appear, confirm participants are speaking clearly and the selected source language matches the speaker.
If translation is delayed, check network connectivity and meeting audio quality.
If the viewer link does not load, confirm the meeting is still active and your organization’s network restrictions allow access.
For more help, contact support at kotoba_product@kotoba.tech.
USING THE APP
Start real-time translation
Start a meeting bot with the Zoom meeting URL, select the source and target languages, admit the bot if prompted, then share the viewer link with participants.
View live translated subtitles
Open the live viewer link, select a target language if multiple languages are available, and read translated subtitles as the meeting continues.
Change translation language
While the meeting bot is active, choose a supported target language in the viewer. If available, update the source language when the speaker changes language.
End or stop translation
End the Zoom meeting or remove the bot from the participant list. Kotoba marks the meeting as ended, live translation stops, and the viewer displays the meeting-ended state.
REMOVING THE APP
Stop using the integration
Stop any active meeting bot from the Kotoba dashboard or remove the bot from the Zoom meeting. If your Zoom account installed the Marketplace app, open the Zoom App Marketplace, go to Manage > Added Apps, select the Kotoba app, and select Remove.
DATA IMPLICATIONS
What changes after removal
Kotoba will no longer be able to provide Zoom integration features that require removed authorization. Active meeting bot sessions should be stopped or allowed to expire. Kotoba does not currently store Zoom OAuth access tokens or refresh tokens for this meeting bot flow.
RETENTION AND REQUESTS
Meeting audio is processed to provide real-time translation. Meeting bot metadata, generated transcripts/translations, and operational logs may be retained according to Kotoba’s retention practices and product configuration. Live transcript streams are retained for a limited post-meeting replay window and then expire. Users may contact Kotoba support to request data deletion, subject to legal, security, billing, and operational retention requirements.
