Zoom
Guidance

Last Updated: 14.11.2024
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Email address: support@spottedzebra.co.uk

Adding Spot by Spotted Zebra

The Spot by Spotted Zebra - Workspace app allows a Zoom administrator to authorize the use of Spot for company users. Once authorized by the admin, a user within the same Zoom organization can add Spot to an interview and does not need to be in the interview for Spot to be used.

The Spot by Spotted Zebra - Workspace app allows a Zoom administrator to authorize the use of Spot for company users. Once authorized by the admin, a user within the same Zoom organization can add Spot to an interview and does not need to be in the interview for Spot to be used.

Step-by-step

1.
Zoom administrator step-by-step instructions

To add the Spot by Spotted Zebra - Workspace app:

1.1

Ask your Zoom administrator to log into their Spotted Zebra account and follow the below steps

If they do not have a Spotted Zebra account, please contact us on support@spottedzebra.co.uk and we can create their account or arrange an enablement session
1.2

In the top right corner, click on the avatar icon and select ‘Integrations’

1.3

On the Integrations page, click ‘Connect Zoom’ and follow the connection process to enable the Zoom - Workspace app

1.4

Authorize Spot by Spotted Zebra - Workspace

Note: Only a Zoom admin can do this
1.5

Once authorized, the Integrations page will reload and indicate the app is connected

2.
Interviewer step-by-step instructions
Once your Zoom administrator has enabled the Spot by Spotted Zebra - Workspace app you can add Spot to your Zoom interviews.

The below steps show how to invite Spot for an interview:

2.1

Create the interview calendar event

2.2

Add Spot (spot@spottedzebra.co.uk) to the invitation as a participant when sending out the event to all attendees

Note: Only a Zoom admin can do this
2.3

Join the Zoom call at the scheduled time

2.4

Click “Approve” for Spot to record the call

2.5

All call participants will be notified that the interview is being recorded

2.6

Spot will record, transcribe and summarize the interview and email the interviewer with an editable summary after the interview has ended

Usage

1.
Joining Zoom interviews
Spot the Bot will join your Zoom call up to 30 seconds prior to the scheduled start time. You will know that Spot is capturing the transcript and summary when it appears as a participant in your Zoom call.
2.
Ending your Zoom interview
Spot will remain on the Zoom interview until all participants have left or the host ends the meeting. You will receive an email notification when your interview transcript and summary are ready, and can also access them on your Interview Insights page. Typically, these are available approximately 5 minutes after the call concludes.
3.
Removing Spot from the interview
Meeting hosts can remove Spot from the meeting through the meeting window or the participants tab. To do this, select Spot, click 'More,' and then choose 'Remove.' If Spot is removed at the beginning of the call, it will not process any notes.
4.
Assigning host access
As an Interview Coordinator, you may create and send the interview invite but not be there to host the interview. In this scenario, we recommend that you assign the interviewer as an alternative host so they can manage Spot (if required).
4.1

Schedule an interview through your Zoom application or adding a Zoom link to your Google or Outlook event

4.2

Click on meeting settings

4.3

Click on meeting settings

For more information, please see the Zoom support page here.

Removing the app

  1. Login to your Zoom Account and navigate to the Zoom App Marketplace
  2. Click Manage >> Added Apps or search for the Spot by Spotted Zebra - Workplace app
  3. Click the Spot by Spotted Zebra - Workplace app
  4. Click Remove

Troubleshooting

Issues with Spot joining the interview
  1. For the best experience, invite Spot at least 15 minutes before the interview starts
  2. If Spot still is not joining the interview, please reach out for support via engineeringNotifications@spottedzebra.co.uk

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