Pavilion AI · Integrations

Zoom and Pavilion

Pavilion is an AI receptionist for small firms. It answers enquiries, qualifies them and books appointments into the firm's own calendar. When an appointment is held by video, Pavilion creates a real Zoom meeting for that one appointment, and removes it if the appointment is cancelled.

What the integration does

Connecting Zoom lets Pavilion create a unique Zoom meeting for each video appointment it books, and put that join link in the confirmation the customer receives.

Without it, a firm has to paste its personal meeting room into every confirmation. That is the same link for every customer, so two people can walk into each other's appointment, there is no per-meeting passcode, and nothing appears in the firm's own Zoom account. A meeting created through this integration is unique to the appointment, has the waiting room switched on, and is deleted when the appointment is cancelled.

How to add it

Sign in to Pavilion and open Settings, then Channels & calendar.
Under Zoom and Teams, press Connect Zoom.
Zoom asks you to sign in and shows exactly what Pavilion is requesting. Press Allow.
You are returned to Pavilion's Channels & calendar settings, which confirm that Zoom is connected.

If Pavilion is setting your account up for you, we can send you a link that does the same thing without you needing to be signed in to Pavilion first. You still authorise it yourself in your own Zoom account.

How to use it

Nothing to press. Once Zoom is connected, any appointment type you have marked as held by video gets its own Zoom meeting at the moment it is booked.

The join link appears on the appointment in Pavilion, on the web and in the iOS app.
The link is included in the confirmation sent to the customer, and in reminders.
If the appointment is moved, the old meeting is deleted and a new one is created at the new time. Zoom holds the time inside the meeting itself, so keeping the old one would tell the customer the wrong hour.
If the appointment is cancelled, the meeting is deleted.

How to remove it

In Pavilion, open Settings, then Channels & calendar. Under Zoom and Teams, press Disconnect Zoom and confirm.
Pavilion deletes the stored access and refresh tokens and stops creating Zoom meetings. Appointments already booked keep working as appointments; their Zoom links are no longer managed by Pavilion.

You can also remove Pavilion from the Zoom side, at Zoom App Marketplace, Manage, Installed Apps. Pavilion treats a revoked grant as a disconnection, marks the connection as needing reconnection, and says so in the app rather than failing silently.

What Pavilion asks for, and why

Scope	Why it is needed
`meeting:write:meeting`	To create the meeting for an appointment Pavilion has booked.
`meeting:delete:meeting`	To delete that meeting when the appointment is cancelled or moved, so a customer cannot join a room for an appointment that is not happening.

Pavilion asks for nothing else. It does not read your other meetings, your recordings, your contacts, your chat or your account settings.

What data is shared

When Pavilion creates a meeting it sends Zoom only what a meeting needs:

the appointment title, which is written by your firm
the start time and how long it lasts
the timezone
the settings: waiting room on, join before host off

No customer personal data is sent to Zoom. Pavilion does not send the customer's name, email address, phone number or any notes from the conversation. Those stay in Pavilion.

Zoom returns the join link and a meeting identifier, which Pavilion stores against that appointment so it can show the link and delete the meeting later. Your Zoom access and refresh tokens are encrypted at rest with AES-256-GCM and are never shown in the interface or written to logs.

More detail is in our Privacy Notice and our provider register.

If something goes wrong

What you see	What it means
Connection needs reconnecting	Zoom has withdrawn the authorisation, usually because it was removed from the Zoom side or a password changed. Press Connect again.
An appointment has no Zoom link	Zoom refused or was unreachable when the appointment was booked. Pavilion sends no link rather than a wrong one. Reconnecting and rebooking creates one.
Connect does nothing	Pop-ups are blocked, or you are signed in to a different Zoom account in that browser.

Pavilion never creates a meeting on its own initiative. A meeting exists only because an appointment was booked in your calendar.

Getting help

Email hello@pavilionai.io, or see the support page for response times and what to include.