Setting Up Outreach Kaia for Zoom

Objective

Learn how to set up the Outreach Kaia live meting experience for use with the Zoom meeting platform.

Looking for other meetings platforms?

Click below to set up Kaia for:

• Microsoft Teams
• WebEx
• Google Meet

Applies To

• Outreach Admins
• Zoom Admins

Before you Begin

Uninstall or disable other conversation intelligence (CI) tools

We strongly recommend you first uninstall any other CI tools integrated with your meetings platform—particularly those that require an AI bot participant in meetings. This ensures avoiding any potential technical conflicts with Kaia and having to manage duplicate recordings.

Additional Considerations

• Each user in your org intending to utilize Kaia requires a Meet/Orchestrate license. See: How To Assign Licenses for Outreach Kaia.
• The Outreach Administrator must first connect Zoom as a Web conferencing service in their Outreach instance.

Note: Some Outreach views and options require admin-level governance permissions. If the options outlined here are unavailable, contact the Org's Outreach Administrator as applicable. For more information regarding governance profile settings, refer to our Governance Profile Settings Overview.

Procedure

Note: Some Outreach views and options require admin-level governance permissions. If the options outlined here are unavailable, contact the Org's Outreach Administrator as applicable. For more information regarding governance profile settings, refer to our Governance Profile Settings Overview.

Have a Zoom admin install the Kaia for Zoom Admins app

In order for Outreach to automatically connect a user’s Zoom account to their Outreach account, you will first need to have your Zoom Admin install the Outreach Kaia for Zoom Admins marketplace app.

Based on your org's Zoom settings, a Zoom admin may also need to pre-approve the Outreach Kaia app. If this is not done, you will not be able to complete the next step. (See also Zoom's help article, Admin management of the Zoom App Marketplace.)

Connect Zoom Authentication in Outreach App

An Outreach Admin now will need to head to Settings > Outreach Kaia and connect their Zoom account. This will allow Outreach to see the users within your org’s Zoom account and properly connect them.

If Zoom asks you to "Request pre-approve," please have your Zoom Admin follow the steps outlined in the above section.

Set your Kaia Zoom Settings

1. Set Kaia's name in Zoom, updating it as desired. This will show up as Kaia's participant name in Zoom meetings.
2. Specify your Kaia participant settings.
3. Select whether Kaia will join as an authenticated user or a guest user.
   • Authenticated user - If your Zoom set up requires authenticated users at either a User Level or Account level, you should select this setting so that Kaia joins your meetings.
   • Guest user - As a guest user, Kaia will join without a profile picture. Note: If anonymous join is not allowed for Zoom meetings at either a User level or Account level, Kaia may fail to join.

Add your company website URL

By including your company URL, Outreach Kaia can search your website for commonly used words, integrations, products, and competitors and train our AI based on these words. This results in more accurate transcriptions of your calls.

1. On the Kaia settings page, click to open the General tab.
2. Scroll down to the section Expand Kaia's vocabulary.
3. Click Add link.
4. Enter your company website address into the field.
5. Optionally add additional links via the Add link button. For example, if your support/help website would provide useful terms and is hosted separately from your main website, you may wish to add it, as well.
   
6. Click Save at the bottom of the screen to save these settings.

Allocate licenses to Outreach Kaia users

Your final step in the setup process is to allocate Outreach Kaia licenses to your users. Detailed instructions for this process can be found in How To Assign Licenses for Outreach Kaia.

Enable Recording Consent

In order for meetings to be recorded, consent from participants is required. A Zoom Admin must configure settings for Local Recording in order for Kaia to request consent. Once consent is granted by users, Kaia can record Zoom meetings properly. See the full process in How to Use Kaia Recording Consent via Zoom.

Have Users Install the Kaia app for Zoom (OPTIONAL)

Users can optionally add the Kaia app for Zoom, which allows for Kaia to be integrated directly into the Zoom meeting window. Without the app, Kaia instead surfaces as a pop up in a separate window. Learn more here.

Removing Outreach Kaia for Zoom

1. Login to your Zoom Account and navigate to the Zoom App Marketplace.
2. Click Manage > Added Apps.
3. Click Outreach for Kaia.
4. Click Remove.

Additional Information

How to Pre-approve and Install Kaia Zoom Apps

How to Install the Kaia App for Zoom

Outreach Kaia Overview for End Users

How To Assign Licenses for Outreach Kaia

Outreach Kaia Meetings FAQ

How To Initiate an Ad-Hoc Outreach Kaia Meeting