Phone integration
Zoom Phone calls, logged and coached automatically.
Connect Zoom Phone once. Every call your reps make or take lands on the shipper record with a recording, a transcript, a freight-specific recap, and the follow-up tasks — and managers see who needs help before the pipeline review.
Every call becomes coaching material
Zoom Phone carries the audio. Optimus turns the call into the record, the recap, and the next step — so reps spend the time selling and managers coach from evidence.
A recap written in freight terms
Three to five sentences after every recorded call: the outcome, rates, lanes, equipment, dates, volumes, and how the shipper sounded. Not a generic meeting summary.
Follow-ups that create themselves
Commitments made on the call — "send reefer quote ATL to DAL" — become tasks on the contact with a due date. Only what was actually said; nothing invented.
A brief before the dial
Open a shipper and get a call brief built from shipment data: top lanes, key contacts, talking points, discovery questions, qualification checks, and risk flags.
Logged without typing
Inbound and outbound call history, the recording, the transcript, and the recap land on the contact and account timeline automatically.
Managers coach from the call, not from a CRM field
Rep notes tell you what the rep remembers. The recording and recap tell you what the shipper said. The digest tells you who to sit down with this week.
- Listen to the recording and read the transcript on the contact's timeline. The coaching conversation starts from what was actually said.
- A daily or weekly digest ranks reps by activity: calls logged, tasks completed, prospects pushed to the CRM and engaged, open pipeline, quote outcomes.
- Needs-attention flags call out quiet reps, overdue follow-ups, and at-risk deals before the pipeline review, not after.
How a call flows through Optimus
- 1
Dial from the shipper record
Pick a stored number on the contact and click to call. The embedded Zoom Phone dialer places the call; the rep stays in Optimus.
- 2
Talk on Zoom Phone
Audio runs through the Zoom desktop client. Caller ID, routing, and recording policy stay exactly as your Zoom admin set them.
- 3
The call syncs
Call history and the recording are matched to the contact by rep and phone number, then logged as CRM activity.
- 4
The recap lands on the timeline
The transcript, freight recap, and follow-up tasks attach to the call. Reps and managers see the same record.
Setup guide
Connecting Zoom Phone
Requirements
- A Zoom account with Zoom Phone provisioned and at least one Zoom Phone license assigned.
- A Zoom account owner or Zoom Phone administrator to authorize the connection (this is an admin-managed app).
- An Optimus account with an organization you administer, and an Optimus member whose email matches each rep's Zoom email.
- Zoom desktop client installed, running, and signed in on each rep's machine for call audio.
- Recording enabled in Zoom if you want recordings, transcripts, and recaps. Without it, Optimus still logs call history.
Adding the integration
- 1
Open Integrations
In Optimus, open Account → Integrations and choose Zoom Phone.
- 2
Approve read-only Phone scopes
Click Connect. You're redirected to Zoom, where a Zoom account owner or Zoom Phone admin approves the requested read-only Phone scopes: view phone users, call logs, and call recordings.
- 3
Confirm the connection
After approving, you're returned to Optimus and the integration shows as connected.
- 4
Install Zoom Phone Smart Embed
Install Zoom Phone Smart Embed from the Zoom Marketplace, approve the Optimus domains, and enable Automatically Call From Third Party Apps so reps can place calls from Optimus.
- 5
Sync users
Click Sync now. Optimus maps active Zoom Phone users to organization members by email and reports any unmatched users so you can correct them.
Using the integration
- Place calls from Optimus via the embedded Zoom Phone dialer. Each mapped rep signs in to the embedded Zoom Phone once and keeps the Zoom desktop client open for call audio.
- Call history & recordings sync automatically and are logged as CRM activity on the matching contact and account, with the recording, transcript, and recap attached.
- Follow-up tasks are created from commitments made on the call, so reps act on them without manual note-taking.
- Manager digests roll up per-rep activity, open pipeline, and needs-attention flags on a daily or weekly cadence.
Data & privacy
Zoom Phone credentials, call metadata, recordings, transcripts, and recaps are isolated to your organization and visible only to users in that organization. OAuth credentials are encrypted at rest and are never returned by the Optimus API. Optimus requests read-only access and does not modify data in your Zoom account. See our Privacy Policy for details.
Removing the integration
- In Optimus, open Account → Integrations → Zoom Phone and click Disconnect. Optimus stops syncing and removes the stored Zoom credentials for your organization.
- To fully revoke access, sign in to the Zoom App Marketplace, go to Manage → Added Apps, find Optimus Zoom Phone, and click Remove.
Support
Need help? Contact support@getoptimus.ai.
Frequently asked questions
Does Optimus record my Zoom Phone calls?
No. Zoom records calls under your own Zoom recording policy. Optimus syncs the recordings Zoom already made using read-only access, then produces the transcript, recap, and follow-up tasks. If recording is off in Zoom, Optimus still logs call history on the contact.
What does a rep see after a call?
The call is logged on the contact and account timeline with the recording and transcript, a three-to-five-sentence recap covering outcome, rates, lanes, equipment, dates, volumes, and sentiment, and any follow-up tasks with due dates that came out of the conversation.
What do managers get?
The same recording, transcript, and recap on every contact timeline, plus a daily or weekly team digest: a per-rep leaderboard of calls, tasks, prospects engaged, and open pipeline, with needs-attention flags for quiet reps, overdue follow-ups, and at-risk deals.
Do I need a separate conversation-intelligence tool?
No. Recording sync, transcription, recaps, follow-up tasks, and manager visibility run inside Optimus on the Zoom Phone system you already pay for. There is no second platform to buy, integrate, or log in to.
Do reps need to change how they dial?
Reps click a contact's number in Optimus and the embedded Zoom Phone dialer places the call. Audio stays on the Zoom desktop client, and their Zoom caller ID and routing are unchanged.
See it on your own calls
Bring a recent recorded call to the demo. We'll show you the recap, the follow-ups, and what your managers would have seen.