SubScan Documentation

Installation, configuration, and reference documentation for the SubScan real-time sales coaching platform.

01 — What SubScan Does

SubScan is a Mac desktop application that integrates with Zoom to provide real-time conversation intelligence and sales coaching during calls. The application analyzes the active Zoom meeting and surfaces a single-line coaching prompt visible only to the installed User.

SubScan analyzes acoustic and vocal characteristics of speech (pace, tone, pitch patterns, tempo), transcript content (engagement language, question and response structure, talk-to-listen dynamics), and general engagement signals from the meeting. All analysis occurs in short rolling time windows on the User's device. Raw audio and video are processed on-device and immediately discarded. Coaching outputs and session data are transmitted to SubScan's cloud infrastructure for post-call review and session history.

Coaching outputs are visible to the User only. Neither the outputs nor any indication of the specific analysis is visible to other participants. Zoom's standard Active Apps Notifier notifies all participants that a third-party application is active in the meeting.

02 — Installation

1. Open your beta invitation linkYou will receive a personalized installation link via email. Open this link on the Mac you use for Zoom calls.
2. Authorize on ZoomYou will be redirected to Zoom's OAuth authorization page. Review the requested permissions (see Section 04) and click Allow.
3. Download and install the Mac appAfter authorization, download the SubScan application. Move it to your Applications folder.
4. Grant system permissionsOn first launch, macOS will prompt for microphone, camera, and screen recording access. All three are required for SubScan to read the meeting on-device. Grant each when prompted, or navigate to System Settings → Privacy & Security to enable manually.
5. ReadyLaunch SubScan before joining a Zoom meeting. SubScan will detect the active meeting automatically.

03 — Your First Call

Launch SubScan before joining the meeting. When the meeting begins:

• Zoom displays the Active Apps Notifier to all participants indicating a third-party app is accessing meeting content.
• SubScan shows an in-meeting notice to all participants describing the application's purpose and linking to the Privacy Policy.
• The SubScan HUD overlay appears on your screen only. No output is visible to other participants.

SubScan requires approximately 30 seconds of conversation to calibrate per-participant baselines. The coaching read updates every 2 seconds once calibrated.

04 — Zoom Permissions

SubScan requests the following OAuth scopes during installation. Each is required for a specific function.

SubScan does not request access to Zoom Chat, Zoom Phone, cloud recordings, calendar, contacts, or any data outside of active meetings in which SubScan is running.

05 — Data Handling

SubScan uses a hybrid on-device and cloud processing architecture.

• On-device: Raw audio, raw video, live transcription, and initial feature extraction. Raw media is retained in volatile memory only and discarded after each processing window (≤10 seconds). Not transmitted to SubScan servers.
• Cloud: Coaching outputs, session metadata, and transcript text. Encrypted in transit (TLS 1.2+) and at rest (AES-256). Retained for 90 days.
• Never collected: Raw audio files, raw video files, government IDs, financial account data, health records, or precise geolocation.

Full data handling details are in the Privacy Policy.

06 — Participant Notification and Consent

SubScan provides notification to meeting participants through two mechanisms: Zoom's native Active Apps Notifier and SubScan's own in-meeting notice. However, legal consent requirements vary by jurisdiction.

You — as the User — are solely responsible for ensuring your use of SubScan complies with applicable law in every jurisdiction where you conduct meetings or where participants are located. This includes any consent or notification requirements applicable to the analysis of meeting communications under local, state, national, or international law.

Practical minimum: inform participants at the start of the call that you use a real-time coaching application and that they will see a brief notice about it. If any participant objects, disable SubScan for that session. Your contractual obligations in this regard are detailed in the Terms of Service.

07 — Uninstall

Remove the Mac app

1. Quit SubScan (menu bar icon → Quit)
2. Drag SubScan from Applications to Trash
3. Empty Trash

Revoke Zoom authorization

1. Sign in to marketplace.zoom.us
2. Go to Manage → Installed Apps
3. Find SubScan and click Remove

Revoking Zoom authorization immediately ends SubScan's access to your account. To request deletion of retained session data, email support@subscan.ai.

08 — Frequently Asked Questions

09 — Troubleshooting

SubScan isn't detecting the meeting

Ensure SubScan is running before joining. If it still fails to detect, quit SubScan, relaunch, and rejoin. Verify that microphone, camera, and screen recording permissions are enabled in System Settings → Privacy & Security.

The read isn't updating

SubScan requires approximately 30 seconds of conversation to establish per-participant baselines. If the read remains static after that, check your network connection — cloud analysis requires connectivity. Quit and relaunch SubScan if the issue persists.

Participants are seeing a Zoom warning

This is Zoom's standard Active Apps Notifier — it appears whenever any authorized third-party application is active in a meeting. It is informational, not an error.

Authorization fails or requires admin approval

Your Zoom account is on a corporate-managed plan that requires IT pre-approval for third-party apps. Reply to your invitation email and we will coordinate the request with your administrator.

10 — Contact

Email is the primary support channel during the beta period. Responses within one business day.