Zoom Cloud Recording Integration Guide

How to install, use, and uninstall Note Genie for Zoom Cloud Recordings.

Last updated: May 2026

Overview

Note Genie for Zoom Cloud Recordings imports your cloud-recorded meetings automatically. The moment Zoom finishes processing a recording, Note Genie receives a webhook, downloads the audio and video, runs transcription and AI summarization, and delivers a fully searchable recording to your library — usually within 2–5 minutes of the meeting ending.

There is no bot to add to your meetings, no Chrome extension to install, and no manual upload step. Note Genie consumes Zoom's native cloud recording artifacts, including the audio transcript (VTT) when your Zoom account has audio transcription enabled — which means real speaker names come directly from Zoom, with no manual labeling required.

Requirements

• An active Zoom Pro, Business, or Enterprise account (cloud recording is not available on the free Zoom plan)
• Cloud Recording enabled in your Zoom account settings. Zoom's guide.
• (Recommended) Audio Transcript enabled in your Zoom cloud recording settings — Note Genie will use Zoom's native transcript with real speaker names instead of re-transcribing
• A Note Genie account (free or paid — sign up at notegenie.org)
• An internet connection during your meetings

Installing the app

There are two ways to install Note Genie for Zoom Cloud Recordings:

Option 1 — Install from notegenie.org (recommended)

1. Sign in to your Note Genie account at notegenie.org/login.
2. Navigate to notegenie.org/integrations.
3. Under the Cloud Recording Import section, find the Zoom Cloud Recordings card and click Connect.
4. You will be redirected to Zoom's OAuth consent screen. Review the permissions requested (all are read-only — see the Privacy section below), then click Allow.
5. You will be redirected back to the Note Genie integrations page with a Connected badge on the Zoom card. Auto-import is enabled by default.

Option 2 — Install from the Zoom Marketplace

1. Visit the Note Genie listing on the Zoom App Marketplace.
2. Click Add and follow Zoom's standard OAuth consent flow.
3. After authorization you will be redirected to notegenie.org/integrations to complete the link.

Using the app

Once installed, Note Genie for Zoom Cloud Recordings works automatically. There is no per-meeting setup and no buttons to click during your meetings.

1. Host or schedule a Zoom meeting as you normally would. The meeting must be cloud-recorded — either by enabling automatic cloud recording in your Zoom settings, or by clicking Record to the Cloud in the Zoom client during the meeting.
2. End the meeting when you're done. Zoom will begin processing the cloud recording on its servers. This typically takes 1–10 minutes depending on the meeting length.
3. Wait for Zoom to finish processing. When the recording is ready, Zoom delivers a webhook to Note Genie. We then download the audio and video, run transcription, generate the AI summary, and post it to your library.
4. Check your library. Within 2–5 minutes of Zoom finishing the processing, the recording appears in your Note Genie library with a full transcript, AI summary, action items, key takeaways, and participant roster.

When your Zoom account has Audio Transcript enabled, Note Genie uses Zoom's native VTT transcript with real participant names (e.g., 'Drew Smith', 'Sarah Chen') instead of generic speaker labels. The transcript is keyword-searchable, and each speaker is color-coded for easy scanning.

Auto-import settings

Auto-import is enabled by default after you connect. You can toggle it off from the integrations page at any time — when off, Zoom recordings will be ignored even though the integration remains connected. Toggle it back on to resume importing.

Auto-recap to participants (optional)

When your Note Genie account has Auto-recap enabled, every imported meeting sends a recap email (summary + action items) to every participant with a calendar invite email — 5 minutes after the recording finishes processing. You can cancel an individual recap from the recording detail page within the 5-minute window.

Privacy and data handling

Note Genie takes meeting privacy seriously. Here's exactly what we collect, what we don't, and how we store it.

What we collect

• Recording files (audio and video) for cloud recordings created in Zoom accounts you have explicitly authorized via OAuth
• Recording metadata: meeting UUID, topic, host email, duration, start/end timestamps, and participant list
• Audio Transcript VTT files (when your Zoom account has Audio Transcript enabled)
• Your Zoom account email and Zoom user ID, used to route incoming webhooks to the correct Note Genie account
• OAuth access and refresh tokens, required to download recording files from Zoom

What we do not collect

• Live audio or video streams (we only consume finished cloud recordings, never live meeting traffic)
• In-meeting chat messages
• Local recordings stored on your computer
• Recordings created in Zoom accounts where you have not explicitly authorized Note Genie via OAuth
• Data from cloud recording settings or any other Zoom account configuration

How we store it

• OAuth access and refresh tokens are encrypted at rest with AES-256-GCM in our PostgreSQL database
• Recording files (audio and video) are stored on Cloudflare R2 (US region) with encrypted transport
• Transcripts, summaries, and action items are stored in our PostgreSQL database
• All connections between Zoom, Note Genie, and our storage providers use TLS 1.2 or higher
• Incoming Zoom webhooks are verified with HMAC-SHA256 signatures before any processing

Zoom API scopes requested

Note Genie requests only the minimum read-only scopes required to import your recordings:

• cloud_recording:read:recording — read recording metadata and signed download URLs
• cloud_recording:read:list_user_recordings — list your recordings as a fallback when the webhook download token expires
• cloud_recording:read:list_recording_files — fetch the file list for a specific past meeting, used as a fallback for delayed transcript files
• meeting:read:meeting — look up live meeting metadata to deduplicate against other Note Genie capture mechanisms
• meeting:read:list_past_participants — fetch the attendee roster for past cloud-recorded meetings
• user:read:user — read your email so we can route incoming webhooks to your Note Genie account

Third-party processors

Note Genie uses the following processors for transcription and summarization. All data flows under their respective Data Processing Addendums.

• OpenAI — meeting summarization (GPT-4.1). Does not use API data for model training under their enterprise terms.
• Deepgram — speech-to-text transcription, used only when Zoom does not provide a native VTT transcript. Does not retain audio after processing.
• Cloudflare R2 — encrypted storage at rest for recording media files.
• Resend — transactional email delivery for participant recaps.

For the full privacy policy including GDPR and CCPA rights, see our Privacy Policy.

Uninstalling the app

You can disconnect Note Genie from your Zoom account at any time. Disconnection takes effect immediately and stops all future imports.

Option 1 — Uninstall from Note Genie

1. Sign in to Note Genie at notegenie.org/login.
2. Navigate to notegenie.org/integrations.
3. Under the Cloud Recording Import section, find the Zoom Cloud Recordings card and click Disconnect.
4. Confirm the disconnect prompt. Note Genie immediately deletes the encrypted OAuth tokens from our database.

Option 2 — Uninstall from Zoom

1. Sign in to the Zoom App Marketplace.
2. Find Note Genie in your installed apps list.
3. Click into the app and click Remove app.
4. Confirm. Zoom revokes our access tokens immediately and sends a deauthorization webhook so Note Genie can clean up its side of the integration.

After disconnection, your existing recordings and transcripts in your Note Genie library are unaffected — they remain available unless you explicitly delete them. To permanently delete all your Note Genie data, sign in to notegenie.org/settings and choose Delete account, which cascades to all recordings, transcripts, and tokens within 30 days.

Troubleshooting

My recording isn't showing up in Note Genie

After Zoom finishes processing a cloud recording, Note Genie imports it within 2–5 minutes. If you don't see it within 15 minutes:

• Confirm Zoom shows the recording in your Zoom Web Portal under Recordings → Cloud Recordings — if it's not there, Zoom hasn't finished processing yet
• Confirm Note Genie shows as Connected on notegenie.org/integrations
• Confirm Auto-import is toggled on for the Zoom integration
• Confirm you were the meeting host — Zoom only sends webhooks to the host's authorized account
• If you recently reconnected the integration, check that your Zoom account email matches the email registered with the integration on notegenie.org

Transcripts don't include real speaker names

Real speaker names come from Zoom's Audio Transcript feature, which requires cloud recording with audio transcription enabled in your Zoom account. To enable it, sign in to your Zoom Web Portal, go to Settings → Recording, and turn on Audio transcript. Future cloud recordings will include the transcript file, and Note Genie will use it automatically.

I'm getting an OAuth error when connecting

Common causes: your Zoom account doesn't have cloud recording enabled (free Zoom plans cannot cloud-record); your Zoom admin has disabled third-party app installs; or your browser blocked the OAuth popup. Try again in an incognito window, or contact your Zoom admin if you suspect the account-level restriction.

Can I import historical cloud recordings?

Yes. From your Note Genie library, click Import → Zoom Cloud Recordings to pull recordings from before you connected. Note Genie respects your Zoom account's storage limits and rate limits — large imports are processed sequentially in the background.

Is this the same as the Note Genie meeting bot?

No. The Note Genie meeting bot is a separate feature that joins your meeting as a visible participant (useful for non-Zoom meetings like Google Meet or Microsoft Teams). The Zoom Cloud Recording integration is invisible to participants — it consumes Zoom's native cloud recording artifacts after the meeting ends.

Support

Questions about the integration? Email us at support@notegenie.org or visit our support page. We typically respond within one business day.