Zoom Integration Setup

Introduction

Connect your Zoom account to NoteWave to automatically record and transcribe your meetings with an AI bot. Once integrated, the NoteWave bot can join your Zoom meetings, record audio, and generate transcripts without any manual effort.

This guide covers two methods: immediate bot joining by pasting a meeting link, and automatic scheduled joining via Zoom calendar integration.

Requirements

Before using the Zoom integration, ensure you meet the following requirements:

NoteWave Plan

Pro or Business subscription required for bot recording features.

Zoom Account

Any Zoom account (Free or Paid). The bot will join as a participant.

No Manual Recording Required

Unlike traditional cloud recording, the NoteWave bot joins your meeting as a participant and handles recording automatically. You don't need to click "Record" in Zoom.

Method 1: Immediate Bot Joining

For immediate recording of a live or upcoming meeting, use the Link Meeting feature:

Step-by-step guide:

Navigate to Record in the NoteWave dashboard sidebar
Select the Link Meeting tab
Copy your Zoom meeting URL (from your calendar invite or Zoom app)
Paste the URL into the meeting link field
Optionally add a meeting title or notes
Click Send Bot
The NoteWave bot will immediately attempt to join your meeting
Admit the bot from the waiting room if prompted

Meeting Timing

The meeting should be active or starting within a few minutes. If you paste a meeting URL for a meeting that starts later, the bot will wait in the lobby. For best results, send the bot when the meeting is about to begin.

Method 2: Automatic Zoom Calendar Integration

For hands-free automation, connect your Zoom account to enable automatic bot scheduling:

Connection process:

Navigate to Integrations in the NoteWave dashboard
Click Connect Zoom
Sign in to your Zoom account and authorize NoteWave
Once connected, NoteWave will sync your upcoming Zoom meetings

Auto-Join Options

After connecting, you have two options: enable auto-join for all upcoming meetings, or manually select specific meetings you want the bot to attend.

Auto-Join Settings

Manage how the bot joins your Zoom meetings:

Auto-Join All Meetings

Toggle this ON to have the bot automatically join every upcoming Zoom meeting in your calendar.

Manual Selection

Toggle auto-join OFF and manually select individual meetings from your upcoming meetings list.

To change auto-join settings, go to Integrations → Zoom → Settings.

How the Bot Works

Once you send the bot or schedule it to join a meeting:

The bot joins the meeting as "NoteWave Notetaker"
It automatically starts recording audio from all participants
The bot remains silent and does not interfere with your meeting
When the meeting ends, the bot leaves automatically
NoteWave processes the recording and generates a transcript
You receive an email notification when transcription is complete

Email Notifications

After the bot finishes recording and NoteWave completes transcription, you'll receive an email with:

Meeting title and date
Recording duration
Direct link to view your transcript in NoteWave
AI-generated summary and action items (Pro/Business plans)

Troubleshooting

Common issues and solutions:

Bot not joining: Ensure the meeting URL is correct and the meeting is active. Check that you admitted the bot from the waiting room.
Bot kicked from meeting: Verify that participants haven't removed the bot. As the host, you can prevent this by locking the meeting after the bot joins.
No upcoming meetings showing: Disconnect and reconnect your Zoom account in Integrations to refresh your calendar sync.
Transcription not received: Check your email spam folder. Transcription typically completes within 5-10 minutes after the meeting ends.

For additional help, visit our Bot Not Joining Meeting article or contact support at contact@notewave.co.za.

Disconnecting Zoom

To disconnect your Zoom calendar integration:

Go to Integrations in your NoteWave dashboard
Find the Zoom card showing "Connected"
Click Disconnect
Confirm disconnection when prompted

After disconnecting, automatic bot scheduling will stop, but you can still use Link Meeting to manually send the bot. Existing transcripts remain in your NoteWave library.