Zoom Integration Guide
Connect NoteWave AI bots to automatically record and transcribe your Zoom meetings
Last updated: February 5, 2026
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1. How NoteWave Bots Work
NoteWave uses AI bots that join your Zoom meetings as participants. Unlike traditional cloud recording methods, our bots automatically handle recording, transcription, and AI processing without requiring you to manually start recordings in Zoom.
Key Benefits:
- No manual recording needed - the bot handles everything
- Works with any Zoom account (Free, Pro, or Business)
- Real-time transcription with speaker diarization
- Automatic AI summaries and action items
- Bot joins as a visible participant for transparency
The bot appears in your meeting with a name like NoteWave Bot or NoteWave Recorder, ensuring all participants know the meeting is being recorded.
2. Two Ways to Use NoteWave Bots
Choose the method that works best for your workflow:
Instant Bot Joining
Paste a Zoom meeting link and send the bot immediately. Perfect for ad-hoc meetings or when you need quick transcription.
- No calendar setup required
- Bot joins in ~30 seconds
- Works for any Zoom meeting
Auto-Join (Calendar Sync)
Connect your Google Calendar and set rules for automatic bot joining. Best for recurring meetings and teams.
- Fully automated workflow
- Customizable join rules
- Perfect for recurring meetings
3. Instant Bot Joining
Send a bot to any Zoom meeting by pasting the meeting link. This method works instantly and requires no additional setup.
Step-by-Step Instructions
- 1
Go to your NoteWave Dashboard
Navigate to dashboard and look for the "Join Meeting" or "Send Bot" option.
- 2
Paste your Zoom meeting link
Copy the meeting link from your Zoom invitation (e.g., https://zoom.us/j/123456789).
- 3
Click "Send Bot"
The NoteWave bot will join within 30 seconds and start recording automatically.
- 4
Admit the bot (if needed)
If your meeting has a waiting room, you'll need to admit the NoteWave bot as you would any other participant.
Recording Consent Required
Always inform participants that the meeting is being recorded. The bot's presence is visible to all participants, but you should still announce recording at the start of the meeting to ensure compliance with local laws.
4. Auto-Join Setup (Calendar Sync)
Configure NoteWave to automatically join your scheduled Zoom meetings by connecting your Google Calendar. This is perfect for recurring meetings and teams.
Setup Instructions
- 1
Connect Google Calendar
Go to Settings → Integrations → Calendar and authorize NoteWave to access your calendar.
- 2
Configure Auto-Join Rules
Choose which meetings to auto-record:
- All meetings
- Specific calendars only
- Meetings with certain keywords
- Meetings with specific participants
- 3
Set Join Timing
Configure when the bot should join (e.g., at meeting start time or 2 minutes after).
- 4
Enable Auto-Join
Toggle the auto-join feature on. The bot will now automatically join matching meetings.
Pro Tip
You can exclude specific meetings by adding #nobot to the meeting title or description.
5. Managing Your Transcripts
All transcripts are available in your NoteWave Dashboard. You can view, edit, share, and export your meeting recordings and transcripts at any time.
View & Edit
- • Search transcripts by content
- • Edit speaker names
- • Add highlights and notes
- • Chat with AI about meetings
Share & Export
- • Generate secure share links
- • Export to PDF or Word
- • Share with team members
- • Set access permissions
AI Features
- • Auto-generated summaries
- • Action items extraction
- • Key topics identification
- • Speaker insights
6. Troubleshooting Common Issues
Bot Not Joining Meeting
If the bot fails to join your Zoom meeting:
- Check that the meeting link is valid and active
- Ensure the meeting doesn't require a password (or provide it)
- Verify the bot wasn't removed or blocked from the meeting
- Check your NoteWave subscription status
See our detailed Bot Not Joining troubleshooting guide.
Poor Transcription Quality
To improve transcription accuracy:
- Use good quality microphones
- Minimize background noise
- Speak clearly at a moderate pace
- Avoid multiple people talking simultaneously
Calendar Sync Issues
If auto-join isn't working:
- Verify Google Calendar is properly connected
- Check auto-join rules and settings
- Ensure meetings have Zoom links in calendar events
- Review bot join logs in your dashboard
Visit our Calendar Sync Problems guide for more help.
7. Best Practices
Follow these best practices to get the most out of NoteWave's Zoom integration:
Recording Consent
- • Always announce recording at meeting start
- • Get verbal consent from participants
- • Comply with local recording laws
- • Bot presence is visible to all participants
Audio Quality
- • Use quality microphones
- • Minimize background noise
- • Speak clearly and at moderate pace
- • Avoid crosstalk when possible
Calendar Integration
- • Keep calendar events up to date
- • Use #nobot to exclude meetings
- • Set appropriate join timing
- • Review bot join history regularly
Transcript Management
- • Review and edit transcripts
- • Add custom speaker names
- • Use AI chat for insights
- • Share responsibly with team
8. Getting Support
Need help with NoteWave's Zoom integration? Our support team is here to assist you.
Contact Support
Email us at contact@blazesolutions.ai or visit our help center for instant answers.
Related Help Articles
This guide covers NoteWave's Zoom integration. For more help, visit our Help Center or Terms of Service.