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Zoom Setup Guide

Configure Zoom to automatically send meeting transcripts to MeetHQ for AI-powered analysis

Before You Start

Make sure you meet these requirements

  • Zoom Pro plan or higher is required. AI Companion and cloud recording are not available on Zoom's free plan.
  • Admin or owner access to your Zoom account may be required to enable AI Companion settings.
  • A MeetHQ account — sign up free if you haven't already.
1

Enable Zoom AI Companion

This is the primary way MeetHQ receives your transcripts

Zoom AI Companion automatically generates meeting transcripts and sends them to MeetHQ when your meeting ends. To enable it:

  1. Sign in to the Zoom web portal at zoom.us
  2. Navigate to Settings in the left sidebar
  3. Click the AI Companion tab at the top
  4. Find "Meeting Summary with AI Companion" and toggle it ON
  5. Under the same section, ensure "Automatically start Meeting Summary for meetings I host" is toggled ON

Tip: If you don't see the AI Companion tab, your Zoom account admin may need to enable it at the account level first. Contact your Zoom administrator.

2

Enable Cloud Recording Optional

Serves as a fallback if AI Companion is unavailable

Cloud recording provides a backup transcript source. If AI Companion doesn't generate a transcript for a meeting, MeetHQ will automatically use the cloud recording transcript instead.

  1. In the Zoom web portal, go to Settings
  2. Click the Recording tab
  3. Toggle "Cloud recording" to ON
  4. Under cloud recording settings, check "Audio transcript"
  5. (Recommended) Enable "Automatic recording" and select "Record in the cloud" to capture every meeting

Note: Cloud recording storage counts toward your Zoom plan's storage limits. AI Companion transcripts do not use cloud storage.

3

Link Your Zoom Email in MeetHQ

Tell MeetHQ which Zoom account to listen for

MeetHQ matches incoming Zoom transcripts to your account using your Zoom host email address. You need to set this on the Integrations page:

  1. Log in to your MeetHQ account
  2. Go to Integrations (from the menu in the top-right)
  3. Find the "Zoom" section
  4. Enter your Zoom host email — this is the email address you use to sign in to Zoom
  5. Click "Save Zoom Settings"

Important: Your Zoom host email must exactly match the email associated with your Zoom account. If you use SSO (e.g., Google sign-in) to log in to Zoom, use the email address shown on your zoom.us/profile page.

4

Connect Google Calendar Optional

Automatically match Zoom meetings to your calendar events

When Google Calendar is connected, MeetHQ can automatically match incoming Zoom transcripts to the correct calendar event, pre-filling meeting titles and times.

  1. In MeetHQ, navigate to Calendar in the sidebar
  2. Click "Connect Google Calendar" and authorize access
  3. Your upcoming Zoom meetings will appear automatically

For the best experience, schedule your Zoom meetings through Google Calendar using the Zoom for Google Workspace add-on. This creates a direct link between your calendar events and Zoom meetings, ensuring perfect transcript matching.

How It Works

What happens after setup

Host a Meeting

Start or schedule a Zoom meeting as usual. AI Companion runs in the background.

Transcript Sent

When the meeting ends, Zoom automatically sends the transcript to MeetHQ.

AI Analysis

MeetHQ analyzes the transcript with AI, extracting action items, decisions, and key takeaways.

Troubleshooting

Common issues and how to resolve them

My meetings aren't appearing in MeetHQ

  • Verify your Zoom host email in your MeetHQ profile matches exactly
  • Confirm AI Companion is enabled and set to auto-start in Zoom settings
  • Ensure you are the host of the meeting (not a participant)
  • Check that the meeting lasted at least a few minutes — very short meetings may not generate transcripts

I don't see the AI Companion settings in Zoom

  • AI Companion requires a Zoom Pro, Business, or Enterprise plan
  • Your Zoom account administrator may need to enable AI Companion at the account level before individual users can access it
  • Check with your IT department or Zoom admin to enable these features

Transcript quality is poor

  • Use a quality microphone and minimize background noise
  • Ask participants to identify themselves when speaking
  • Avoid talking over other participants
  • AI Companion transcripts generally have better accuracy than cloud recording transcripts

Need help? Contact support

Ready to get started? Sign up for MeetHQ