Before you begin
| Who does what | An Avoma admin connects the company's Zoom Workspace once, and that covers every member. If your admin hasn't, connect your own Zoom account. |
| Avoma plan | All paid Avoma plans and active trials. |
| For the Zoom Workspace (admins) | Admin role in Avoma, Admin or Owner role in your company's Zoom account, and a paid Zoom account (Pro or higher). |
| Zoom app | Zoom desktop app version 6.5.5 or newer. |
| Scope | Zoom meetings only. Google Meet and Microsoft Teams meetings aren't affected. |
Key sections
- What's changing and why
- Do you need to do anything?
- For admins: connect Zoom for your whole company
- For everyone: connect your own Zoom account
- How Avoma records your Zoom meetings
- What attendees see
- Troubleshooting
- FAQ
What's changing and why
Zoom now requires every recording or note-taking app to be approved by a real Zoom user. That way, hosts and attendees always know which app is in a meeting and who brought it.
To follow this rule, Avoma needs permission from Zoom. You give that permission by connecting your Zoom account, or your admin gives it by connecting Zoom for the whole company.
Starting October 13, 2026, Avoma can't record your Zoom meetings unless Zoom is connected. Without it, Avoma creates no notes, transcript or recording.
Note: Connecting your calendar isn't enough. Your calendar tells Avoma when you have a meeting. Connecting Zoom gives Avoma permission to access the meeting.
Do you need to do anything?
Look for a banner at the top of Home, Meetings or Settings → Your account → Recording & Conferencing in Avoma.
| If you see… | It means | What to do |
|---|---|---|
| Avoma now requires a connected Zoom account to record Zoom meetings… | Zoom isn't connected yet | Click Connect Zoom |
| We're updating our recording assistant for Zoom — Reconnect your Zoom account… | You connected before, but Zoom needs you to approve new permissions | Click Re-connect Zoom |
| Zoom authorization is complete. Check the required sharing and auto-start settings in Zoom. | You're connected | Turn on Zoom's sharing settings (see below), then click I've completed Zoom setup |
| No banner | You're all set, or your admin has set up Zoom for you | Nothing |
Zoom isn't connected yet. Admins see this version, which also suggests connecting the Zoom workspace.
Zoom needs you to approve new permissions.
You're connected. Finish Zoom's sharing settings next.
For admins: connect Zoom for your whole company
You only need to do this once. It covers every member of your Avoma workspace, so they don't need to connect Zoom themselves.
Connect your Zoom Workspace in Avoma
1. Go to Settings → Organization → Integrations.2. On the Zoom Workspace card, click Configure.
In Settings → Organization → Integrations, click Configure on the Zoom Workspace card.
3. On the Workspace Connection tab, click Connect Zoom Workspace.
On the Workspace Connection tab, click Connect Zoom Workspace.
Note: Avoma asks for this when some members already connected their own Zoom accounts. They move to the company connection automatically and don't need to do anything.
5. Sign in to Zoom when asked.
6. On Zoom's permission screen, select All users, then click Allow.
Choose All users so the app is added for everyone in your Zoom account.
Note: If you see Re-connect Zoom on the Integrations or Zoom Workspace page, your workspace is already connected. Click Re-connect Zoom, sign in to Zoom, and click Allow.
Choose how Avoma records
1. Open the Zoom Recording Preferences tab.2. Select one:
- Avoma Assistant — Avoma records the meeting itself, and your notes are ready soon after it ends.
- Zoom Cloud — Zoom records the meeting, and Avoma processes the recording once Zoom makes it available. Needs a paid Zoom license.
Choose a recording method, then click Save and Apply.
3. Click Save and Apply.
Which one should I choose?
- Zoom Cloud — for teams that don't need real-time features and want recording quality, storage and policies controlled in Zoom itself. Live features such as bookmarks and answer cards also need Zoom Live Streaming set up.
- Avoma Assistant — for teams that want real-time features (live notes, bookmarks, answer cards) and faster notes. Works on any Zoom account, including free Zoom Basic, with no extra Zoom setup for live features.
Turn on Zoom's sharing settings
These settings are in the Zoom web portal, not in Avoma.
1. Sign in at zoom.us as an admin.
2. Go to Account Management → Account Settings → Zoom Apps.
Tip: In Avoma, click View Zoom settings on the blue banner to open this page directly.
3. In the Meeting section, turn on Share realtime meeting content with apps.
4. Under Apps that access content in meetings, find Avoma Assistant for Zoom Meetings and click its edit (pencil) icon.
Note: If the app isn't listed, click + Add app, search for Avoma Assistant for Zoom Meetings, select it, and click Confirm.
Pick Avoma Assistant for Zoom Meetings, not Avoma Assistant for Zoom Apps. That's a separate app for taking notes inside Zoom, and it doesn't record.
Click + Add app under "Apps that access content in meetings".
Search for the app, select it, then click Confirm.
5. Under Control where this app starts for your account, select Meetings users own, Meetings users attend, Internally hosted meetings and Externally hosted meetings.
6. Under Choose permissions for participants, set both Participants on your account and Participants outside your account to Always allow.
7. Click Confirm.
All four boxes checked, and both permissions set to Always allow.
8. Check that the app's Auto-start column shows All.
When setup is complete, the app is listed with Auto-start: All and Permissions: Always allow.
9. In Avoma, click I've completed Zoom setup on the blue banner.
Tips
- Click the lock icon next to Share realtime meeting content with apps and next to each section of the app's access window, so members can't turn them off by accident. A switched-off setting is the most common reason recording stops.
- If you record with Zoom Cloud, open the Members tab on the Zoom Workspace page. Recording setup status shows Complete when Zoom Cloud recording is turned on for that member. It doesn't show Zoom's sharing settings, which Avoma Assistant uses.
For Zoom Cloud users, Recording setup status shows whether Zoom Cloud recording is turned on.
Caution: If you disconnect the Zoom Workspace, Avoma stops recording Zoom meetings for every member who hasn't connected their own Zoom account.
For everyone: connect your own Zoom account
Note: Skip this section if your admin connected the Zoom Workspace.
To check, go to Settings → Your account → Recording & Conferencing.
If the Zoom Conferencing card says connected via admin, you're done.
Connect Zoom
1. Go to Settings → Your account → Recording & Conferencing. You can also click Connect Zoom on the yellow banner.2. On the Zoom Conferencing card, click Connect. If you see Re-connect Zoom, click that instead.
In Settings → Your account → Recording & Conferencing, click Connect on the Zoom Conferencing card.
3. Sign in to Zoom when asked, and click Allow.
4. Check that the card now shows connected.
Choose how Avoma records
1. On the Zoom Conferencing card, click Configure.
2. Select Avoma Assistant or Zoom Cloud. See Which one should I choose?
Note: On a free Zoom account, only Avoma Assistant is available.
Choose a recording method, then click Done.
3. Click Done.
Turn on Zoom's sharing settings
1. In Avoma, click View Zoom setting on the blue banner. This opens My account → Settings → Zoom Apps in Zoom.
2. Turn on Share realtime meeting content with apps.
Your own Zoom settings (My account → Settings → Zoom Apps), with the setting turned on and the app listed.
3. Click the edit (pencil) icon next to Avoma Assistant for Zoom Meetings.
Note: If the app isn't listed, click + Add app, search for Avoma Assistant for Zoom Meetings, select it, and click Confirm.
4. Select Meetings you own, Meetings you attend, Internally hosted meetings and Externally hosted meetings, set both participant permissions to Always allow, and click Confirm.
All four boxes checked, and both permissions set to Always allow.
5. In Avoma, click I've completed Zoom setup.
Note: If a setting is greyed out, your company's Zoom admin controls it. Ask them to turn it on, or send them this article.
How Avoma records your Zoom meetings
Once Zoom is connected, Avoma picks the right way to record each meeting automatically.
| Directly through Zoom | Avoma Assistant joins as a participant | |
|---|---|---|
| When it's used | The meeting is hosted by someone at your company | The meeting is hosted by someone outside your company, or Zoom's sharing setting is off |
| Extra participant? | No | Yes. Avoma Assistant appears in the participant list. |
| What you get | Notes, transcript, recording | Notes, transcript, recording |
Note: Avoma can't join, access or record a Zoom meeting unless at least one person from your organization who has Zoom connected is in it. For what happens when people leave, see Zoom recording: rules and limits.
What attendees see
When Avoma records directly through Zoom, everyone in the meeting sees a notice that meeting content is being shared with apps.
The notice attendees see when the meeting is shared with Avoma.
The meeting window also shows the Avoma Assistant for Zoom Meetings label, and the app appears under Apps that access meeting content.
The Avoma Assistant for Zoom Meetings label (bottom right) and the app listed as Accessing.
When Avoma Assistant joins as a participant, it appears in the participant list and posts this chat message: "This meeting is being recorded for note taking purposes." Admins can change this message.
Pausing or stopping recording
- From Avoma: you can pause and resume recording at any time. This only changes what Avoma records. Zoom's notice and app label stay on screen. See stop or pause recording.
- From Zoom: the host can stop sharing with Avoma from the Apps that access meeting content panel, or remove Avoma Assistant from the participant list.
If an attendee doesn't want to be recorded, the host can stop sharing with apps or remove Avoma Assistant at any time.
Troubleshooting
Why wasn't my Zoom meeting recorded?
This usually means Zoom isn't connected, or Avoma wasn't allowed into the meeting.
- Check for a yellow banner in Avoma, and click Connect Zoom or Re-connect Zoom.
- Confirm you were in the meeting, signed in to the Zoom account you connected.
- Confirm Share realtime meeting content with apps is turned on in Zoom.
- Update your Zoom desktop app to version 6.5.5 or newer.
- If someone outside your company hosted the meeting, check whether they left Avoma Assistant in the waiting room or removed it.
Why do I still see "Re-connect Zoom" after reconnecting?
This usually means Zoom's permission screen wasn't completed.
- Refresh the page.
- If the banner is still there, click Re-connect Zoom again and click Allow on Zoom's screen.
Why can't I change a Zoom setting?
This usually means your Zoom admin has locked it. Ask them to turn it on.
Why can't Avoma Assistant join my meeting?
This usually means the host's Zoom account doesn't allow joining from a browser. Avoma Assistant joins through Zoom's web client.
- In the Zoom web portal, go to Settings → Meeting and turn on Show a "Join from your browser" link.
- If another company hosts the meeting, ask their Zoom admin.
- If Avoma Assistant is in the waiting room, the host needs to admit it.
Why was only part of my meeting recorded?
This usually means you left and rejoined, the host stopped sharing with apps, or the meeting moved into breakout rooms. Only the main room is recorded.
FAQs
I've connected my Google or Outlook calendar. Do I still need to connect Zoom?
Yes. Your calendar tells Avoma when your meetings are. Connecting Zoom gives Avoma permission to access them.
My admin connected the Zoom Workspace. Do I need to do anything?
No. Your Zoom Conferencing card shows connected via admin, which means you're covered.
Does this affect Google Meet or Microsoft Teams?
No. Only Zoom meetings are affected.
Does this work on a free Zoom account?
Yes. Recording with Avoma Assistant works on every Zoom account, including free Zoom Basic. Only the Zoom Cloud option needs a paid Zoom license.
Can Avoma record Zoom webinars?
No. Zoom webinars aren't supported, either directly through Zoom or with Avoma Assistant. This setup covers Zoom meetings only.
Can I still use Zoom Cloud recording?
Yes, if you have a paid Zoom license. Select Zoom Cloud when you choose how Avoma records. You still need to connect Zoom.
Which Avoma plans include Zoom recording?
All paid Avoma plans and active trials.
What happens if Zoom gets disconnected?
Avoma stops recording your Zoom meetings until you connect again. If an admin disconnects the Zoom Workspace, each member must connect their own Zoom account to keep recording.
What's next
- Admins using Avoma Assistant: lock Zoom's sharing settings so members can't turn them off. Admins using Zoom Cloud: check that every member shows Complete on the Members tab.
- Read Zoom recording: rules and limits to learn what happens in external meetings and when people leave.
- Let your team know that Zoom meetings now need a connected Zoom account.
Recap
You've connected Zoom to Avoma, chosen how your meetings are recorded, and turned on the Zoom settings Avoma needs.
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If you're having any issues, contact our team at help@avoma.com.