Zoom Admin

Zoom Admin Source Connector

The Zoom Admin Source Connector allows you to integrate transcripts from Zoom cloud recordings across your organization as a data source for your pipelines. This connector requires admin privileges and can retrieve meeting transcripts and metadata from any user in your Zoom organization, without storing or processing the actual video or audio recordings.

Prerequisites

Before starting, you'll need:

• A Zoom account with cloud recording capabilities
• Cloud recording enabled for your organization
• Admin privileges in your Zoom organization
• Audio transcription enabled in your cloud recording settings

Usage - Common Use Cases

Meeting Intelligence and Analytics

Use Case: Extract insights, action items, and key decisions from team meetings automatically.

Prerequisites:

• Regular team meetings recorded to the cloud
• Audio transcription enabled in Zoom settings
• Metadata schemas configured in Vectorize for structured extraction

Compliance and Quality Monitoring

Use Case: Monitor meeting transcripts for compliance keywords, sensitive information, or quality assurance in customer calls.

Prerequisites:

• Cloud recording enabled for monitored meetings
• Compliance keyword lists or patterns defined
• Organization-wide recording policies in place

Knowledge Base Creation

Use Case: Build a searchable knowledge base from training sessions, webinars, and all-hands meetings.

Prerequisites:

• Systematic recording of knowledge-sharing sessions
• Consistent meeting naming conventions
• Vector database configured for semantic search

Cross-Team Collaboration Insights

Use Case: Analyze meeting patterns and extract insights across different teams and departments.

Prerequisites:

• Admin access to organization-wide recordings
• User email lists for filtering by department/team
• Metadata extraction configured for organizational insights

Adding the App - Authorization Steps

Adding the Vectorize app to your Zoom account is handled through OAuth authorization during the connector setup process:

Step 1: Create a New Source Connector

1. Navigate to Source Connectors from the Vectorize main menu
2. Click New Source Connector
3. Select the Zoom Admin card from the available connectors

Step 2: Authorize Zoom Access

4. Enter a descriptive name for your integration (e.g., "Sales Team Meetings" or "Company All-Hands")
5. Click Authorize with Admin privileges
6. You'll be redirected to Zoom's authorization page
7. Review the requested permissions:
   • View and manage cloud recordings
   • View meeting information and transcripts
   • View user information
   • Access recordings across the organization
8. Click Authorize in Zoom to grant access
9. You'll be redirected back to Vectorize to complete the setup

⚠️ Important: Due to Zoom's API limitations, each Zoom account can only maintain one active connection at a time. Connecting this account to a new connector will immediately disconnect any existing connector using the same account, which may cause pipeline failures.

Verifying Successful Authorization

After successful authorization, you'll see a blue "Connected" status in place of the authorization button, confirming that Vectorize can now access your Zoom recordings.

Configuring the Zoom Admin Connector in a Pipeline

When configuring the Zoom Admin connector in a pipeline, you can specify the following options to filter the recordings that will be ingested:

Field	Description	Required
Start Date	Only include meetings from this date forward. Format: YYYY-MM-DD.	Yes
End Date	Only include meetings up to this date. Format: YYYY-MM-DD.	No
Recording Hosts	Specify which users' recordings to import. Leave blank for all users.	No
Title Filter	Only include meetings with specific text in the title. Toggle between AND/OR for multiple entries.	No
Maximum Meetings	Maximum number of meetings to retrieve. Leave blank for no limit.	No
Participant Filter	Only include meetings where specific participants attended. Toggle between AND/OR for multiple entries.	No

Removing the App

De-authorization Steps

To remove the Vectorize app's access to your Zoom account:

Primary Method: From Vectorize

1. Navigate to Source Connectors in Vectorize
2. Find the Zoom Admin connector with your connected account
3. Click the Delete button for that connector
4. Confirm the deletion when prompted

Note: Deleting the connector automatically disconnects your Zoom account from Vectorize. Connectors in active pipelines cannot be deleted.

Alternative Method: From Zoom Account Settings

If you prefer to revoke access directly from Zoom:

1. Log into your Zoom account at zoom.us
2. Navigate to Settings → Advanced → App Management
3. Find "Vectorize" in your authorized apps list
4. Click Disconnect or Remove
5. Confirm the removal

Data Removal and Privacy

When you disconnect the Vectorize app from your Zoom account:

• Immediate effects:
  • Vectorize immediately loses access to your Zoom recordings and transcripts
  • No new meeting data will be ingested
• Data retention:
  • Previously processed vector embeddings remain in your destination database
  • No video or audio recordings are ever stored by Vectorize
  • Only transcript text was processed, and only embeddings are retained

Troubleshooting

Quick Troubleshooting Checklist

If your Zoom Admin connector is not retrieving meeting data properly, check:

1. Cloud recording enabled: Verify in Zoom Settings → Recording → Cloud Recording
2. Audio transcript enabled: Check "Audio transcript" is checked in cloud recording settings
3. Authorization status: Look for green "Connected" status in Vectorize connector settings
4. Date range: Ensure your date range contains meetings that were actually recorded
5. Admin privileges: Verify your account role in Zoom Admin → User Management
6. API permissions: Some organizations restrict API access - check with IT

Common Issues and Solutions

Authorization Errors

• Error: "Invalid access token"
  • Solution: Re-authorize the connector by clicking "Reconnect" in connector settings
• Error: "Insufficient privileges"
  • Solution: Verify you have admin role in Zoom organization

Data Retrieval Issues

• No recordings found:
  • Not all meetings are recorded - check recording policies
  • Recordings may be deleted after retention period (check Zoom admin settings)
• Missing transcripts:
  • Transcripts take 2-4x meeting duration to process after meeting ends
  • Verify "Audio transcript" is enabled in recording settings
  • Some languages may not support automatic transcription
• User not found:
  • Email addresses must match exactly with Zoom account emails
  • Check for typos and verify user is in your organization

For further assistance with the Zoom Admin connector, please contact Vectorize support through the Intercom chat in the Vectorize console.

What's next?

• If you haven't yet built a connector to your vector database, go to Connect Your Data and select the platform you prefer to use for storing output vectors.

  OR

• If you're ready to start producing vector embeddings from your organization's meeting transcripts, head to Pipeline Basics. Select your new Zoom Admin connector as the data source to use it in your pipeline.