When Zoom Phone is connected to Recruiterflow, call recordings are stored in your Zoom account. For Recruiterflow to access those recordings and generate transcripts in AIRA Notetaker, you need to make sure the right permissions are configured in Zoom.
Why this matters
Recruiterflow fetches call recordings from Zoom after each call ends. If the connected account doesn't have download access to recordings, the sync will fail and transcripts won't appear in AIRA Notetaker.
Automatic vs. ad hoc recordings
Automatic recordings: Start based on a Zoom Phone policy set by an admin — no manual action required during the call.
Ad hoc recordings: Started manually by the user during a call using in-call controls.
Account owners and admins have access to recordings by default. For other users, access needs to be explicitly granted.
How to share recording access with your team
Sign in to the Zoom web portal as an admin.
Go to Phone System Management → Users & Rooms.
Click the name of the phone user you want to configure.
Click the Policy tab.
Scroll down to Automatic Call Recording or Ad Hoc Call Recording.
Click Access Manage Member List.
Add the users who need access and set their permission level:
Access: Can view the recordings (granted by default).
Download: Can download recordings — required for AIRA Notetaker to sync transcripts.
Delete: Can delete recordings (note: deletions affect all users, including the recording owner)
Tip: Add yourself as an Access Member with Download permission so Recruiterflow can retrieve recordings and generate AIRA Notetaker transcripts.
Troubleshooting: recordings not appearing in Recruiterflow
Confirm Enable call recording is checked in Recruiterflow's Zoom Phone integration settings (Settings → Integrations).
Verify the connected Zoom account has Download access to the relevant recordings.
Check that call recording is enabled in your Zoom Phone policy settings.
If it still isn't working, try disconnecting and reconnecting the Zoom Phone integration in Recruiterflow.
If you're still stuck, reach out to help@recruiterflow.com.
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