Connect Mavio to Zoom to automatically record and transcribe your Zoom meetings. The integration works with the Mavio meeting bot, which joins your calls as a participant and captures everything.

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Setting up the Zoom integration

1

Connect your Zoom account

Go to Settings > Integrations > Zoom and click Connect Zoom. You will be redirected to Zoom’s authorization page.
2

Authorize Mavio

Sign in to your Zoom account and click Allow to grant Mavio permission to access your meeting information. Mavio requests read-only access to your meeting schedule and the ability to join meetings.
3

Configure recording preferences

After authorization, choose your recording preferences:
  • Auto-record all meetings — the bot joins every Zoom meeting on your calendar
  • Auto-record selected meetings — use filters to choose which meetings to record
  • Manual only — the bot joins only when you explicitly request it
4

Test the connection

Schedule a quick test meeting and verify the Mavio bot joins. It should appear as Mavio Notetaker in the participant list within 30 seconds of the meeting start.
If you use Google Calendar, connect it alongside Zoom for the best experience. Mavio uses calendar data to know when meetings start and to identify participants by name.

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How the bot joins Zoom meetings

When a scheduled Zoom meeting begins, Mavio:
  1. Detects the meeting start from your connected calendar or Zoom schedule.
  2. Joins the meeting using the meeting link with the bot’s credentials.
  3. Appears as Mavio Notetaker (name customizable in settings).
  4. Records the audio stream for the duration of the meeting.
  5. Leaves automatically when the meeting ends.

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Zoom-specific features

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Waiting room support

If your Zoom meeting has a waiting room enabled, the bot will wait to be admitted. The host receives a notification that “Mavio Notetaker” is in the waiting room. Admit the bot like any other participant. If the bot is not admitted within 5 minutes, it leaves and the recording is marked as failed.

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Breakout rooms

The Mavio bot remains in the main room during breakout sessions. It does not follow participants into breakout rooms. Recording continues for the main room only.

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Zoom phone

The Zoom integration works with Zoom Meetings only. Zoom Phone calls are not currently supported.

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Permissions and security

Mavio requests the following Zoom OAuth scopes:
PermissionPurpose
meeting:readAccess meeting schedule and metadata
user:readRead user profile for participant matching
Mavio does not request permissions to start meetings, manage participants, or access chat messages. The bot joins as a guest participant with audio-only capabilities.
Your Zoom admin may need to approve the Mavio app in the Zoom Marketplace before team members can connect their accounts. Ask your IT administrator to pre-approve Mavio if you receive an authorization error.

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Troubleshooting

  • Verify the Zoom integration is connected in Settings > Integrations > Zoom
  • Check that the meeting has a Zoom link (not a personal room link without a calendar entry)
  • Ensure your organization’s Zoom admin has not blocked third-party apps
  • See the bot not joining guide for more solutions
The meeting host must admit the bot. Look for “Mavio Notetaker” in the waiting room and click Admit. Consider disabling the waiting room or adding Mavio to your Zoom auto-admit list.
Audio quality depends on participants’ connections. The bot captures the mixed audio stream from Zoom’s servers, so individual participant audio issues (poor microphone, background noise) will be reflected in the recording.
Go to Settings > Integrations > Zoom and click Disconnect. You can also revoke access from your Zoom account at Zoom Settings > Apps > Installed Apps.

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Advanced configuration

Each team workspace can set its own bot display name for Zoom meetings:
  1. Go to Settings > Team > Recording > Bot display name.
  2. Enter the name you want participants to see (e.g., “Acme Notes”, “Sales Recorder”).
  3. Click Save.
The team-level bot name overrides individual user settings. If you are on a personal account, set the name in Settings > Recording > Bot display name instead.Using a company-branded bot name helps participants immediately recognize the recorder and reduces the chance of the bot being removed from the meeting.
Go beyond simple auto-join with fine-grained rules that control which Zoom meetings are recorded:
  • All meetings — record every Zoom meeting on your calendar.
  • External meetings only — only record meetings that include participants outside your email domain.
  • Minimum attendees — set a threshold (e.g., 3+) to skip 1:1 calls and only record group meetings.
  • Keyword match — record only meetings whose title contains specific words (e.g., “sprint”, “client”, “review”). Add keywords in Settings > Recording > Auto-join keywords.
  • Exclude list — add keywords to exclude specific meetings from auto-recording (e.g., “1:1”, “personal”, “social”).
Rules can be combined. For example, “external meetings with 3+ attendees, excluding meetings titled 1:1” gives you precise control.
The bot can join Zoom Webinars as an attendee to record the session:
  • The bot joins as a regular attendee (not a panelist) and captures the audio from all panelists and any attendees who are unmuted during Q&A.
  • Webinars with registration require the bot to be pre-registered. Add bot@mavioapp.com to the webinar registration or disable the registration requirement.
  • For large webinars (500+ attendees), the bot behaves the same as in standard meetings — it captures the mixed audio stream.
Webinar recording captures panelist audio only by default. Attendee audio during Q&A segments is also captured if attendees are unmuted by the host.
The bot has limited support for Zoom breakout rooms:
  • Main room — the bot stays in the main room and continues recording throughout the breakout session.
  • Breakout rooms — the bot does not follow participants into breakout rooms. Each breakout room would require a separate bot instance, which is not currently supported.
  • After breakout — when participants return to the main room, the bot resumes capturing all participants as usual.
If recording breakout rooms is critical, participants in each breakout room can use the desktop app’s system audio capture or the browser extension as an alternative recording method.
The bot captures audio at the quality delivered by Zoom’s servers. You do not need to configure quality on the bot side, but you can influence recording quality through Zoom settings:
  • Original sound — enabling “Original sound for musicians” in Zoom settings can improve audio fidelity by disabling Zoom’s noise suppression and auto-gain. This is useful for high-fidelity recording but may increase background noise.
  • HD audio — if available on your Zoom plan, enabling HD audio improves the bit rate of the audio stream.
  • Participant microphone quality — the biggest factor in recording quality is the participants’ microphone setup. Encourage headset or external microphone use for best results.
After recording, the audio is processed by the transcription engine at the highest available quality. The post-processing pipeline applies noise reduction that can compensate for moderate audio quality issues.