This guide covers everything you need to connect Mavio to Zoom, configure automatic recording, and verify the integration is working correctly.

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Prerequisites

  • A Mavio account on the Pro or Team plan (the free plan supports manual recording only)
  • A Zoom account (free or paid)
  • Google Calendar connected to Mavio (recommended for auto-join)

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Connect Zoom to Mavio

1

Open integration settings

In the Mavio dashboard, go to Settings > Integrations and find the Zoom card. Click Connect.
2

Authorize with Zoom

You will be redirected to Zoom’s OAuth page. Sign in with your Zoom credentials and click Allow to grant Mavio the following permissions:
  • Read meeting schedule — so Mavio knows when to join
  • Read user profile — for matching participants to speaker labels
Mavio does not request permissions to start, end, or manage your meetings. The bot joins as a read-only guest participant.
3

Choose your recording mode

After authorization, you are returned to Mavio where you configure how recordings are triggered:
  • Auto-record all meetings — the bot joins every Zoom meeting on your calendar
  • Auto-record with filters — record only meetings matching your rules (e.g., external attendees, minimum 2 participants, specific calendar labels)
  • Manual only — you trigger the bot per meeting from the dashboard
Start with “Auto-record with filters” if you want control without forgetting to record important calls.
4

Customize the bot name

By default, the bot appears as Mavio Notetaker in the Zoom participant list. You can rename it under Settings > Recording > Bot display name to something like “Meeting Notes” or your company’s name.
5

Test the integration

Schedule a quick Zoom meeting (even with just yourself) and wait for the bot to join. Verify:
  • The bot appears in the participant list within 30 seconds
  • A recording indicator appears in your Mavio dashboard
  • After ending the meeting, a transcript and summary are generated

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Handling waiting rooms

If your Zoom meeting has a waiting room enabled, the host must admit the Mavio bot manually. The bot waits up to five minutes before leaving. To avoid this friction:
  • Add Mavio to your Zoom auto-admit list under Zoom Settings > Security
  • Or disable the waiting room for internal meetings

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Organization-level approval

Some Zoom organizations require admin approval for third-party apps. If you see an authorization error during setup, ask your IT administrator to:
  1. Go to the Zoom Marketplace
  2. Search for Mavio
  3. Click Pre-approve to allow team members to connect

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Troubleshooting

If the bot fails to join, check Settings > Integrations > Zoom for an error status. The most common issues are expired OAuth tokens (reconnect Zoom) and organization-level app restrictions.

Bot not joining?

Step-by-step troubleshooting for bot connection issues.

Audio quality issues?

Tips for improving transcription accuracy on Zoom calls.