BTInsights for Zoom: setup and help guide
BTInsights for Zoom brings your Zoom cloud recordings into your BTInsights projects. You pick the recordings; BTInsights copies each one into your project as an interview, transcribes it and, when Zoom has an audio transcript, adds the speakers' names. You don't need to download or upload files.
There are two ways to connect Zoom:
- My Zoom (the BTInsights app): you connect your own Zoom account and import recordings of meetings you hosted. Only you can import from it.
- Team Zoom (the BTInsights Admin app): a Zoom admin connects your company's Zoom account. A BTInsights organization owner then chooses whose recordings are available and which colleagues can import them.
Before you start
- A BTInsights account in an organization with Zoom import turned on. If you don't see Import from Zoom in your project, contact us to turn it on.
- A Zoom plan with cloud recording. Only cloud recordings can be imported. Recordings saved to your computer ("local recordings") can still be added with Upload interviews.
- For speaker names, turn on audio transcripts in Zoom: in the Zoom web portal, go to Settings → Recording → Cloud recording and, under advanced cloud recording settings, turn on Audio transcript (called Create audio transcript in some versions of Zoom). Recordings without a Zoom transcript still import and are transcribed, but speakers aren't named.
- For Team Zoom: a Zoom account owner or admin who also has a BTInsights login in your organization, and a BTInsights organization owner to choose access.
- If your company's Zoom account requires apps to be approved first, ask your Zoom admin to pre-approve BTInsights (and BTInsights Admin for Team Zoom) in the Zoom App Marketplace.
Adding the app
Always start from BTInsights. Connecting begins in BTInsights so that the Zoom account is linked to the right BTInsights organization. If you started from the Zoom App Marketplace, you'll be sent to BTInsights to finish.
My Zoom (your own recordings)
- Sign in to BTInsights and open a project's Interviews page.
- Click Import from Zoom. (If your organization also uses Microsoft Teams, the button says Import recordings; choose Zoom.) You can also go to Settings → Integrations.
- Click Connect my Zoom.
- Sign in to Zoom if asked, review the permissions, and click Allow.
- You're returned to BTInsights, and your recent cloud recordings appear. You only do this once.
Team Zoom (a company Zoom account)
- Zoom admin: sign in to BTInsights and go to Settings → Integrations. Click Set up team Zoom, then Connect as Zoom admin.
If you aren't the Zoom admin, click Copy message for Zoom admin and send it to them. It contains a link to the right page. - Sign in to Zoom as an admin, review the permissions, and click Allow. You're returned to BTInsights.
- BTInsights organization owner: in Settings → Integrations, find Team Zoom and click Choose access.
- Under Whose recordings?, choose the Zoom users whose recordings can be imported.
- Under Who can import?, choose the BTInsights members who can import them. Organization owners can always import.
Having trouble? See Troubleshooting below.
Using BTInsights for Zoom
Import recordings into a project
- Open the project's Interviews page and click Import from Zoom.
- Find recordings by meeting name (and host, for Team Zoom). Use the date menu to show Last 30 days, a specific month, or Custom dates… (up to 31 days at a time). If you have more than one Zoom account connected, you can filter by account. Click Show more recordings to load older ones.
- Click the recordings you want, or use Select all (up to 25 at a time).
- Click Import. Each recording becomes an interview in the project, using the project's main interview guide. Anyone who can see the project can see the imported interviews.
You may see these labels in the list:
| Label | What it means |
|---|---|
| Already in this project | This recording was already imported into this project. |
| No speaker names yet | Zoom doesn't have an audio transcript for this recording (yet). It will still import and be transcribed, without speaker names. |
| Audio only | The video is over 2 GB, so BTInsights will import Zoom's audio-only file. The interview won't have video. |
| Too large to import | Even the audio file is over 2 GB. Download it from Zoom, shorten or split it, and add it with Upload interviews. |
Follow import progress
After you click Import, the window shows Import progress. Imports keep running if you close the window; you can also follow them in the project's Interviews table. Each import moves through Waiting to start, Importing, Transcribing and, when Zoom has a transcript, Adding speaker names, to Ready. If something goes wrong, the import shows Didn't import with a reason and a Try again button. Only the person who started an import can retry it.
Speaker names
When the transcription is done, BTInsights checks Zoom once for the meeting's audio transcript and uses it to name the speakers. Zoom sometimes finishes its transcript a while after the meeting. If an interview is ready without names, open Import progress and click Check Zoom again. Edits you make to the transcript before names are added are kept.
Manage connected accounts
Go to Settings → Integrations, or click Manage in the import window, to see your Zoom accounts. From there you can connect another account, sign in again, change Team Zoom access (owners), or disconnect.
Removing the app
From BTInsights
- Go to Settings → Integrations.
- Find the Zoom account and click Disconnect Zoom.
This removes BTInsights' access in Zoom and deletes the stored Zoom sign-in. My Zoom can be disconnected by the person who connected it; Team Zoom can be disconnected by a BTInsights organization owner.
From Zoom
- Log in to your Zoom account and navigate to the Zoom App Marketplace.
- Click Manage >> Added Apps or search for the BTInsights app (BTInsights Admin for Team Zoom; a Zoom admin must remove it).
- Select the app.
- Click Remove.
What happens when you remove it
- BTInsights can no longer see or import recordings from that Zoom account. For Team Zoom, this applies to everyone who imported through it.
- Imports that were still copying from Zoom stop and show Needs attention. They can continue if the same Zoom account is connected again.
- Nothing in your Zoom account is changed or deleted. BTInsights never modifies your Zoom recordings.
How your data is handled after removal
- Zoom sign-in: deleted immediately when you disconnect in BTInsights or remove the app in Zoom.
- Imported interviews (the copied recordings and their transcripts) stay in your BTInsights projects as ordinary interviews until you delete them, like any interview you uploaded.
- Import records: BTInsights keeps the Zoom account's email address and a list of past imports (meeting name and date) so your projects show where interviews came from.
- To have all data that came from Zoom deleted, email support@btinsights.ai. We'll delete it and confirm by email.
See our Privacy Policy for more about how we handle your data.
Troubleshooting
| What you see | What to do |
|---|---|
| No Import from Zoom button, or "Zoom import is almost ready" | Zoom import isn't turned on for your BTInsights organization yet. Contact us. |
| Zoom says you can't add the app, or that it needs admin approval | Your company's Zoom account restricts apps. Ask your Zoom admin to pre-approve BTInsights in the Zoom App Marketplace, then connect again. |
| "This connection request expired or belongs to a different organization" | Connecting has to finish within 10 minutes, in the same browser, in the BTInsights organization where you started. Go back to BTInsights and start again from Import from Zoom. |
| A recording doesn't appear | Check the date menu. Make sure it's a cloud recording (not a local one). Zoom may still be processing a recent meeting; wait a few minutes and click Refresh. For Team Zoom, the meeting's host must be included under Whose recordings? |
| "An organization owner hasn't given you access yet" | Ask a BTInsights organization owner to add you under Who can import? You can still connect your own Zoom with Connect my Zoom. |
| No speaker names yet, or an interview is ready without names | Turn on Audio transcript in Zoom's cloud recording settings (it applies to future meetings). For a recent meeting, wait for Zoom to finish its transcript, then click Check Zoom again in Import progress. |
| Sign in again or Sign in to Zoom again | Zoom signed BTInsights out, for example after a password change or if the app was removed in Zoom. Click the button and sign in. Interviews you already imported aren't affected. |
| Too large to import | The file is over the 2 GB limit. Download it from Zoom, shorten or split it, and use Upload interviews. |
| Needs attention | BTInsights lost access to the recording, usually because the Zoom account was disconnected, signed out, or its access was changed. Sign in again (or ask an owner to check Team Zoom access), then open Import progress. |
| Didn't import | Read the reason shown and click Try again. If it keeps failing, contact us with the meeting name and date. |
FAQ
Does BTInsights join, record or change my Zoom meetings?
No. BTInsights only reads cloud recordings that already exist, and only the ones you choose to import. It can't schedule, join, record, edit or delete meetings or recordings, and it doesn't read chat or contacts.
What does BTInsights access in Zoom?
With My Zoom: your Zoom profile (name, email) and your cloud recordings. With Team Zoom: the list of users on your Zoom account, so an owner can choose whose recordings are included, and those users' cloud recordings.
Who can see the recordings I import?
Imported interviews follow the project's normal permissions: anyone who can see the project can see them. A My Zoom connection can only be used by the person who connected it.
What's the difference between My Zoom and Team Zoom?
My Zoom is for recordings of meetings you host on your own Zoom account. Team Zoom is for interviews recorded by several people, or on a shared company account, and is set up once by a Zoom admin. You can use both.
Will I get activation or marketing emails?
No. Connecting Zoom doesn't send activation emails or add you to any mailing list.
Contact support
- Email: support@btinsights.ai
- Contact form: btinsights.ai/contact