Last updated: March 21, 2026

Documentation

RecordFlow automatically archives your Zoom cloud recordings to Google Drive. This guide covers how to add the app, use its features, and remove it from your account.

Adding the App

Option 1: Install from the Zoom Marketplace

  1. Go to the Zoom App Marketplace
  2. Search for "RecordFlow"
  3. Click "Add" on the RecordFlow app page
  4. Review the requested permissions and click "Allow" to authorize
  5. You will be redirected to the RecordFlow dashboard, where you can connect Google Drive and start archiving

Option 2: Sign in from recordflow.org

  1. Visit recordflow.org
  2. Click "Sign in with Zoom"
  3. Review the requested permissions and click "Allow" to authorize
  4. You will be redirected to the RecordFlow dashboard

No separate registration is required — your Zoom account is your RecordFlow account.

Having trouble? See the Troubleshooting section below.

Usage

Connecting Google Drive

Connect your Google Drive so RecordFlow has a destination to archive your recordings.

Prerequisites:

  • A Google account with access to Google Drive
  • If archiving to a shared Drive, you must have write access to that shared Drive

Steps:

  1. Sign in to RecordFlow and go to your dashboard
  2. Click "Connect Google Drive"
  3. Authorize your Google account when prompted
  4. Use the Google Picker to browse and select a folder from your personal Drive or a shared Drive
  5. Click "Save & Connect" to confirm

Once connected, RecordFlow will begin syncing your recordings automatically.

Enable Zoom Cloud Recording

RecordFlow can only back up recordings stored in Zoom's cloud — not recordings saved locally to your computer. If your Zoom account isn't set up to record to the cloud, there's nothing for RecordFlow to archive.

Cloud recording is a feature of paid Zoom plans (Pro, Business, Business Plus, or Enterprise). Zoom doesn't make cloud recordings available on the free plan, so no third-party tool can access them.

How to turn it on:

  1. Open your Zoom recording settings.
  2. Toggle Cloud recording on.
  3. Save.

Once your next meeting is recorded to the cloud, RecordFlow will sync it to your Google Drive within minutes. No further action needed.

Automatic Sync

RecordFlow automatically archives every new Zoom cloud recording to your Google Drive without any manual action.

Prerequisites:

  • Cloud recording must be enabled in your Zoom account settings
  • Google Drive must be connected in RecordFlow

How it works:

  • Webhook-based: When a recording is completed, Zoom sends a notification and RecordFlow transfers it within minutes.
  • Hourly safety check: A scheduled job runs every hour to catch any recordings that may have been missed.

Manual Sync

Trigger an immediate sync to archive recordings right away without waiting for the automatic process.

Prerequisites:

  • Google Drive must be connected in RecordFlow

Steps:

  1. Go to your RecordFlow dashboard
  2. Click "Sync now"
  3. RecordFlow will check for new recordings and transfer them to your Drive

File Types Archived

RecordFlow archives the following file types from your Zoom cloud recordings:

  • Video — MP4
  • Audio — M4A
  • Transcript — VTT
  • Chat — TXT

Folder Structure

Recordings are organized in your Google Drive by year and meeting:

  • Year → Date – Meeting Topic

For example: 2026 → 2026-03-21 – Weekly Standup

Deduplication

RecordFlow stores the Zoom file ID in each Google Drive file's description. If a recording already exists in your Drive, it is skipped automatically — you'll never get duplicate files.

Email Notifications

Get notified by email each time recordings are synced to your Google Drive, with direct links to the archived files.

Steps:

  1. Go to your RecordFlow dashboard
  2. Open Settings
  3. Toggle Email notifications on or off

Privacy Mode

Minimize the metadata stored by RecordFlow. When privacy mode is enabled, RecordFlow stops storing meeting metadata (topics, timestamps, sync status) on the dashboard. Your recordings still sync to Google Drive normally — only the dashboard activity tracking is affected.

Steps:

  1. Go to your RecordFlow dashboard
  2. Open Settings
  3. Toggle Privacy mode on or off

Existing sync history is cleaned up on the next sync run after privacy mode is enabled.

Removing the App

To remove RecordFlow from your Zoom account:

  1. Go to the Zoom App Marketplace
  2. Click Manage → Added Apps
  3. Find RecordFlow in the list
  4. Click "Remove"
  5. Confirm the removal when prompted

Alternatively, you can revoke access in your Zoom Settings → Apps.

What Happens When You Remove RecordFlow

When you remove (de-authorize) RecordFlow, the following occurs:

  • Syncing stops immediately — no new recordings will be archived to Google Drive.
  • Your Zoom OAuth tokens are revoked — RecordFlow can no longer access your Zoom account.
  • Your Google Drive connection is revoked — RecordFlow can no longer access your Google Drive.
  • All account data is deleted — your encrypted OAuth tokens, sync history, and account settings are automatically and permanently removed from our systems.
  • Recordings in Google Drive are not deleted — any recordings already archived to your Google Drive remain there. They are yours to keep, organize, or delete as you see fit.

If you also want to revoke RecordFlow's access to Google Drive independently, go to your Google Account → Security → Third-party apps and remove RecordFlow from the list.

To re-add RecordFlow later, simply install it again from the Zoom App Marketplace. You will need to re-authorize your Zoom and Google Drive connections.

Troubleshooting

My recordings aren't syncing

  • Verify your Google Drive is connected on the dashboard
  • Check that your recording is available in your Zoom account — RecordFlow can only archive recordings that exist in Zoom's cloud. Shortly after a recording becomes available in Zoom, it should sync automatically.
  • Ensure cloud recording is enabled in your Zoom account settings
  • Try clicking "Sync now" to trigger a manual sync
  • RecordFlow syncs recordings from the last 2 years. Recordings older than this will not be picked up during sync.

I see duplicate files

RecordFlow uses deduplication to prevent duplicate files. If you see what appear to be duplicates, they likely have different Zoom recording IDs (for example, from separate recording sessions of the same meeting).

Sync is slow

Large recordings are transferred in 10 MB chunks. An hour-long meeting may take a few minutes to fully transfer. This is normal and ensures reliable delivery even for large files.

Need more help?

Contact us at support@recordflow.org for any issues not covered here. Please include your Zoom account email and a description of the problem.