RecordFlow for admins

Only archiving your own recordings? Read the user guide →

Last updated: June 12, 2026

RecordFlow's admin app archives the Zoom cloud recordings of every member you enable on your Zoom account into one Google Drive folder you control — one sub-folder per member, backfilled up to 2 years, kept current automatically.

Is the admin app right for you?

Use the admin app when you administer a Zoom account and want the recordings of several people — a coaching practice, a team of consultants, a department, a campus — archived centrally. If you only need your own recordings, the user app is the simpler install.

Prerequisites:

• You must be an administrator on the Zoom account (admin or owner role).
• Each member you plan to enable needs cloud recording on their Zoom plan (see Admin notes on shared features).
• You must have authority to authorize archival of those members' recordings under any applicable laws, contracts, or internal policies (see our Terms of Service §2).

Install the admin app

Steps:

1. Go to recordflow.org/sign-in and click "Sign in as a Zoom admin".
2. Review the requested permissions and click "Allow". These are admin-scope — RecordFlow will read cloud recordings owned by other users on your Zoom account, not just yours.
3. Land on the RecordFlow dashboard. Next steps: connect Google Drive (or share it from a co-admin who already did), then enable the members you want to archive.

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

Onboarding your team

Enabling members

After the admin app is authorized, your dashboard lists every active Zoom user on the account. Each row has a sync toggle that's off by default. Nothing is archived until you flip a toggle on. Toggle a member on to start archiving their cloud recordings; toggle them off to stop. You can change the set of enabled members at any time.

The list refreshes automatically. RecordFlow pulls a fresh copy of your Zoom account's user directory every 24 hours, so you don't need to log in to keep it current. New hires appear within a day; members who leave the Zoom account are auto-removed on the same cycle and stop syncing automatically. You can also force an immediate refresh by reloading the dashboard. Above the list you'll see a "Last refreshed N hours ago" indicator showing exactly when the directory was last reconciled with Zoom.

Historical recordings. When you enable a member, RecordFlow archives every cloud recording from the last 2 years that hasn't already been archived — not only new ones. So you can install the admin app today and your team's existing recording backlog (within the 2-year window) gets backfilled in the background. Recordings older than 2 years are not picked up.

Drive folder. Everyone who admins your Zoom account shares one Google Drive folder — see One folder, every admin. Inside it, RecordFlow creates one sub-folder per enabled member (see Folder structure for teams).

One folder, every admin

One Zoom account, one shared Drive folder — every admin on the account works against the same archive. No duplicate copies, no hunting across folders.

Whichever admin connects Drive first picks the folder; the others see it's already connected and share it. Any admin can switch the folder later from their dashboard — we'll ask them to confirm before changing it for the whole team.

Recordings already archived stay in the previous folder. RecordFlow doesn't move or copy them. From the switch onward, new recordings land in the new folder.

Until someone connects Drive, every admin sees the same "Connect Google Drive" prompt on the dashboard. Whoever clicks first picks the folder.

What members see (and don't)

Today, RecordFlow doesn't notify a member when you enable them. The app doesn't show up in their personal Zoom Apps page either — account-managed installs aren't listed there. Unless you tell them, members have no in-product signal that their recordings are being archived. So please tell them.

You are responsible for telling your team. Tell your team you're archiving their meetings — before you turn their toggle on, if you can. The law probably requires it where you live, and you'll get more value out of RecordFlow when your team's on board. Email them links to our Privacy Policy and Terms; those cover the formal side.

Can a member be archived by two admins at once? Yes — for instance a consultant who hosts meetings on two separate Zoom accounts can be enabled by both account admins, and their recordings will be copied to each admin's Drive folder independently. The two installs don't know about each other; each is scoped to the Zoom account it was installed on.

Member leaves the team or loses a license

• If a member is removed from your Zoom account (offboarded, license revoked), Zoom drops them from the account's user list. On the next dashboard refresh, RecordFlow notices they're gone and stops syncing them. We stop tracking them.
• Recordings already in Drive are not deleted. Anything we archived while the member was enabled stays in your Drive folder under their name. Those files are yours to keep, move, or delete as you see fit.
• If a member is still on the account but you no longer want them archived, flip their sync toggle off. Sync stops; archived recordings remain in Drive.

Multi-admin accounts

If two or more administrators on the same Zoom account install RecordFlow's admin app, RecordFlow treats them as one shared install. Here's what that means:

• Member toggles are shared. If admin A enables a member, admin B sees the same toggle as on and the same sync history. There isn't a separate "admin A's selections" vs "admin B's selections".
• Drive folder (shared). See One folder, every admin.
• Who actually runs the sync. RecordFlow uses whichever admin's Zoom connection is healthy at sync time and rotates between them as needed — you don't have to pick one. The Drive folder is shared, so recordings land in the same place no matter which admin's connection ran the sync.
• Activation email. The "team sync is live" email goes out once, the first time we successfully archive a recording for any of your enabled members. Every admin who has notifications on receives it.
• One admin uninstalls. If one admin uninstalls RecordFlow for themselves (via their personal Zoom Apps page), only their record and connection are removed; the account-level install continues for the other admin(s). Only when the last admin uninstalls — or the app is deauthorized at the account level — does RecordFlow delete the entire account record (members, sync history, all admin connections). The account-level uninstall sends a one-shot confirmation email to every admin.

Admin notes on shared features

Drive connection, sync behavior, file types, and settings work the same as in the user guide — read it for the underlying mechanics. The team-level differences:

• Cloud recording is per member. For every member you enable, that member's own Zoom account needs cloud recording on. If a member doesn't have it enabled — or is on a free Zoom plan — no recordings exist for RecordFlow to pick up. Zoom account admins can usually enforce cloud recording for the whole account from the Zoom Admin → Account Management → Recording page.
• Folder structure for teams. Each member's recordings land under a sub-folder named for that member: <admin-root> → Member Name → Year → Date – Meeting Topic. For example: Acme team recordings → Jane Smith → 2026 → 2026-03-21 – Discovery call. RecordFlow uses the member's Zoom display name; if a member changes their name in Zoom, future syncs land under the new name and older sub-folders stay put.
• Transcript-only sync and auto-delete are account-wide. Whichever admin flips either setting changes it for every member archived under your install from that point on.
• Email notifications are per-admin. Each admin opts in or out independently. RecordFlow does not send sync notifications to members — only to admins — so members aren't pinged every time their own meeting finishes archiving.
• First days are backfill days. RecordFlow rotates through enabled members so the backlog drains fairly. If you've just enabled a large team, expect the first day or two to back-fill before automatic sync settles into its steady state.

A member's recordings aren't syncing

If you installed the admin app and one member isn't syncing:

• Check the member's row on your dashboard — is their sync toggle on?
• Confirm cloud recording is enabled on that member's Zoom account, and that they're not on a free Zoom plan (see My recordings aren't syncing for the full checklist).
• If the member was very recently added to your Zoom account, give the dashboard a few minutes to refresh the member list, then re-check.
• If the member is no longer on your Zoom account, RecordFlow stops syncing them automatically — already-archived recordings stay in Drive.

Removing the org-wide install

The admin app can be removed in two ways, with different scope:

• One admin disconnects themselves. An individual admin can remove RecordFlow from their personal Zoom Apps page (Zoom Settings → Apps). This removes that admin's connection only. If another admin on the same Zoom account still has RecordFlow connected, the account-level install continues and that admin takes over as the sync runner.
• Account-level deauthorization. Removing the admin app from the Zoom Marketplace's Manage page, or any other account-level deauthorization triggered through Zoom, tears down the whole install: syncing stops for every member, every admin connection is revoked, member directory data and stored tokens are deleted, and each admin gets a confirmation email; recordings already in the connected Drive folder remain there.

To turn off archival for a single member without uninstalling, flip their sync toggle off on the dashboard.

Need more help?

Start with the common problems, fixed list. For anything else, contact us at support@recordflow.org — tell us the Zoom account name (or ID) and roughly how many members you're archiving so we can find the right install.