# RecordFlow

> RecordFlow automatically archives your Zoom cloud recordings — video, audio, chat, and transcripts — to Google Drive before Zoom's storage cap or retention policy deletes them. Connect Zoom and Google Drive once and every future cloud recording is copied automatically, organized into folders, with an optional verified auto-delete that frees Zoom storage only after a backup is confirmed.

Built for solo coaches, consultants, therapists, and course creators, plus the Zoom account admins who archive recordings across a whole team. Home: https://recordflow.org/

## Documentation
- [Documentation](https://recordflow.org/documentation/): Start here — how RecordFlow backs up Zoom cloud recordings to Google Drive, and which guide to read next.
- [User guide](https://recordflow.org/documentation/users/): Setup and everyday use for an individual archiving their own Zoom recordings to Google Drive.
- [Admin guide](https://recordflow.org/documentation/admins/): For Zoom account admins archiving every member's recordings account-wide with a single install.
- [User app or admin app?](https://recordflow.org/documentation/which-app/): Comparison of the two RecordFlow Zoom apps: what each archives, what it asks of your team, who owns the files, and how to give members access to a central admin archive.
- [Common problems, fixed](https://recordflow.org/documentation/fix/): Index of one-problem-per-page fix articles for the most common setup and sync issues.
- [My recordings aren't syncing](https://recordflow.org/documentation/fix/recordings-not-syncing/): Usually a cloud-vs-local recording mix-up — check this first.
- [Where are my recordings?](https://recordflow.org/documentation/fix/where-are-my-recordings/): Google Drive, OneDrive, Dropbox, YouTube or S3-compatible storage — pick yours and see exactly where files land.
- [The folder picker won't open (or says “The API developer key is invalid”)](https://recordflow.org/documentation/fix/folder-picker-wont-open/): A privacy browser add-on is blocking Google's picker — you can finish setup without it.
- [Your storage is full, so recordings stopped arriving](https://recordflow.org/documentation/fix/storage-full/): Recordings wait safely in Zoom and sync automatically once you free up space.
- [Google Drive says “We're preparing this video”](https://recordflow.org/documentation/fix/video-not-ready-for-playback/): Your recording is already backed up — Drive just needs a few minutes.
- [Zoom says “You cannot authorize RecordFlow for Admins”](https://recordflow.org/documentation/fix/cant-authorize-admin-app/): Your Zoom account requires admin pre-approval before this app can be installed — here's the setting to change.
- [Support](https://recordflow.org/support/): How to get help and contact the RecordFlow team.

## Client & class-recording workflows
- [Client & class-recording workflows — topic hub](https://recordflow.org/blog/topics/client-recordings/): How coaches, consultants, and course creators record, label, and share Zoom session recordings with clients and cohorts — backed up to Google Drive.
- [Your Client Can't Open the Zoom Link. Here's the Fix.](https://recordflow.org/blog/share-zoom-recording-client-no-account/): When a Zoom share link demands a sign-in your client doesn't have, the fix is a Drive link — the same workflow they use for proposals. Here's how.
- [Recording Health & Wellness Coaching Sessions So Clients Can Rewatch Their Progress](https://recordflow.org/blog/session-recordings-health-wellness-coaches/): PT, fitness, and wellness coaches record sessions clients rewatch between visits. Here's how to keep every session findable, not just recorded.
- [Choosing YouTube Visibility for Your Zoom Class Recordings](https://recordflow.org/blog/youtube-privacy-settings-class-recordings/): RecordFlow uploads Zoom class recordings to YouTube as Private. Here's how to choose Unlisted or Public in YouTube Studio, and when to skip YouTube.
- [Build a Student Replay Library on YouTube from Your Zoom Classes](https://recordflow.org/blog/youtube-class-replay-library-zoom/): Every class auto-uploads to your YouTube channel, private by default. Here's how to turn that into a browsable replay library your students can actually find.
- [Build a Course Library in OneDrive from Your Zoom Class Recordings](https://recordflow.org/blog/course-library-onedrive-zoom/): Zoom has no built-in OneDrive course library. Here's how to save every online class recording into one organized OneDrive archive automatically.
- [Should You Put Client Session Recordings on YouTube? A Straight Answer](https://recordflow.org/blog/client-recordings-on-youtube/): YouTube's fine for a course trailer, risky for a confidential 1:1. Here's what YouTube's own policies say about private uploads, sourced and cited.
- [Save and Organize Your Sales Call Recordings Automatically](https://recordflow.org/blog/save-sales-call-recordings-google-drive/): Sales calls are a business asset scattered across rep Zoom accounts. Here's how to land every deal call in one Google Drive folder, automatically.
- [Organize Your Client Recordings So You Can Find the Right One in Five Seconds](https://recordflow.org/blog/organize-client-coaching-recordings-google-drive/): A folder system for Zoom recordings in Google Drive: name meetings by client, use shortcuts instead of moving files, and find any past session in seconds.
- [Let Your Clients See How Far They've Come](https://recordflow.org/blog/session-recordings-show-client-progress/): A month-one recording is proof of progress clients can't argue with. Replaying early sessions turns invisible growth into an honest renewal conversation.
- [Save Your Online Course & Cohort Recordings to Google Drive](https://recordflow.org/blog/save-online-course-recordings-google-drive/): Automatically back up every live class in your online course or cohort to Google Drive — one organized library your students can find, no manual uploads.
- [Save Your Online Tutoring Session Recordings to Google Drive](https://recordflow.org/blog/save-online-tutoring-recordings-google-drive/): Automatically back up every online tutoring session to Google Drive — per-student folders, no manual uploads, no Zoom account needed to watch a replay.
- [The Replay Is Where the Coaching Sticks](https://recordflow.org/blog/coaching-session-replays-deepen-results/): A breakthrough fades within a day unless it's reinforced. Here's why re-watching the session — not just attending it — is what makes it stick.
- [Watch Yourself Coach: Reviewing Your Own Recordings to Get Better](https://recordflow.org/blog/review-your-own-coaching-recordings/): Reviewing your own coaching sessions — talk ratio, question quality, the silences you rushed past — is the fastest way to sharpen your craft.
- [Group Program Replays Without the Access Headache](https://recordflow.org/blog/share-group-coaching-program-replays/): Group coaching replays don't scale one link at a time. The cohort-folder model: one shared folder, access tied to your paid list, revoked when the program ends.
- [Hand Off a Recording Like a Deliverable, Not a File Dump](https://recordflow.org/blog/deliver-coaching-recordings-professionally/): Turn a bare recording link into a coaching deliverable: tidy folder, consistent naming, transcript Doc, and a short note that makes each handoff feel premium.
- [How to Ask a Client for Permission to Record (Without Making It Weird)](https://recordflow.org/blog/ask-client-permission-to-record-session/): Asking permission to record feels awkward until you reframe it as a gift. Practical scripts for intake forms, onboarding calls, and first sessions.
- [Your Client Recordings Are Your Deliverable. Stop Losing Them.](https://recordflow.org/blog/never-lose-client-coaching-recordings/): Zoom cloud recordings expire and vanish during your busiest weeks. Here's how to make every session backup automatic — so no recording is ever missing.
- [Stop Taking Notes in Your Coaching Sessions. Record Them Instead.](https://recordflow.org/blog/stop-taking-notes-coaching-sessions-record-instead/): Should coaches take notes during sessions? Live note-taking splits attention on both sides. Here's why a Zoom recording does the job better.
- [Recordings as a Premium Coaching Deliverable: The Artifact That Justifies a Higher Rate](https://recordflow.org/blog/session-recordings-premium-coaching-deliverable/): Bundling session recordings and a clean transcript into your coaching offer gives clients something tangible — and supports a higher rate without discounting.
- [Give the Recording to Your Client. Here's What They'll Actually Do With It](https://recordflow.org/blog/give-clients-coaching-session-recordings/): Giving clients their session recording turns a paid call into an asset they'll reuse. What to do with a coaching recording, and how to share one safely.
- [Recording Coaching Sessions for ICF Credentialing](https://recordflow.org/blog/record-coaching-sessions-icf-credentialing/): ICF credentialing can require a recorded coaching session and a verbatim transcript. Here's what ICF asks for and how to keep a qualifying session safe.

## Zoom storage & retention
- [Zoom storage & retention — topic hub](https://recordflow.org/blog/topics/storage/): Manage Zoom cloud recording storage: what fills your quota, how retention differs by plan, and how to clear space without losing recordings you still need.
- [Blocked from Recording Mid-Session? What to Do Right Now](https://recordflow.org/blog/zoom-blocked-from-recording-storage-full/): Zoom cloud storage full and you can't record? Here's the immediate fallback — and the permanent fix so it never interrupts a session again.
- [What Zoom Recording Storage Actually Costs (and What the Alternatives Cost)](https://recordflow.org/blog/zoom-recording-storage-cost-comparison/): Zoom's own add-on table prices storage at $0.10–$1.50/GB/month. S3 Standard is $0.023. Here's the honest per-gigabyte comparison, with the catch.
- [Where Should You Store Your Zoom Recordings? Drive vs Dropbox vs OneDrive vs YouTube](https://recordflow.org/blog/where-to-store-zoom-recordings/): A decision framework for where to store Zoom recordings: Drive, Dropbox, and OneDrive keep every file; YouTube publishes the video.
- [Zoom Storage Full and You're on Microsoft 365? Here's the Fix](https://recordflow.org/blog/zoom-storage-full-microsoft-365/): Zoom storage full and your team lives in Microsoft 365? More Zoom storage won't fix it — auto-archive recordings to OneDrive instead.
- [Zoom Cloud vs OneDrive: Where Your Meeting Recordings Should Live](https://recordflow.org/blog/zoom-cloud-vs-onedrive-recordings/): Zoom Cloud vs OneDrive for meeting recordings: real Microsoft 365 storage costs, retention differences, and sharing — the honest comparison.
- [How Long Should You Keep Your Meeting Recordings?](https://recordflow.org/blog/how-long-to-keep-meeting-recordings/): There's no single retention rule for Zoom recordings. Here's how to set a deliberate window instead of letting storage limits or memory decide for you.
- [Zoom Cloud Storage Limits by Plan (and How to Never Hit Them)](https://recordflow.org/blog/zoom-cloud-storage-limits-by-plan/): Zoom's Enterprise plan cloud storage limit is unlimited — no per-license cap. See every plan's exact allowance and what happens when yours fills.
- [How to Delete a Zoom Recording (Safely, Without Losing It)](https://recordflow.org/blog/how-to-delete-zoom-recording/): How to delete a Zoom cloud or local recording, one at a time or in bulk, plus the 30-day trash window and the one rule that keeps you from losing it.
- [What Happens to Your Zoom Recordings When You Cancel Zoom](https://recordflow.org/blog/cancel-zoom-keep-recordings/): Cancelling Zoom or downgrading? Your cloud recordings vanish in 30 days. Here's exactly what happens — and how to keep every recording after you cancel.
- [What Disappears From Zoom Cloud, and When](https://recordflow.org/blog/zoom-cloud-recording-disappears/): Zoom cloud recordings disappear four ways: storage caps, retention policies, license reassignments, account cancellations. Here's how each one works.
- [How to Safely Auto-Delete Zoom Recordings (After They're Backed Up)](https://recordflow.org/blog/auto-delete-zoom-recordings-after-backup/): Hit Zoom's storage cap? The safe way to free up space: back up to Drive, verify the copy, then auto-delete from Zoom — only after a backup is confirmed.
- [The Free Storage Most Nonprofits Forget About (and How to Use It for Zoom Recordings)](https://recordflow.org/blog/nonprofit-zoom-recordings-google-drive/): Workspace for Nonprofits includes 100 TB of pooled Google Drive storage. Most NGOs still pay Zoom for cloud recording space they don't need. Here's the fix.
- [Google Drive vs Zoom Cloud: Where Your Meeting Recordings Should Live](https://recordflow.org/blog/google-drive-vs-zoom-cloud-storage/): Zoom Cloud vs Google Drive for meeting recordings: real costs, retention rules, sharing, and where your recordings should actually live.

## Recording basics & platform literacy
- [Recording basics & platform literacy — topic hub](https://recordflow.org/blog/topics/recording-basics/): Plain-English guides to Zoom cloud recordings — cloud vs local, where your files live, and which recording to send — for the non-technical reader.
- [Zoom Cloud Recording vs Local Recording: Which Should You Use?](https://recordflow.org/blog/zoom-cloud-vs-local-recording/): Cloud gets a link, mobile recording, and auto-transcript but caps storage; local is free with no cap. Choose in the 10 seconds before you hit Record.
- [Why Isn't My Zoom Cloud Recording Ready Yet?](https://recordflow.org/blog/zoom-cloud-recording-processing-time/): How long Zoom takes to process a cloud recording, why video, audio, and transcript don't all show up at once, and when "processing" means something's wrong.
- [How to Upload Zoom Recordings to YouTube Automatically](https://recordflow.org/blog/upload-zoom-recordings-to-youtube/): Zoom has no built-in YouTube uploader. Here's how to automatically publish every class or webinar recording to your own channel, private by default.
- [How to Download Your Own Zoom Recordings — Manually or Automatically](https://recordflow.org/blog/how-to-download-zoom-recordings/): The manual steps to download your own Zoom cloud recordings and transcripts, where the process breaks down on large files, and the automatic alternative.
- [What's in Your Zoom Recording Folder (and Which File to Send Your Client)](https://recordflow.org/blog/zoom-recording-files-explained-which-to-send/): One Zoom meeting creates several files with cryptic names. Here's a plain-English guide to what each one does — and which to share with your client.
- [If Drive Is So Good, Why Not Just Record in Google Meet?](https://recordflow.org/blog/google-meet-vs-zoom-recording-drive/): Google Meet recording vs Zoom for solo coaches: what each does well, what Meet recording really costs, and why Zoom plus Drive is usually the right call.

## Reliable backup & recovery
- [Reliable backup & recovery — topic hub](https://recordflow.org/blog/topics/backup/): How automated Zoom recording backup to Google Drive works, the failure modes that lose recordings, and the design choices that keep every file safe.
- [How to Automatically Back Up Zoom Recordings to Google Drive](https://recordflow.org/blog/backup-zoom-recordings-google-drive/): Set up a Zoom to Google Drive integration that backs up every cloud recording automatically — no manual uploads, no storage add-ons. Step-by-step guide.
- [Your VA Is Downloading and Re-Uploading Zoom Recordings by Hand — Stop](https://recordflow.org/blog/stop-manual-va-zoom-recording-uploads/): A VA downloading and re-uploading Zoom recordings by hand is slow, and it silently misses whole weeks of recordings. Here's the automatic alternative.
- [RecordFlow Now Archives Zoom Recordings to Dropbox](https://recordflow.org/blog/recordflow-dropbox-launch/): Dropbox joins Google Drive as a general-availability RecordFlow destination — pick it at setup, no waitlist, and back up new recordings plus your backlog.
- [How to Save Zoom Recordings to Dropbox Automatically](https://recordflow.org/blog/save-zoom-recordings-dropbox/): Dropbox's own Zoom connection only catches new recordings, not your backlog. Here's how to save every Zoom cloud recording to Dropbox — old and new.
- [How to Save Zoom Recordings to OneDrive Automatically](https://recordflow.org/blog/save-zoom-recordings-onedrive/): Zoom has no official OneDrive backup feature. Here's how to automatically save every Zoom cloud recording to OneDrive, including your existing backlog.
- [How to Move Your Entire Zoom Recording Backlog to the Cloud You Own](https://recordflow.org/blog/migrate-zoom-recording-backlog/): Most Zoom backup tools only catch new recordings. Here's how to move years of existing Zoom recordings to Drive, no matter how far back your backlog goes.
- [Automatically Save Your Zoom Webinar Recordings to Google Drive](https://recordflow.org/blog/save-zoom-webinar-recordings-google-drive/): Zoom Webinar recordings share your account's meeting storage pool and fill it faster. Here's how to save every replay to Google Drive automatically.

## Recordings & AI
- [Recordings & AI — topic hub](https://recordflow.org/blog/topics/transcripts-ai/): Turn Zoom recordings and transcripts into AI-ready assets — clean Google Doc transcripts and Gemini Notebook/Gemini workflows, straight from Google Drive.
- [Turn Your Zoom Transcript Into a Google Doc Your AI Tools Can Read](https://recordflow.org/blog/notebooklm-gemini-zoom-recordings-drive/): Zoom hands you a raw .vtt caption file. Here's how to turn Zoom transcripts into clean Google Docs that Gemini Notebook, Gemini, and other AI tools can read.
- [Turn Zoom Lecture Recordings Into NotebookLM Study Guides](https://recordflow.org/blog/zoom-lecture-notebooklm-study-guides/): Zoom hands students a raw .vtt file. Here's how to turn a lecture recording into a clean Google Doc transcript and a Gemini Notebook (NotebookLM) study guide.
- [How to Convert a Zoom Transcript to a Word Document](https://recordflow.org/blog/convert-zoom-transcript-to-word/): Zoom hands you a raw .vtt caption file, not a document. Here is how to turn a Zoom transcript into a clean Word file, by hand or automatically with RecordFlow.
- [Turn a Folder of Zoom Recordings Into an AI Knowledge Base](https://recordflow.org/blog/zoom-recordings-ai-knowledge-base/): One Zoom transcript is a document. A folder of them in Google Drive is a knowledge base Gemini Notebook can query across every session at once.
- [Put Your Zoom Recordings to Work in Google Docs, Gemini Notebook, and Vids](https://recordflow.org/blog/use-zoom-recordings-google-workspace/): Zoom recordings do nothing for you sitting in Zoom Cloud. Once they're in Google Drive, Docs, Gemini Notebook, and Vids can all reach them. Here's how.

## Admin / IT
- [Admin / IT — topic hub](https://recordflow.org/blog/topics/admin-it/): How Zoom account admins and IT teams archive every member's cloud recordings across the whole account into one Google Drive they control — one install.
- [Archive Every Zoom Recording Across Your Account](https://recordflow.org/blog/archive-zoom-recordings-team-admin/): How a Zoom account admin can archive every cloud recording across their team into one Google Drive, automatically — a sub-folder per member, one install.
- [Retention and Backup of Zoom Recordings for Law Firms](https://recordflow.org/blog/zoom-recordings-law-firms/): How small and boutique law firms can back up Zoom client-call recordings on their own terms — organized per client, not lost to Zoom's storage cap.
- [Every Instructor's Class, Its Own Shared Folder — Automatically](https://recordflow.org/blog/class-folders-training-academy/): How a training academy gives every instructor's recurring class its own shared Google Drive folder automatically — no re-sharing, no per-instructor setup.
- [FERPA and Zoom Recordings: What Education Admins Need to Know](https://recordflow.org/blog/ferpa-zoom-recordings-education-admins/): What FERPA says about recorded Zoom class sessions, how retention works, and how an admin-managed backup fits your institution's own FERPA review.
- [Zoom Recording Storage & Archiving for Universities and Colleges](https://recordflow.org/blog/zoom-recording-storage-universities-colleges/): How campus IT manages Zoom's shared recording storage pool, keeps lecture archives intact through semester and faculty turnover, and backs up to Google Drive.
- [Setting a Zoom Recording Retention Policy for Your Organization](https://recordflow.org/blog/zoom-recording-retention-policy-organization/): How to set an account-wide Zoom cloud recording retention policy on purpose — instead of letting storage limits or a blind auto-delete clock decide for you.
- [How RecordFlow Handles Your Data](https://recordflow.org/blog/how-recordflow-handles-your-data/): What RecordFlow stores, never stores, and deletes about your Zoom recordings — checked against our code and legal docs, for admins evaluating before install.
- [Archive Recordings Across a Multi-Instructor Training Academy](https://recordflow.org/blog/archive-recordings-training-academy/): How a training academy archives every instructor's Zoom recordings to one Google Drive automatically — a folder per instructor, nothing lost to turnover.
- [Move Your Team From Individual RecordFlow Installs to the Admin App](https://recordflow.org/blog/consolidate-team-zoom-recordings-admin-account/): Your team started with individual RecordFlow installs, one member and one Drive at a time. Here's how to move everyone onto the admin-managed app.
- [Back Up Your Team's Zoom Recordings to a Google Shared Drive](https://recordflow.org/blog/backup-zoom-recordings-google-shared-drive/): How to back up your team's Zoom cloud recordings automatically to a Google Shared Drive the org owns, not scattered across personal Drive accounts.
- [Zoom Storage Management for Admins: Stop the Account-Wide Storage Crisis](https://recordflow.org/blog/zoom-storage-management-for-admins/): How a Zoom account admin finds out who's filling the storage pool, what Zoom's cleanup tools can and can't do, and the fix that keeps the pool small for good.

## Optional
- [Blog](https://recordflow.org/blog/): The full blog index — every guide on Zoom recording, backup, storage, transcripts, and AI workflows.
- [RSS feed](https://recordflow.org/feed.xml): Machine-readable feed of new blog posts.
- [Sitemap](https://recordflow.org/sitemap.xml): Full list of indexable URLs.