The following guide outlines the configuration required in the Zoom admin interface (you need to be a Zoom administrator to make these changes). if you are a large organization and find it useful to have group-specific settings, you can easily do so. See the following documentation for how to set up groups within Zoom: Managing User Groups
Ensure the Zoom admin also has a Rafiki admin license. The integration requires that the person doing the setup has the proper credentials for both Zoom and Rafiki.
Required Zoom settings
The following settings can be updated on the account level, or for specific groups in Zoom that include all Rafiki users you want to set up a native recording for.
Make sure you have a Pro or Business or Enterprise Zoom account.
To get speaker tagging, make sure you have a Business or Enterprise Zoom account
Make sure that Cloud recording and Automatic recording settings are unlocked on the account level that contains users recorded by Rafiki.
Make sure that Advanced cloud recording settings are unlocked on the account level that contains users recorded by Rafiki (available with Business or Enterprise Zoom accounts).
Make sure that Add a timestamp to the recording is unlocked on the account level that contains users recorded by Rafiki (available with Business or Enterprise Zoom accounts).
Make sure that Audio transcripts are unlocked on the account level that contains users recorded by Rafiki (available with Business or Enterprise Zoom accounts).
Note:
If you have a Zoom Business or Enterprise account (This setting must be enabled individually in every user account):
In Zoom, go to your account settings, turn on Cloud recording, go to the Advanced cloud recording settings, and confirm if the Add a timestamp to the recording and Audio transcript settings are selected.
If you can't see it, contact Zoom and ask them to enable it for your organization. It seems that in some rare cases, Zoom doesn't enable this feature as part of the business or enterprise packages.
During native recording, Rafiki leverages the audio transcript's speaker timeline information.
Additional Zoom settings
The following settings are useful when enabling native recording.
Display participants names
In Zoom, in the Account Settings > Recording tab, turn on cloud recording for your organization/group, so you can enable the following: select Display participants’ names in the recording.
Automatic deletion of recordings
As Rafiki imports, transcribes, analyzes, and saves your web conference recordings, you don't need to use limited storage space in Zoom for cloud recordings. We recommend you set Zoom up to automatically delete the recordings and save your storage allocation. We recommend 7 days. You can activate this setting here: https://zoom.us/account/setting?tab=recording
In Zoom, in the Account Settings > Recording tab, turn the Auto delete cloud recordings after days toggle to ON, and enter a time range of 7 days
Turn the Allow recovery of deleted cloud recordings from Trash toggle to ON.
Recording consent
If your company policy requires participant consent for the meeting to be recorded, you can use Zoom's set of customizable options.
Sign into the Zoom web portal and navigate to Account Settings.
Click the Recording tab.
Scroll down to the Multiple audio notifications of recorded meeting option and toggle the option to on (blue). If a verification dialog displays, choose Turn On to verify the change.
(Optional) If you want to make this setting mandatory for all users in your account, click the lock icon, and then click Lock to confirm the setting.
Optional customization of Recording Consent Message:
Select Ask the participant to consent when a meeting starts.
To customize the notifications, click Customize, and edit the title, message, and add a link to your privacy policy.
Zoom always plays at least one audio notification, separately, for each participant when they join. Participants who join the meeting audio on the telephone also hear the notification message. Turn on Multiple audio notifications of the recorded meeting to play more than one audio notification, i.e. each time the host stops and restarts recording. This is needed for your call to be compliant and requires that "Cloud Recording" is also flipped on. To make sure this setting is activated for everyone in your organization, click the lock icon after toggling ON:
For more information on how to do this in your Zoom settings, please click here and scroll down to "Instructions."In Summary, ensure "Cloud Recording" is flipped ON for your entire organization. This will ensure your calls are recorded properly and go hand in hand with the second step, turning "Allow multiple audio notifications" on, to ensure your calls are recorded compliantly. To save this setting for all users, click the lock icon after you toggle ON:
Note: Automatic Recordings can be switched off, but NOT locked off. Locking this feature disables recording.
Also Activate Custom Live Streaming here: https://zoom.us/account/setting#advanced_meeting_options
This completes the Zoom setup!
Email notifications
In Rafiki, go to Settings > General > Notifications > My Summary area to turn on notifications for Meeting processing completed.