Set Up Zoom Recording with Qubi
Qubi records your Zoom meetings by joining as a bot participant. This page covers everything you need to know to get Zoom recording working reliably for your team.
Why Zoom requires authorization
Zoom requires any third-party app that joins meetings to be explicitly authorized by the user. This is done through an On-Behalf-Of (OBF) token, a short-lived, single-use credential that ties the Qubi bot to your Zoom identity.
When Qubi joins a meeting, Zoom needs to know which user authorized it. The OBF token answers that question: it tells Zoom that you gave Qubi permission to join meetings on your behalf. Without it, Zoom will block the bot from entering the call.
This is a Zoom platform requirement, not a Qubi-specific limitation.
What you need before you start
- A Zoom account (Pro, Business, or Enterprise plan)
- "Record to computer files" enabled in your Zoom account settings. Your Zoom admin can enable this for all users under Zoom Settings → Recording
- "Hosts can give meeting participants permission to record on their computer" enabled in Zoom
If "Record to computer files" is turned off in your Zoom admin settings, Qubi will not be able to record your calls. Ask your Zoom administrator to verify this setting is enabled.
Connect your Zoom account
- In Qubi, go to Settings → Recording
- Click Connect Zoom
- Zoom opens an authorization page. Review the permissions and click Allow
- Qubi receives your OBF token and can now join your Zoom meetings
This is a one-time setup. Qubi handles token refresh automatically in the background.
How the Qubi bot behaves in Zoom meetings
Once connected, here's what happens during your Zoom calls:
- Qubi joins the meeting a few moments after the scheduled start time. It appears as a named participant in the call (e.g., "Qubi Notetaker" or your organization's custom bot name)
- Zoom notifies participants that the meeting is being recorded. An audio prompt plays and a recording consent banner is displayed
- If a waiting room is enabled, the host must admit the Qubi bot before recording can begin
- If the host hasn't joined yet, the bot waits in the meeting until the host arrives. Recording starts once the host is present
- When the meeting ends, Qubi processes the recording and delivers the transcript, summary, and coaching insights within minutes
When the host is outside your organization
If someone outside your company hosts the Zoom meeting, the host must approve the recording. Qubi's bot will join and request recording permission, but the host has the final say.
This is a Zoom security policy: only the meeting host can grant recording rights to participants.
Zoom admin settings to verify
If you're a Zoom administrator, make sure the following settings are configured for your organization:
- Go to your Zoom Admin Portal → Settings → Recording
- Verify these settings:
| Setting | Required value |
|---|---|
| Record to computer files | On |
| Hosts can give meeting participants permission to record | On |
| Only users in your account can request to record | Off (unless you've installed the Qubi Zoom app at the org level) |
If your organization has strict Zoom policies, work with your Zoom admin to whitelist the Qubi bot. This ensures it can join and record without being blocked by security rules.
Voice Identification
On the Recording settings page, you can also enable Voice Identification. When enabled, Qubi extracts samples of your voice from your meetings and uses them to improve speaker attribution over time. This is especially useful for:
- Meetings with many participants where speaker identification is harder
- Uploaded recordings where Qubi wasn't present as a participant
- In-person meetings recorded with a shared device
Troubleshooting
Qubi doesn't join my Zoom meeting
- Verify your Zoom account is connected in Settings → Recording
- Check that Auto-invite Bot is enabled in Settings → Preferences, or that you manually activated Qubi for the meeting on your schedule page
- Make sure your Zoom admin has "Record to computer files" enabled
The host is asked to approve recording every time
This happens when the Qubi Zoom app hasn't been installed at the organization level. Ask your Zoom admin to install the Qubi app from the Zoom Marketplace. Once installed, recording is approved automatically for meetings hosted by people in your organization.
Qubi joins but doesn't record
- The host may not have approved the recording request. Check with the host
- The Zoom setting "Record to computer files" may be disabled. Ask your Zoom admin to verify
- If a waiting room is active, the bot may still be waiting to be admitted
Recording quality is poor
- Qubi records the audio stream directly from Zoom, so quality depends on participants' internet connections and microphone setup
- For the best results, encourage participants to use headsets and a stable internet connection