Zoom integration guide
This guide explains how to install Heartcaster's Zoom Marketplace app, what it does with your Zoom data, and how to disconnect it. Everything Zoom-specific lives here.
What the integration does
Once you authorize Heartcaster on your Zoom account, every meeting you record to the Zoom Cloud — and for which Zoom generates an audio transcript — is automatically imported into the heartcast you connected. You don't have to download anything, drag any files, or copy any URLs.
The flow is:
- You hold a meeting on Zoom and record it to the cloud.
- When Zoom finishes processing the recording, it notifies Heartcaster.
- Heartcaster downloads the audio and transcript from your Zoom account.
- An AI model drafts a suggested title and description from the transcript.
- An email with a review link is sent to your designated notification recipients.
- A reviewer opens the link, polishes the metadata, and clicks publish — the episode is uploaded to your Buzzsprout account.
Adding the app
1. Sign in to Heartcaster
Visit heartcaster.com and sign in with a passkey. Your first sign-in creates an empty heartcast workspace owned by you.
2. Open Settings
Click Settings in the top navigation. Enter a name for your heartcast, your notification email recipients, and your Buzzsprout API credentials (these are needed to publish episodes later).
3. Click "Connect Zoom"
In the Zoom section of Settings, click Connect Zoom. You'll be redirected to Zoom to authorize Heartcaster. After granting access, you'll be returned to Settings with a confirmation that your Zoom account is linked.
4. Enable cloud transcription on Zoom (if needed)
For Heartcaster to receive transcripts, your Zoom account must have "Create audio transcript" enabled (Zoom settings → Recording). Without it, only audio arrives and the recording cannot be processed.
5. Subscribe
Once Buzzsprout and Zoom are both connected, the Subscribe — $5/month button appears in the Billing card. Click it to begin a subscription via Stripe Checkout. Subscription activates within a few seconds.
Permissions the app requests
The Zoom OAuth scopes Heartcaster requests, and what we use each for:
| Scope | Why we need it |
|---|---|
| cloud_recording:read:list_user_recordings | To receive notifications and metadata about cloud recordings on your account. |
| user:read:user | To read your account identifier at install time so we can route Zoom webhook events back to your specific heartcast. |
We do not request, store, or have access to: your contacts, meeting participants' personal information, your calendar, chat content, or any meetings you have not recorded.
Using the app
After installation, no further action is required for normal use. Record meetings on Zoom as you usually would. When a recording completes processing, you and any reviewers listed under Notification Emails receive a single email with a link to review and publish the episode.
You can monitor the status of recent recordings on the Episodes page. Each row shows the recording's processing state — "Waiting for Zoom transcript", "Processing with VTT file", "Completed", or an error status — and clicking it opens the review page.
Removing the app
From within Heartcaster
Open Settings, scroll to the Zoom section, and click Disconnect Zoom. Future cloud recordings will no longer be imported. Your existing episode records and audio files in Heartcaster are retained until you delete them or your account.
From within Zoom
Visit marketplace.zoom.us/user/installed, find "Heartcaster", and click Uninstall. Zoom will revoke the OAuth tokens and stop sending webhook events to Heartcaster.
Data handling
For full detail see our Privacy Policy. In short:
- OAuth tokens are stored encrypted and used only to download recording files when Zoom notifies us they're ready.
- Audio and transcript files are downloaded from Zoom and stored in our object storage for the lifetime of the corresponding Heartcaster episode record.
- We never access meetings that weren't recorded to the cloud, and we never read meeting metadata we don't need to route webhooks.
- On disconnection or account deletion, related Zoom data is removed within 30 days.
Troubleshooting
I recorded a meeting but nothing appeared
Wait. Zoom can take anywhere from 5 minutes to an hour to finish processing the recording and emit the transcript event. If nothing arrives after an hour, check that "Create audio transcript" is enabled in your Zoom account settings.
Heartcaster says "Waiting for Zoom transcript" forever
This means audio was received but the transcript event hasn't fired. The most common cause is that audio transcription is disabled at the Zoom account level. Enable it in Zoom and the next recording will work.
An old recording isn't importing
Heartcaster only imports recordings created after the OAuth connection. Older recordings need to be uploaded manually via the Upload button on the Episodes page (audio + matching VTT file).
Contact
Email support@heartcaster.com for help.