Set up AI Meeting Notes for Zoom

Set up meeting notes so your Zoom calls get transcribed, show who said what, and let people know you're transcribing. This works when you use the Notion desktop app and the Zoom desktop app on a Mac. You turn it on once and give Notion a Mac permission so it can tell speakers apart.

• You need the Notion desktop app on a Mac (macOS 13 or later). Zoom speaker names don't work on Windows, in a browser, or on your phone.

• You need access to AI Meeting Notes in Notion.

• You need the Zoom desktop app, open and signed in.

• The first time you set this up, you'll give Notion one macOS permission.

1. In the Notion desktop app, go to Settings → Meeting notes → Preferences.

2. Find Speaker labels in video calls and select Enable for Zoom.

3. In the popup, select Open System Settings.

4. Turn on Notion in your Mac's Accessibility settings.

5. Start meeting notes in your next Zoom call. Names show up on the transcript as people speak.

How permission works

If you say no to the permission, transcription still works, just without names. Notion remembers your choice, and you can turn it on later in your Mac's Accessibility settings.

Notion may ask for this permission early, as soon as your meeting notes are linked to a Zoom calendar event. You don't have to wait until you're in a call.

1. Open or join your call in the Zoom desktop app.

2. In Notion, start meeting notes for that meeting.

3. Notion transcribes the call and adds names to the transcript as people speak.

You're responsible for getting everyone's consent before you transcribe. Turning on speaker names doesn't ask for consent for you.

Ways to let people know:

• Say it out loud at the start of the call.

• Add a note to the meeting invite or agenda.

• See more ways to share a consent message →

• Start meeting notes in a Zoom call and open the transcript tab. You'll see each person's name next to what they say.

• Some lines may stay unnamed on purpose. See "Why some lines aren't labeled" below.

• Notion reads who's in the call and who's speaking from the Zoom app on your Mac.

• Notion doesn't record your screen, read Zoom chat, or capture chat content.

• Zoom speaker detection happens locally on your Mac. Speaker names added to the transcript are saved with your meeting notes.

• When you start, Notion may briefly open Zoom's Participants panel to find the recorder, then put it back the way it was.

Names come from people's Zoom display names. When Notion isn't sure who's talking, it keeps the line unnamed instead of guessing. That can happen when:

• People talk over each other.

• Two people have the same Zoom display name.

• Everyone is in one conference room, so Zoom shows them as a single participant.

• You've pinned someone's tile in a group call.

• You joined a webinar as an attendee.

If your Zoom transcript doesn't show speaker names, try these steps:

• Make sure you're using the Notion desktop app and the Zoom desktop app on a Mac. Zoom speaker names don't work on Windows, in a browser, or on mobile.

• Go to Settings → Meeting notes → Preferences and check that speaker labels for Zoom are turned on.

• Open your Mac's Accessibility settings and make sure Notion is turned on. If you said no earlier, you can turn it on here.

• Remember that some lines stay unnamed on purpose, like during crosstalk, when people share the same display name, when a tile is pinned, or when everyone is in one conference room.