Overview
Pre-release: This integration is in validation. Contact support@rilla.com to confirm availability before connecting. The steps below describe the flow for enabled accounts.
One Rilla for Zoom app supports two independently enabled capabilities:
- Zoom Phone: import completed phone-call recordings and match them to Rilla users.
- Zoom Meetings: import native Zoom cloud-recording audio for approved hosts and matching meeting titles, without a Rilla participant joining the meeting.
Rilla can configure either capability or both for your organization. Rilla requests a common user-profile read permission to verify the connected Zoom account, plus the recording permissions you select during connection. OAuth consent grants access; it does not by itself enable imports. Meetings-only customers do not need Zoom Phone. Rilla does not place calls, start meetings, change recording policies, or delete recordings in Zoom.
Requirements
The connecting user must be a Rilla Admin and an authorized Zoom account admin. Each connection is bound to the authorizing Rilla organization and Zoom account; an active connection cannot be switched to a different Zoom account by reauthorizing.
Phone
- Enable Zoom Phone and call recording for the relevant users and call flows.
- Match Zoom Phone roster emails to active Rilla users. Queue and transferred calls also use answering or initiating extensions when Zoom supplies them.
- Follow your existing recording and consent policies.
Meetings
- Use licensed hosts with Zoom cloud recording enabled. Local computer recordings are not available through this integration.
- Enable mixed audio-only cloud recording. This release imports M4A audio for transcription and coaching, not meeting video, chat, or separate participant tracks.
- Specify approved host emails that each match exactly one active Rilla user.
- Specify a meeting-title phrase, such as
[Rilla]. Only matching titles from approved hosts are imported; matching is case-insensitive. - Retain recordings long enough for delayed processing and retries. The current reconciliation window is the previous seven days.
The meeting host owns the recording. A rep attending another company's hosted meeting does not automatically grant access to its recording. Stop/start recording segments are imported separately; alternative video layouts and participant tracks are not duplicated as conversations.
No-bot behavior: This importer never schedules or joins a meeting. Existing calendar-driven or manually scheduled Rilla bots are separate. Disable those join paths and cancel already-scheduled bots when you want a completely bot-free workflow; connecting this importer does not automatically change them.
Connect Zoom
Open Settings → Account in Rilla and find Zoom. Select Zoom Phone calls, Zoom Meetings cloud recordings, or both. Confirm with Rilla which imports should be enabled. For Meetings, provide Rilla with the approved host emails and title filter. These import settings are managed by Rilla, not saved from this screen.
Select Connect Zoom. Sign in to the intended Zoom account and approve the permissions shown. Rilla does not require customers to create developer apps or share app secrets.
Zoom redirects you to Rilla. The connection is shown after Rilla saves the account-bound grant. Recordings are checked approximately once an hour; Zoom's recording processing may delay availability.
Repeated checks reuse stable recording identities rather than importing the same file again. Enabling an additional capability may send you through Zoom consent again; it retains previously granted access. Imports run only for capabilities Rilla has configured for your organization.
Attribution and filtering
For Phone, Rilla uses the answering extension for inbound calls or initiating extension for outbound calls when supplied. Otherwise it uses the direct recording owner's roster identity. Ambiguous or unmapped calls are skipped rather than assigned to another rep.
For Meetings, Rilla requests recordings only for approved host emails and matches those hosts to active users in the connected organization or configured team. An unmatched or ambiguous approved host is an error to resolve. Imports are classified as online meetings, not dialer calls. Filtering by host/title does not replace your organization's recording-consent policy.
Change or pause imports
Contact Rilla to change enabled imports, approved hosts or title filters, or to pause imports while keeping the connection. These settings are managed by Rilla for this release.
If additional Zoom permissions are needed, select the relevant products on the Zoom card and choose Authorize Zoom permissions. This grants access; it does not save import settings or pause an importer. Disconnect remains available to revoke the connection and stop both imports.
Disconnect
In Rilla, select Disconnect on the Zoom card. Disconnect attempts to revoke the shared Zoom authorization, clears the active Rilla connection and its stored tokens, and stops future scheduling for both import capabilities. If the revocation request fails, Rilla still clears the local connection; remove the app in Zoom as well to ensure the grant is revoked. Existing imported conversations remain in Rilla. A currently running sync may require you to retry disconnect shortly; audio already queued for downstream processing may finish.
A Zoom account admin can also remove Rilla for Zoom from the account's installed Marketplace apps. If removed in Zoom first, disconnect in Rilla to clear the inactive connection.
Support
For missing Phone calls, check recording availability, permissions, matching roster emails and handling extensions. For Meetings, check cloud recording, mixed audio files, approved host ownership, title matching, permissions and the seven-day window. Contact support@rilla.com for setup, removal, data requests or troubleshooting.