How to Transcribe Zoom Meetings Automatically

You just wrapped up a 45-minute Zoom call. Someone mentioned a deadline, someone else volunteered for a task, and there was a key decision buried somewhere in the middle. But you were focused on the conversation, not taking notes. Now you're left trying to reconstruct what happened from memory.

This is why meeting transcription matters. A reliable transcript means you can stay present during calls and still have a searchable, shareable record of everything that was said. There are three main approaches, each with real trade-offs.

Method 1: Zoom's Built-In Transcription

Zoom offers its own transcription feature, but there are some significant catches. First, it's only available on paid plans (Pro, Business, or Enterprise). If you're on Zoom's free tier, this option doesn't exist for you.

To enable it, go to your Zoom web portal, navigate to Settings > Recording, and toggle on Audio Transcript. Once enabled, Zoom will generate a transcript after your cloud recording processes.

The downsides are notable:

• Accuracy is inconsistent, especially with accents, cross-talk, or poor audio quality.
• Transcripts are only generated for cloud recordings, not local ones.
• Speaker identification is basic and often inaccurate.
• There's no AI summary or action item extraction. You get raw text and that's it.
• It only works for Zoom. If you also use Google Meet or Microsoft Teams, you need separate solutions.

Method 2: Bot-Based Tools (Otter.ai, Fireflies, etc.)

Services like Otter.ai, Fireflies.ai, and similar tools send a bot that joins your Zoom meeting as a participant. The bot records the audio and generates a transcript, usually with better accuracy than Zoom's native option.

These tools generally offer better transcription accuracy, speaker labeling, and AI-powered summaries. However, the bot approach creates its own problems:

• It's visible and sometimes awkward. Everyone in the meeting can see the bot. Participants who aren't expecting it often ask "Who is that?"
• Some organizations block bots. IT departments and meeting hosts can prevent bots from joining.
• External meetings get weird. Sending a recording bot into a client call without warning can damage trust.
• Bot reliability varies. Sometimes the bot fails to join, joins late, or drops out mid-meeting.

Method 3: Wave — Multiple Ways to Record, Bot Optional

Wave gives you several ways to transcribe Zoom meetings, depending on your preference:

• Meeting bot: Wave can send a bot to join your Zoom call automatically, just like Otter or Fireflies — but it's optional, not the only method.
• Desktop app: Wave's Mac and Windows app captures system audio directly from your computer. No bot joins the meeting, and it works with Zoom, Meet, Teams, or any other platform.
• Mobile app: Open Wave on your phone, tap record, and it captures the Zoom call audio in the background while you focus on the conversation.

After recording (by any method), Wave generates a full transcript with speaker labels and an AI summary within minutes. Here's the simplest setup:

1. Download Wave on iPhone, Android, Mac, or Windows.
2. Choose your recording method — bot, desktop capture, or mobile recording.
3. Join your Zoom meeting normally. Wave records in the background.
4. Review your transcript and AI summary when the meeting ends.

How the Three Methods Compare

• Accuracy: Zoom's built-in transcription is the weakest. Bot-based tools are better. Wave's transcription engine consistently delivers high accuracy, even with multiple speakers.
• Speaker labels: Zoom's speaker attribution is unreliable. Bot tools handle this reasonably well. Wave identifies and labels speakers throughout the transcript.
• AI summaries: Zoom doesn't offer them. Bot tools and Wave both generate AI summaries with action items and key decisions.
• Privacy: Zoom's recording notification alerts all participants. Bots are visible in the participant list. Wave gives you the choice — use the bot when transparency is expected, or use the desktop/mobile recorder when discretion matters.
• Cross-platform support: Zoom's tool only works with Zoom. Most bot tools support Zoom, Google Meet, and Teams. Wave works with any meeting platform and also handles phone calls via its VoIP dialer and in-person meetings via the mobile app.

Which Method Should You Use?

If you're on a paid Zoom plan and just need an occasional rough transcript, Zoom's built-in feature might be enough. If your organization has standardized on a bot-based tool, those work fine for internal team meetings.

If you want reliable transcription that works across all your meetings — with the flexibility to use a bot, desktop capture, or mobile recording depending on the situation — Wave is the most practical option. It's available on iPhone, Android, Mac, Windows, and web, and gives you transcripts with speaker labels and AI summaries regardless of which recording method you choose.