Client meetings in Zoom, on the client's file.
Client meetings you host in Zoom and record to the cloud land on the right client's file in Clerra, with the transcript, optional meeting notes, and to-dos handed to the right person. This page covers adding, using and removing the app.
For staff of accounting firms that use Clerra. A Clerra account is required.
The meeting, filed for you.
On the right client's file
A Zoom meeting you host with a client is saved to that client in Clerra by itself, matched by the client's email address.
The transcript
Zoom's transcript of the meeting, as who said what, kept with the client's other records.
Optional meeting notes
If your firm switches on AI meeting notes: a short summary, what was decided, the action items, what the client said they'd send and any dates mentioned.
To-dos to the right person
An action item for someone at your firm who was in the meeting goes onto their My day in Clerra, if they can see that client.
What you need.
Clerra for Zoom is for the staff of a firm. The firm's clients don't use it.
- A Clerra account at an accounting firm that uses Clerra. Your firm's Clerra admin invites you.
- Zoom turned on for your firm in Clerra (step 1 below). If you don't see Zoom in Settings → Integrations, it isn't available for your firm yet: write to us (see Support).
- A paid Zoom plan with cloud recording (Pro or higher). Zoom makes audio transcripts only from cloud recordings.
- Cloud recording with an audio transcript turned on in Zoom, by you or by your Zoom admin for everyone:
- In the Zoom web portal, open Settings → Recording.
- Turn on Cloud recording, and under Advanced cloud recording settings tick Create audio transcript.
- Record client meetings to the cloud (Record → Record to the cloud).
- You host the meeting. Clerra reads only meetings hosted by the person who connected their Zoom.
- Recommended: your Google or Microsoft 365 calendar connected to Clerra, so you can invite the client from it (see Using it).
Turn it on, then connect your own Zoom.
Your firm turns Zoom on (once)
A firm admin, or anyone with the Integrations permission, opens Settings → Integrations → Zoom and presses Turn on. The same card has the AI meeting notes switch, and lists who at the firm has connected their Zoom.
Each person connects their own Zoom
In Clerra, open My profile → Connected accounts → Zoom and press Connect Zoom. Zoom has its own sign-in, separate from your Google or Microsoft 365 connection.
Approve in Zoom
Sign in to Zoom with the account you host client meetings from, review what Clerra asks to read, and press Allow. You're brought back to your profile, where the Zoom card says Connected.
Hold the meeting as usual. Clerra does the filing.
1. Invite the client from your calendar
Schedule the meeting in the calendar you've connected to Clerra (Google or Outlook), with the Zoom link on the event, and invite the client's email address. Zoom often doesn't share outside guests' email addresses, so your invitation is usually how Clerra tells which client the meeting was with.
2. Host it and record to the cloud
In the meeting, press Record → Record to the cloud. Recording to your computer doesn't work: Zoom makes no transcript of a local recording.
3. Zoom processes the transcript
After the meeting ends, Zoom finishes the transcript and tells Clerra. That can take a while after the meeting, and sometimes longer than the meeting itself. You don't need to do anything.
4. It lands on the client's file
The meeting appears on the client's Communications tab, and you get a notification in Clerra. Only you are told, never the client.
On the meeting's page
Open it from the client's Communications tab or from your notification.
- Summary, Decided, Action items
- Only with AI meeting notes on. Add to my to-dos puts an action item on your My day; items already handed to a colleague are on theirs.
- Documents to ask for, Dates mentioned
- Only with AI meeting notes on. What the client said they'd send, ready to go as one document request: untick any that are wrong and press Send request. Any dates or deadlines that came up are listed too.
- Who was there
- Everyone on your invitation and everyone who joined in Zoom. The client's people are marked Client.
- Open the recording in Zoom
- A link to Zoom's own page for the recording. Opening it needs your own access to the recording in Zoom. Clerra never keeps its passcode.
- Transcript
- The full transcript, as who said what.
Action items on My day
With meeting notes on, an action item for someone at your firm who was in the meeting goes onto their My day, and they're told. It goes only to someone who can see that client in Clerra. An item Clerra can't place stays on the meeting's page for you to hand out or add to your own to-dos.
What isn't saved
- Meetings someone else hosted.
- Meetings recorded only to your computer (local recordings have no Zoom transcript).
- Webinars.
- Meetings with no client in them (see team meetings below).
- Anything from before you connected your Zoom.
Team meetings: if a Company Admin switches on Save team meetings, a meeting with no client in which every invitee is on your firm's staff is saved too, on no client's file, and only the people in it and Company Admins can open it.
If something isn't right.
- "Zoom isn't turned on for your firm."
- Someone who manages integrations at your firm turns it on in Settings → Integrations → Zoom.
- "That Zoom account's meetings already go to someone else in Clerra."
- One Zoom account connects to one person in Clerra. Sign in to Zoom with your own account, or ask your colleague to disconnect it first.
- "Zoom didn't allow everything Clerra needs."
- Press Reconnect on the Zoom card on your profile and allow everything Zoom asks about.
- "Zoom ended Clerra's access."
- Clerra was removed from your Zoom, or Zoom stopped accepting the connection. Press Reconnect on the Zoom card on your profile. Nothing already saved is lost.
- A client meeting didn't arrive.
- Check that you hosted it, recorded it to the cloud with an audio transcript turned on, and that the client's email (or one of their contacts') is on their record in Clerra and on your invitation or Zoom's list of who joined.
What Clerra reads and stores.
user:read:user- Who you are in Zoom: your Zoom user ID, account ID and email address. This tells Clerra which meetings are yours, and that your Zoom address is a staff member's, not a client's.
cloud_recording:read:list_recording_files- The list of recording files for a meeting you hosted, to find its audio transcript and download it. Clerra downloads only the transcript, never the audio or video.
meeting:read:list_past_participants- Who joined a meeting you hosted (names, and email addresses where Zoom shares them), to match the meeting to a client.
For your connection
Your Zoom user ID, account ID and email address, the permissions you granted, and Zoom's access and refresh tokens, which are stored encrypted. These are deleted when you disconnect or remove the app.
For a client meeting
The transcript, the meeting's topic and times, attendees' names and email addresses, the meeting link and a link to Zoom's recording page, and the meeting notes if your firm has them on. Kept on the client's file like the rest of that client's records.
- Transcripts and notes are stored in Clerra in Canada.
- Recordings stay in Zoom's cloud, where your Zoom account keeps them. Clerra copies only the transcript.
- Only if your firm switches on AI meeting notes: the transcript is read by Anthropic's AI, in the United States, to write the notes. With it off, no transcript is sent anywhere to be summarized.
- Each person controls their own connection: nobody's meetings are read until they connect their own Zoom, and they can disconnect at any time. A firm admin can also turn Zoom off for the whole firm, which ends everyone's connection.
Disconnect in Clerra, or remove it in Zoom.
In Clerra
My profile → Connected accounts → Zoom → Disconnect Zoom…, then confirm. Clerra ends its access at Zoom, which removes Clerra from your Zoom's added apps, and deletes your connection, tokens included.
In Zoom
Sign in to the Zoom App Marketplace, then Manage → Added Apps → Clerra → Remove. Zoom tells Clerra right away, and Clerra deletes your connection and its tokens at once and lets you know in Clerra.
For the whole firm
Settings → Integrations → Zoom → Turn off. Everyone's Zoom connection ends, the same way as Disconnect Zoom.
What happens when you remove it
- Your Zoom tokens and connection details are deleted from Clerra right away.
- Your new Zoom meetings stop arriving in Clerra.
- Nothing in your Zoom is changed or deleted: your meetings, recordings and transcripts stay where they are.
- Meetings already saved stay on the client's file. They're part of your firm's client records, kept and deleted like the rest of that client's record (see Retention in our Privacy Policy).
- To start again, press Connect Zoom on your profile, or add Clerra from the Zoom App Marketplace again.
Need help with Clerra for Zoom?
Write to support@clerra.ca and we'll get back to you, usually within one business day. You can also see our support page.