Every 15 minutes

Get the link when a Zoom recording is ready

As soon as a cloud recording finishes processing, you get the meeting topic and the share link.

Runs: Every 15 minutes
Apps: Zoom
AI: Not needed
Access: recording:read:admin, user:read:admin

Send this to your assistant

Create a ClickRuntime automation: when any Zoom cloud recording in our account is ready, email me the meeting topic, date and share link.

Paste it into your assistant. It tells you what it will send or change before it runs live.

Add to ChatGPT Add to Claude

First time? Adding ClickRuntime to your assistant takes about two minutes.

Why use it

Why teams use this automation

A project manager records a weekly status call and the team keeps asking for the link. Zoom emails the host when a recording is ready, but only the host, and that email is easy to lose among others. Colleagues who missed the call ask in chat, and the host digs for the link. Recordings sit unshared for days, and a client who missed a call asks for the replay long after the moment has passed.

Every 15 minutes, users are listed and each user's recent cloud recordings are checked. Any recording not seen before is sent to you by email with the topic, date and a link, and its ID is remembered so it is announced once. You get the link as soon as the recording is available.

Useful for admins who manage recordings for several hosts.

What you get out of it

Replays are shared promptly
The link goes out soon after the recording is processed. People who missed the call watch it the same day, while the discussion is still relevant to their own work.
Admins see every host's recordings
Listing each user's recordings means an admin does not need each host to forward their email. Nothing is missed, and a host who forgot to share does not leave their team waiting.
Clients get timely access
A client who missed the review call can be sent the replay within the hour. Responsiveness builds trust, and the client sees a team that does not leave people behind.
Each recording is announced once
Remembered IDs prevent duplicate emails. The inbox stays clean when many recordings are made on the same day, and each message means a new recording is ready. Alerts stay meaningful.
Forgotten recordings are avoided
Recordings that would have sat unseen in the Zoom portal reach someone who can act. Training and onboarding material is not wasted, and valuable calls are available when needed later.
Fewer requests for the replay
Colleagues stop asking in chat whether the call was recorded and where to find it. The link arrives before the question does. The link arrives before anyone asks for it.

How it works

What happens, step by step

Every 15 minutes ClickRuntime checks the recent cloud recordings for every user on your Zoom account.
It skips any recording it has already told you about.
When new recordings are ready, you get one email listing each meeting's topic, date and share link.

Before it runs live

Connect Zoom

What you get

RunsEvery 15 minutes

Get the link when a Zoom recording is readytoday, 9:00Succeeded

Email · New Zoom recordingsNorthwind quarterly review (2026-10-18) https://zoom.us/rec/share/abc123

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.

Your own rules
Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.
Any number of apps
One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.
AI where it helps
Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.
On a schedule or on each event
Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

Changes you can ask for

Act only on the items that match your own rules, and skip the rest
Add an AI step, for example to summarize, sort or draft a reply
Add another app, for example also send it to Slack
Combine it with other Zoom steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.

new_cloud_recording_notification_with_link.pyexample

from datetime import date, timedelta
from clickruntime import on_trigger, credentials, http, state, notify, report_fetched

API = "https://api.zoom.us/v2"

@on_trigger
def run(event):
    h = {"Authorization": f"Bearer {credentials.connection('zoom', 'work')}"}
    seen = set(state.get("seen") or [])
    since = (date.today() - timedelta(days=2)).isoformat()
    users = http.get(f"{API}/users", params={"page_size": 300}, headers=h).json()["users"]
    new = []
    for u in users:
        recs = http.get(f"{API}/users/{u['id']}/recordings", params={"from": since}, headers=h).json()
        new += [m for m in recs.get("meetings", []) if m["uuid"] not in seen]
    report_fetched(len(new))
    if not new:
        return {"summary": "Nothing new"}
    lines = [f"{m['topic']} ({m['start_time'][:10]})\n{m['share_url']}" for m in new]
    notify.email_me(f"{len(new)} new Zoom recording(s)", "\n\n".join(lines))
    state.set("seen", list(seen | {m["uuid"] for m in new})[-500:])
    return {"new": len(new)}

FAQ

Common questions

Does the link need a passcode?

Cloud recordings have the sharing settings you configured in Zoom, which can include a passcode. The link in the email follows those settings, so recipients may need the passcode to watch. Sharing settings in Zoom decide whether a passcode is needed.

Does it need an admin account?

Listing every user's recordings requires an account with permission to view users and their recordings, usually an admin or owner. A single host can limit it to their own recordings. Listing every user needs admin-level access.

How soon will I be notified?

The check runs every 15 minutes, and Zoom needs time to process a recording after the call. Expect a notice shortly after the recording becomes available in the Zoom portal. Zoom needs time to process before a recording appears.

What permissions does it need?

recording:read:admin, user:read:admin. Nothing else in your accounts is used.

Does it need AI?

No. It runs without AI, so it doesn't use your plan's AI allowance.

How many runs does it use?

One run each time it checks. Checks that find nothing new and stop right away aren't counted.

Can I change how it works?

Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

On a scheduleAI