The job
Plenty of advisors already pay for Zoom, and Zoom can already summarize a meeting. The job is getting that summary, and the next steps in it, onto the right Redtail contact after every client meeting, without adding a second notetaker to the call and without someone pasting it in by hand.
Is there a native integration?
| Zoom | Redtail | |
|---|---|---|
| Native link to the other | None for Redtail. Zoom’s own automatic summary sync covers Salesforce | None. Redtail’s directory doesn’t list Zoom |
| Zapier | New Meeting Summary trigger (host only), Get Meeting Summary search, plus meeting, recording and participant triggers and searches | Creates and updates activities, contacts and opportunities, with no note action |
| Make | Two Zoom apps, neither with a meeting-summary module | No app |
Zoom’s summaries need a licensed user on a paid Zoom Workplace plan, Pro or higher, with Meeting Summary turned on, and Zoom says eligible paid plans include its core AI features at no additional cost. Zoom has also retired the AI Companion name, so look for “meeting summary” in your settings.
The do-it-yourself route
This is an outline from both vendors’ documentation. We haven’t run it in a live Redtail account, so test it on internal meetings first.
- Turn on meeting summaries in Zoom, and have the advisor host client meetings, because Zapier’s trigger only fires for meetings you host.
- In Zapier, start a Zap with Zoom’s New Meeting Summary trigger.
- Add Zoom’s Find Meeting or Webinar Participants search to get the attendee list for that meeting.
- Add a Filter step that continues only when an attendee’s email is outside your firm’s domain.
- Add Redtail’s Find Contact search to look the client up by that email.
- Add a Filter that continues only when exactly one contact came back, and send yourself an email when it didn’t.
- Add Redtail’s Create Activity for that contact, with the summary and next steps in the Description.
- Turn the Zap on, run it on an internal meeting, and check the activity in Redtail before you trust it with clients.
You’ll need a paid Zapier plan, since the free plan only runs two-step Zaps. Like every Zapier route into Redtail, this one ends in an activity: Redtail’s Zapier app has no action for notes, and an activity’s Description can be edited by anyone, with no time stamp.
Where it breaks
- An assistant schedules and hosts the meeting, so the trigger never fires for the advisor’s account.
- Nobody starts the summary in a meeting, so there’s nothing for the Zap to send.
- The participant list doesn’t include the client’s email, or it’s an email Redtail doesn’t have, so there’s nothing to match.
- A meeting with a couple matches two contacts, and the summary lands on one of them.
- The summary’s next steps include something nobody agreed to, and they go into Redtail as if someone had.
- Someone regenerates the Zapier token in Redtail, which disables every existing Zap at once.
Other routes
- A notetaker that writes to Redtail natively. Redtail’s directory lists Jump, Zocks and Fireflies.ai, which write meeting notes into Redtail through their own integrations, including real Redtail notes. See how to choose an AI notetaker.
- ZoomMate. Zoom’s paid agentic add-on, which started at $20 per user per month when it launched in June 2026, has connectors for HubSpot and Salesforce that add notes when you ask. We found no Redtail connector.
- A supervised setup, which is what we do.
How we run it
We build the Zoom-to-Redtail flow in your own accounts. It reads each summary, matches the meeting to the right contact or family, and drafts the activity and the follow-ups, and every write is logged. For the first week a human on our team checks every write it makes, and after that we review the log as part of supervision. When the match is ambiguous, it asks instead of guessing, and it never deletes or merges records. CRM Keeper is the agent behind it.
A note on recordkeeping
If you’re an SEC-registered investment adviser or a broker-dealer, meeting notes, summaries and recordings can be records you have to keep, under SEC Rule 204-2 for advisers or FINRA Rule 4511 and SEA Rule 17a-4 for broker-dealers. Which records you keep, where and for how long are decisions for your compliance officer, so choose the notetaker and where its notes land with them. This page describes how the tools connect, and it isn’t legal or compliance advice.
