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Automatically link Google Meet transcripts and recordings to CRM activities
@gmail.comaccounts cannot start a Meet transcript or recording, so no files will ever appear here — no matter how the CRM is configured. If you connected a free Gmail account, you’ll see a warning banner on Settings → Integrations explaining this.Overview
When Google Meet generates transcripts or recordings, the CRM automatically discovers and links them to the corresponding activity.
Google Meet can automatically transcribe meetings and save recordings as files in Google Drive. The CRM detects these files and links them to the matching CRM activity, so you can access meeting transcripts and recordings directly from the activity detail view without any manual work. Files that can’t be automatically matched to an activity are still preserved and listed on the Settings → Integrations → Meet Transcripts page so you can link them manually — nothing gets silently lost.
Requirements
What you need for automatic transcript linking to work.
- Google Workspace account (Business Standard, Enterprise, Workspace Individual, or equivalent Education tier) — Free personal
@gmail.comaccounts do not have the “Start transcript” button in Meet and will not generate transcript files in Drive. - Google account connected — Your Workspace account must be connected in Settings → Integrations.
- Meet transcript permissions — The CRM needs the “Meet transcript” permission (Drive Meet read-only scope). If you connected Google before this feature was added, you’ll see a banner prompting you to reconnect.
- Transcription started during the meeting — A Workspace host must click “Start transcript” in the Meet call; transcripts are not automatic unless the admin has forced them on at the org level.
- Calendar sync active — The meeting must be synced to the CRM calendar so the transcript can be matched to the right activity. Unmatched transcripts still appear on the Meet Transcripts reference page for manual linking.
How It Works
The automatic discovery and linking process.
Meeting occurs with transcription enabled
CRM discovers the files
File matched to activity
File linked automatically
Viewing Transcripts
Where linked transcripts and recordings appear.
Activity Detail Panel
When you open an activity from the calendar, a Transcripts & Recordings section appears if Meet files have been linked. Each file shows:
- A document or video icon indicating the file type
- The file name (clickable — opens the Google Doc or video in a new tab)
- An “Auto-linked” badge showing this was automatically linked
- The date the file was created
Linked Files Section
Meet files also appear in the standard Linked Filessection on contact and company detail pages (if the activity is associated with a contact). Auto-linked Meet files display a small blue “Meet” badge to distinguish them from manually linked files.
All Meet Transcripts Page
Settings → Integrations → Meet Transcriptsis the reference page that lists every Meet transcript and recording the CRM has ever discovered for your organization — both the ones successfully auto-linked to an activity and the ones that could not be matched (“orphans”, labeled Needs linkingin the UI). Orphans happen when the meeting was not in the CRM calendar at sync time, or when none of the attendees matched a CRM person. Each orphan row has a “Link to person” action so you can manually link it to a CRM contact — the file then shows up on that person’s detail page alongside everything else. You can also remove a transcript entirely from the CRM with the trash icon (the file stays in Google Drive — only the CRM record is deleted, after a confirmation dialog). Nothing gets silently lost.
Filter tabs. All shows every discovered file. Matchedshows files linked to any CRM entity — an activity, a person, a company, an opportunity, or a project. Once you use “Link to person” on an orphan, it moves out of Needs linking and intoMatched. Needs linking shows only files with no link to any entity at all.
Settings
Control automatic transcript linking.
Enable or Disable
Go to Settings → Integrations. In the Sync Settings section, you'll find:
- Auto-link Meet transcripts — Toggle this on or off. When disabled, the CRM stops scanning for new transcripts. Existing links are preserved.
This toggle only appears when a Google account is connected.
Reconnecting for Permissions
What to do if the CRM needs additional permissions.
If you connected your Google account before the Meet transcript feature was available, the CRM may not have the required permission to read Meet files. In this case, a yellow banner appears in the Sync Settings section with a “Reconnect Google” link. Clicking it starts a new OAuth flow that requests the additional permission. Your existing email and calendar sync continues uninterrupted.
Troubleshooting
Common issues and solutions.
Transcript not appearing on activity
Transcripts may take up to 15 minutes to be discovered after a meeting ends. Also verify that the meeting was synced to the CRM calendar — the CRM can only link transcripts to meetings it knows about.
Transcript linked to wrong activity
This is rare but can happen with fuzzy title matching when two similar meetings occur close together. You can unlink the file from the Linked Files section and manually link it to the correct activity.
“Additional permissions required” banner
Click “Reconnect Google” to re-authorize with the Meet transcript permission. This does not disconnect your existing integration.
No transcripts for personal Google accounts
Google Meet transcription is a paid Google Workspace feature. Free personal @gmail.comaccounts cannot start a transcript or recording in Meet, so no files will ever reach the CRM. If you need this feature, connect a Google Workspace account (Business Standard or higher). The Integrations settings page shows a persistent warning banner when the connected Google account is a personal Gmail, so you can tell at a glance whether this is the blocker.
Transcript was generated but didn’t appear
First, trigger a manual sync from Settings → Integrations(Sync Meet Transcripts button). The sync returns a summary like “Sync complete: 3 linked, 2 need manual linking, 0 errors.” so you can tell immediately what was discovered. Then checkSettings → Integrations → Meet Transcriptsfor an orphan entry. If the meeting wasn’t in your CRM calendar yet, or none of the attendees matched a CRM person, the transcript is still saved as an orphan that you can manually link.
“Too many manual sync requests” error
The Sync Meet Transcriptsbutton is rate-limited to 6 manual syncs per minute per user (roughly one click every 10 seconds). Each sync hits Google’s Drive API, so rapid clicks are capped to protect your organization’s quota. If you see a 429 “Too many manual sync requests” message, wait the number of seconds shown and try again. The background cron still runs every 15 minutes regardless, so you will not lose anything by waiting.