Zap your meeting transcripts into CounselMore (Multi Counselor).

Audience: the practice admin or office manager setting this up for a team

Time to set up: about 10 minutes for the first counselor, 5 for each one after

You'll need: a Zapier account, each counselor's CounselMore login, and Zoom on a paid plan

 

 

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What this does

After each Zoom meeting, Zapier sends the transcript to CounselMore, which saves it as a Meeting Note on the right student, assigned to the counselor who held the meeting. Nobody copies or pastes anything.

Setting it up correctly for a team is mostly about structure, not the Zap itself. Read the next section before you build anything.

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Read this first: one rule decides everything

A Zap watches one Zoom login, not a person.

So your Zoom setup determines what’s possible: 

Your Zoom setup	Zaps you can have	What you get
One shared (admin) Zoom account	Exactly one	Every note and notification goes to the one CounselMore login that Zap uses
One Zoom account per counselor	One for each counselor	Each note filed on the right student, assigned to and notified to the right counselor

 Each counselor needs their own Zoom account. If counselors are separate users under one shared Zoom account, only one of their Zaps will receive transcripts. 

Three other Zoom facts worth knowing, because they’re often the real constraint:

• Transcripts require cloud recording, which requires a paid Zoom license. Free users can only record to their computer, which produces no transcript, so there’s nothing to send. 
• Meetings must be recorded to the cloud. Even on a paid license, a meeting recorded to the computer creates no note. Turning on automatic cloud recording avoids this.
•  One Zoom account can’t host two meetings at the same time. If your counselors meet different students at the same time, they already need separate Zoom accounts, regardless of CounselMore. 

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 Option A: one Zoom account per counselor (recommended) 

This is the only setup that attributes notes correctly. 

You don’t need a Zapier account for each counselor, and you don’t need Zapier’s multi-user plan. One Zapier account can hold as many Zaps as you have counselors.

Build one Zap per counselor in a single Zapier account. Every Zap is the same Zoom transcript → Create Meeting Note recipe. Only the two connections differ:

Zap	Zoom connection	CounselMore connection
Zap 1	Counselor A’s Zoom login	Counselor A’s CounselMore login
Zap 2	Counselor B’s Zoom login	Counselor B’s CounselMore login
Zap 3	Counselor C’s Zoom login	Counselor C’s CounselMore login

Pairing those two connections correctly is the whole job. A Zap on Counselor A’s Zoom but Counselor B’s CounselMore login will file A’s meetings on B’s students, or send them to triage. Name each Zap after the counselor so they’re easy to tell apart. Zapier also labels each CounselMore connection with the login it uses.

Build and test one Zap completely before starting the next.

Two things to know before you start

• You’ll need each counselor’s passwords. Connecting a Zap requires the counselor’s Zoom and CounselMore credentials, and whoever builds the Zaps has to type them in. If your practice would rather not share passwords, Zapier’s multi-user plan lets each counselor enter their own credentials into a shared workspace. It costs more and changes nothing about how notes behave. It’s only about who types the password.
•  Password changes and expired connections stop a Zap. When a counselor changes their CounselMore password, or a Zap’s Zoom connection expires, their notes quietly stop arriving. Reconnect that account in the counselor’s Zap. 

 

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Option B:  Option B: one shared Zoom account 

If your practice shares a single Zoom account, build exactly one Zap. Adding more makes things worse, not better.

Connect it with the CounselMore login of whoever should own the notes. Be clear about what this means:

• Every note is assigned to that one login, whoever actually held the meeting.
• Every notification goes to that one person, so the counselor who held the meeting is never told their note arrived.
• The assignments report credits that one person for all of it.
• Matching compares each transcript against a wider set of students (see “How matching works” below), so more notes need assigning by hand.

The same applies if one admin Zap is set to “All new Audio Transcripts on my account” to catch every user’s meetings: all notes go to that admin’s CounselMore login.

None of this can be improved in software  while the Zoom account is shared. If attribution matters to your practice, Option A is the fix.

 

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Building each Zap

Before you start:

• In each counselor’s Zoom settings (Settings → Recording), turn on Cloud recording with Create audio transcript, and ideally Automatic recording in the cloud.
• Connect Calendly or Acuity to CounselMore. The scheduler connection is the single biggest help for automatic matching.

1. In zapier.com, click + Create → Zaps. 
   
2.  Trigger: search Zoom and choose New Audio Transcript. Not “New Recording” or “New Meeting,” which fire before the traexists. Connect that counselor’s Zoom login. Trigger scope: leave it blank. Don’t choose “All new Audio Transcripts on my account. 

      3. Click Test trigger and pick a real recent meeting for sample data.

    4. Action: search CounselMore, choose Create Meeting Note, and sign in with that counselor's CounselMore email address and password. 

Map the fields:

CounselMore field	Required?	Map from Zoom
Meeting Title	Required	Topic
Meeting Date	Required	Start Time
Meeting Transcript	Required	Recording Files File Contents
Zoom Meeting ID	Recommended	Meeting ID — the numeric ID, not the UUID
Student Email	Leave blank	Only to send every note from this Zap to one particular student
Student Name	Leave blank	Only used if no student matches the email, and must match CounselMore exactly

Meeting Date must be the meeting’s start time. It’s used both to name the note and to find the booking. And map Zoom Meeting ID: it’s optional, but it’s the most reliable match, and Zapier won’t fill it in later.

Leave Student Email and Student Name blank. Zoom doesn’t include attendee names or emails, so there’s nothing to map into them. Anything you put there overrides automatic matching for every meeting that Zap handles.

1. Click Test step. This creates a real meeting note on a real student if the sample meeting was with one. Keep it, or delete it from their Assignments tab.
   
   
2. Success with a student’s name means it filed correctly.
   
3. Queued for assignment means CounselMore couldn’t tell who the meeting was with. The Zap is still working correctly.
   
   
4. Click Publish, then repeat for the next counselor.

Zoom can take longer than the meeting itself to produce a transcript, and Zapier may take up to 15 minutes more to pick it up.

 

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How matching works

Zoom doesn’t tell us who attended. A Zoom transcript contains no attendee names or email addresses. Anyone who joins from a link is a guest, and Zoom leaves guest details blank. So CounselMore infers the student from your bookings and your students.

It tries these in order and stops at the first single, confident answer:

1. A student email or name you mapped in the Zap
2. The Zoom Meeting ID, when the booking created its own Zoom link
3. A booking in CounselMore starting within 15 minutes of the meeting
4. Exactly one student’s full name in the meeting title
5. Exactly one student’s full name in the first few lines of the transcript
6. Otherwise, held on the dashboard to assign by hand

Tip for rule 4: the title is captured when the meeting ends. Put the student’s full name in the title before or during the meeting. Renaming it afterwards has no effect.

The important part for a practice: which students are considered depends on whose login the Zap uses.

Zap connected with	Students considered	Effect on matching
A counselor’s login	That counselor’s own caseload	Two counselors meeting different students at 2pm can never be confused. This is why Option A matters
An admin’s login	Every student in the office	A 2pm meeting is genuinely ambiguous across the whole office, so more notes need assigning by hand

This is the real cost of a single shared Zap: it’s not only that one person owns all the notes, it’s that matching has a much wider field of students to choose between, and CounselMore refuses to guess between two plausible ones.

Why it refuses: a meeting transcript is sensitive. Filing one on the wrong student would put a private conversation in the wrong file. A wrong answer is worse than asking, so when there’s any doubt, we ask.

Names must match exactly as stored in CounselMore for rules 4 and 5: full name, whole word. Names under four characters are skipped because they match too much by accident. Zoom’s transcription also often misspells names, so rule 5 is a bonus rather than something to rely on.

 

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What each counselor sees

With Option A set up correctly, each counselor gets their own experience, and nobody sees anyone else’s queue:

• Notes are filed on their students and assigned to them 
  
• The [Action Required] alert for an unmatched transcript goes to them, not to the admin
• The assignments report credits them
  
• Matching only considers their own caseload

 

Assigning an unmatched note (whoever receives the alert):

1. In Today's Priority Summary, find the item marked [Action Required] — it's in the notification bell too
   
   
2. Click Assign
3. Read the transcript in the window to identify the meeting
4. Start typing the student's name, pick them from the list, and click Assign
   
   

 

The note is then filed exactly as if it had matched automatically. Dismissing the alert with ✕ hides it but doesn't delete the transcript.

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Setup checklist

• Each counselor who needs transcripts has their own paid Zoom account 
• Cloud recording with audio transcript is on in each Zoom account
• Calendly or Acuity is connected to CounselMore
• One Zap per counselor, in one Zapier account
• Each Zap’s trigger is New Audio Transcript, with Trigger scope left blank 
• Each Zap's Zoom connection and CounselMore login belong to the same person
• Each Zap has Zoom Meeting ID mapped
• Each Zap has Meeting Date mapped to the meeting's start time
• Student Email and Student Name are blank in every Zap
• Each Zap tested individually and published
• Counselors know to tell you when they change their CounselMore password

 

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Troubleshooting

What you see	What to check
Only one counselor’s notes arrive, the others never do	Those counselors share one Zoom account with separate Zaps. Only one Zap per Zoom account receives transcripts. Give each counselor their own Zoom account (Option A) or use one Zap (Option B).
The same meeting produced two or three notes	More than one Zap is set to catch the same meetings, for example a Zap set to “All new Audio Transcripts on my account.” Keep one Zap per Zoom account, with Trigger scope left blank.
Notes appear under the wrong counselor	That Zap's CounselMore connection uses someone else's login. Reconnect it under the right one
One counselor's meetings land on another's students	That Zap's Zoom connection and CounselMore login belong to different people. Re-pair them
One counselor's notes suddenly stopped	Open their Zap. If the Zoom or CounselMore connection says expired, or they changed their password, click Reconnect this account.
Everything arrives on the admin	Expected with a single shared Zap. See Option A
Lots of notes need assigning by hand	Is Calendly or Acuity connected? Is Zoom Meeting ID mapped in every Zap? Is the Zap on an admin login rather than a counselor's?
Notes match sometimes, not always	If a counselor uses the same personal Zoom room for every meeting, the Meeting ID can't identify it, so matching relies on the booking time
Meetings that run late don't match	They still match if the booking created a unique Zoom link. With a personal meeting room, a late start can fall outside the 15-minute window
The time in a note title is wrong	That Zap's Meeting Date is mapped to the wrong Zoom field. It should be the start time. This affects matching too
The Zap never runs	Was the meeting recorded to the cloud, not the computer? Is audio transcript on? Did you choose New Audio Transcript, not “New Recording”?
A note was filed on the wrong student	Check Student Email and Student Name are blank, since they override everything. If they are, please report it
Zapier shows an error on the CounselMore step	Open the run in Zap History and send the error to support@counselmore.com

 

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Privacy

Meeting notes are visible only to counselors on your account who can see that student, and are never shared with the student or parent. Office admins can see notes for students across the office; secondary counselors listed on a student can also see notes for that student.