Zapier

Zapier connects Speak AI to more than 5,000 other apps without any code. It works in both directions. When a recording lands in Zoom, Google Drive or Slack, Zapier uploads it to Speak AI. When a file finishes processing in Speak AI, Zapier pushes the transcript and the analysis out to Google Sheets, Google Docs, Airtable, Slack or your CRM. Browse the current list on the Speak AI page in Zapier.

Triggers Speak AI sends to Zapier

Speak AI offers two triggers, and picking the right one matters.

New media processed fires when a file finishes transcription. It returns the transcript text, the media ID and basic metadata. Use it when you only need the raw transcript.

New AI Chat response fires when an AI Chat prompt finishes running on a file. It returns the prompt response, the structured data and every extracted field, so it carries both the transcript and the analysis. Use it for most workflows. If you need structured values such as contact names, action items or custom fields, pair this trigger with an automation that runs the prompt on every new file.

Build a Zap

1. In Zapier, click Create Zap.
2. Search for Speak AI and select it as the trigger app.
3. Choose New Media Processed or New AI Chat Response.
4. Connect your Speak AI account with your API key.
5. Choose the action app, such as Google Sheets, Slack or Airtable.
6. Map the Speak AI fields to your destination.
7. Test the Zap and turn it on.

Upload at least one file to Speak AI before you build the Zap. Zapier needs a real sample to pull field names from, and an empty account gives it nothing to map.

Send recordings into Speak AI

The Upload Media action accepts a file or a URL, so any app that exposes a download link can feed Speak AI. The action takes a name for the file, the media URL, and an optional destination folder.

Zoom

Turn on cloud recording in Zoom before you start. See the Zoom guide for the rest of the Zoom setup.

1. Trigger: select Zoom and choose New Audio Recording or New Recording.
2. Authenticate your Zoom account in Zapier.
3. Action: select Speak AI and choose Upload Media.
4. Map the fields as below.
5. Run a test to confirm the file reaches Speak AI, then turn the Zap on.

Zoom share links must be reachable without a password. If a file never arrives, turn off password protection on the recording and confirm the link opens in a private browser window.

Google Drive

1. Trigger: select Google Drive and choose the folder you want to watch.
2. Check the sample response Zapier returns and confirm it includes the File value.
3. Action: select Speak AI and choose Upload Media.
4. Pick the file from the File/URL dropdown and set Video or Audio to match the file format.
5. Create a test, review the response, then open Speak AI to confirm the file is there.

If the test returns an error, one of the fields is still unmapped. Recheck each mapping before you turn the Zap on.

Slack

1. Trigger: select Slack and choose New File Shared or New Saved File.
2. Action: select Speak AI and choose Upload Media.
3. Map the Slack download URL to the File URL field in Speak AI.

Private Slack files often need extra authentication before Zapier can read the download link. If those uploads fail, route through Google Drive instead: one Zap copies the Slack file to a Drive folder, and a second Zap uploads new files in that folder to Speak AI. Permissions are easier to manage that way.

Send results out of Speak AI

Documents

Send finished transcripts straight into Google Docs, Word or any other document app so you do not copy and paste them by hand.

1. Trigger: select Speak AI and choose New Media Processed.
2. Action: select your document app and choose Create Document from Text.
3. Map the Transcript field into the document content. Speaker names and timestamps come through when the transcript format includes them.
4. Test the Zap, confirm the document reads correctly, then turn it on.

Every file you analyze from that point on creates a document automatically.

Airtable

Recordings submitted through an embedded recorder can populate an Airtable base, which is useful when you are collecting responses from many people and want them in rows.

1. Go to Recorder in the sidebar and create a recorder or open an existing one.
2. Adjust the settings and questions, save, then copy the embed code or shareable link.
3. In Zapier, set the Speak AI trigger to New Media Processed and connect your account with your API key.
4. Action: select Airtable and choose Create Record.
5. Map the Speak AI fields, such as media URL, transcript, insight and name, to your Airtable columns.
6. Test the Zap and turn it on.

Each new submission then appears as a row in the base.

Other destinations

The same pattern covers most reporting workflows:

• Meeting notes to Slack: AI Chat response trigger, then send a channel message.
• Transcripts to Google Sheets: new media processed trigger, then create a row.
• Customer feedback to your CRM: AI Chat response trigger with fields, then create or update a record.

When a Zap stops working

• Check your API key. A regenerated key breaks the Zapier connection until you reconnect the account.
• Confirm the source link is public. Zoom and Slack links that require a login return an error to Zapier.
• Reread the test response. A missing configuration shows up there before it shows up in production runs.

If the error is not obvious, send us a message in live chat with the Zap name and the failed run.

Want a hand setting this up? Book a free consult and we’ll do it together on your account.

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