Standard operating procedure
Upload a Zoom recording as a course lesson
Turn each live coaching call into a polished lesson in the online course within 24 hours, so members who missed it can catch up.
- Owner
- Virtual assistant (Carl)
- How often
- After every live call (about 3 a week)
- Time needed
- 30–40 minutes per recording
- Updated
- October 17, 2026
Tools: Zoom, Google Drive, transcription tool, GoHighLevel (Memberships), Slack
- 1
Download the recording from Zoom
Open Zoom in the browser, go to Recordings → Cloud recordings and find the session by date. Download the file named "Shared screen with speaker view" (MP4) and the audio transcript (VTT).
Tip: Recordings appear 1–2 hours after the call ends. If it isn't there yet, set a reminder and come back.
Important: Never use the "Gallery view" file. It shows attendees' faces and names, and members haven't agreed to that.
- 2
Rename and file it
Rename the video using the naming rule: YYYY-MM-DD_Course_Lesson-##_Short-title.mp4. Save it in Google Drive → Course recordings → the current month.
Tip: Consistent names make it easy to find any lesson later, even years from now.
- 3
Trim the start and end
Cut the waiting time before the coach starts and the chat after the last question. Add the standard 5-second course intro at the start.
- 4
Prepare the transcript and summary
Clean up the transcript: fix names, brand terms and anything the auto-transcript got wrong. Write a 3–5 bullet summary of the key takeaways for the lesson description.
Tip: Search the transcript for the coach's name and product names first; they're the most common errors.
- 5
Create the lesson in GoHighLevel
Go to Memberships → Courses → choose the course → open the right module → Add lesson. Upload the trimmed video and wait until processing finishes.
- 6
Add the description and downloads
Paste the summary as the lesson description. Attach the cleaned transcript (PDF) and any slides the coach shared as downloadable files.
- 7
Publish and check it as a member
Set the lesson to Published (or schedule it if the course drips content). Open the course in preview mode and play the first 30 seconds to confirm the video and downloads work.
Important: Don't publish until preview works. A broken lesson creates a wave of support emails.
- 8
Log it and tell the client
Add the lesson to the content tracker (date, title, link, status = Live). Post the lesson link in the client's Slack channel with one line on what it covers.