About
Zoom AI Companion is an AI digital assistant built into the Zoom platform of services. This article reviews how to use the tools and important considerations when determining if it is appropriate to use the tools in a meeting.
Data Privacy and Accessibility
When using the features included in Zoom AI Companion, please be aware of the following:
Important Considerations
Meeting Host and Co-Hosts
- Use caution in deciding whether to use the Zoom AI Companion features in meetings where sensitive, privileged, or confidential data or information may be discussed.
- It is the meeting host's responsibility to review all recordings and summaries generated by Zoom and to correct any obvious errors or inaccuracies prior to sharing with others.
- Only meeting hosts and co-hosts can manage AI settings for the meetings they host.
- The host should verbally notify attendees when planning to use the Zoom AI Companion features, and refrain from using the tools if there are objections.
Participants
- Participants are provided with a disclaimer if the AI Companion is enabled for the meeting.
- Participants can't turn the AI settings on/off. They can request that the host turn off AI features for the meeting, and the host can choose to approve or deny the request.
- Participants who do not want to attend a meeting with AI features enabled with have to leave the meeting
Meeting Summary
Meeting hosts can request Zoom AI Companion to generate a meeting summary, including next steps. Meeting hosts can choose to share the summary with participants after reviewing the notes for accuracy. The meeting host will need to send the summary to the attendees.
The host must manually enable the AI Companion on a meeting-by-meeting basis by using the AI Companion button in the meeting window.
- Click on the AI Companion icon at the bottom of the Zoom meeting window and then click Start summary.
- A small pulsing AI Companion icon will appear in the top right of the Zoom window to indicate that the tool is running.
- Participants will receive a notification that the AI Companion is turned on.
- To stop the meeting summary, click on the AI Companion button at the bottom of the Zoom meeting window or end the meeting.
The full meeting summary will be available in the host's cloud Zoom account. The host can then copy/paste the summary into a document to share with participants after they have reviewed the content and edited any discrepancies.
- The host will receive an email from Zoom when the meeting summary is available. Follow the instructions in the email or Sign in to the Zoom web portal to access your account.
- Click Recordings and Transcripts
- Click the Transcripts tab. You will see a list of your meeting summary transcripts.
- Click on the topic of the meeting to see the summary. At the bottom of the transcript you can choose from the following options-
- Share- enter the email addresses of the contacts that you want to share with
- Edit- edit the contents of the summary (remember, it is the host's responsibility to ensure accuracy of the summary! AI generated content can have errors)
- Delete- delete the summary from Zoom.
The meeting summary will be retained for 30 days in the Zoom cloud and then moved to the trash.
Smart Recording
Meeting hosts can use Zoom AI Companion to record their meetings with smart features-
- Recording highlights - highlights noteworthy sections of the meeting. When watching the recording you can choose to only see the highlights, or watch everything. A new video with only the highlights can be created, and highlights can be manually edited.
- Smart chapters - Chapters, with titles and a brief summary, are inserted into the meeting so you can skip to a specific section. The meeting host can edit and remove smart chapters.
- Next steps - Based on the contents of the meeting, suggested next steps can be generated. They are displayed in a panel below the recording and can be edited by the host.
- Meeting coach - Creates metrics and analytics about your meeting performance, including talk-listen ratio, talking speed, filler words, longest spiel, and patience. Only the host of the meeting can see these results in the recording.
The Smart Recording feature is on by default, but the host can disable this feature on their Zoom account settings. The host must choose to record the meeting to the cloud on a meeting-by-meeting basis. Alternatively, the meeting can be recorded locally to the host's computer without the smart recording features.
For detailed instructions to use this tool, please review the Using Smart Recording with AI Companion article.
The meeting recording will be retained for 30 days in the cloud and then moved to the trash.