Zoom AI Companion is a powerful tool designed to enhance productivity and collaboration. It offers real-time meeting summaries, action item tracking, and conversational insights to make meetings more effective and follow-ups effortless.

  1. Hosts should inform attendees at the beginning of the meeting if they intend to use AI Companion, just as they do when meetings are recorded.
  2. While genAI tools are helpful, they may not be perfect. It’s a good idea to review and edit meeting summaries and recordings for accuracy before sharing them with others, especially if information may be considered sensitive.
  3. Don't use Zoom AI Companion in meetings that involve confidential or sensitive data. Entering sensitive or confidential information into any AI chat interfaces is strictly prohibited by the university.

Any work product discussed during meetings, as well as content included in transcriptions and/or meeting summary notes, may be subject to UNC System Office public records requests under North Carolina law. Do not use AI Companion in meetings where sensitive or confidential information will be shared or discussed. 

Enable Zoom AI Companion

Tips

To activate AI Companion, you must be on version 5.16.0 or higher. Check to make sure your client is updated.

  1. Log in to the Zoom web portal: appstate.zoom.us.
    Log in to appstate.zoom.us.

  2. In the left side panel, click Settings.
    Click settings in the left sidebar.

  3. Under the meeting section, hosts can turn on some of the AI Companion features like
    • Allowing users to ask AI Companion questions about the meeting
    • Generating a meeting summary for a quick and organized way to review key points
    • Using screen share with optical character recognition to improve AI Companion's accuracy
    • and including meeting chat messages to give AI Companion additional context

      Turn on features under Meeting.

AI Companion In-Meeting Controls

  1. Hosts can turn on AI Companion in-meeting by clicking the AI Companion star icon.
    Start AI Companion by clicking the star logo.

  2. Click Start.
    Click Start to begin AI Companion.

  3. The star logo in the top right corner will flash as long as AI Companion is turned on for the meeting.
    Star Logo

In-meeting questions enable participants to seek clarification during discussions without interrupting the flow of the meeting. Choose from preset options like "Catch me up," "Was my name mentioned?" and "What are the action items?". Hosts can also craft custom questions to suit the needs of the meeting.

  1. Once AI Companion is enabled by the host, participants will be able to see the AI Companion chatbox (no other participants can see what users type to AI). Type questions about the meeting or click one of the premade prompts to get summaries, see mentions, or get a list of topics discussed. 
    Prompt AI Companion for info about the meeting.

  2. The Catch me up prompt will give you a breakdown of the meeting notes from the moment AI Companion was turned on.
    View summaries and other info about the meeting.

The Meeting Summary feature enables hosts to create and share AI-generated summaries, delivering a concise and organized overview of the key points discussed. Hosts can also choose to automatically send these summaries to cohosts and/or participants. Meetings do not have to be recorded to generate a meeting summary.

  1. Hosts can can open the AI Companion in-meeting settings by clicking the gear icon in the top right of the AI Companion Chatbox.
    Click the gear icon.

  2. From here, hosts can enable or disable meeting summaries and also choose who will automatically receive the summary once the meeting ends. 
     AI Companion Settings.

Only Hosts can turn off AI Companion by clicking Stop AI Companion and then clicking Stop.

Turn off AI Companion

If you delete the meeting assets, you cannot recover summaries.


After-Meeting Insights

Any work product discussed during meetings, as well as content included in transcriptions and/or meeting summary notes, may be subject to UNC System Office public records requests under North Carolina law. Do not discuss sensitive or confidential information in meetings with Zoom AI Companion enabled.

Once the meeting is over, Zoom will email the host a quick recap of the meeting summary as well as links to edit or share the summary with participants.
Zoom email of summary.

Meeting summaries can be found in the Zoom web portal at appstate.zoom.us under the Meeting Summary section in the left sidebar. 

View meeting summaries in the web portal.

Settings and Use

It is critical to manage your settings appropriately. Here are a few key points to consider:

  • By default, AI Companion features are off. 
  • You control which AI Companion capabilities to use in your meetings. You can toggle capabilities on or off anytime, even during a meeting, and decide on a case-by-case basis.
  • When joining a meeting with active AI Companion features, you'll receive a notification about the capabilities that are in use.
  • Do not use Zoom AI Companion in meetings involving confidential or sensitive data.
  • Always review AI-generated content (transcriptions, summaries, etc.) for accuracy and completeness before sharing. 
  • Ensure compliance with App State policies on data privacy, academic integrity and responsible communication.

FAQ

Zoom states that it does not use user audio, video, chat, screen sharing, or other communication content to train its AI models. Review Zoom's Support article How Zoom AI Companion Features Handle Your Data for more information.

No. To use Zoom AI Companion in your hosted meetings, you must enable AI Companion in your settings at appstate.zoom.us.

Only the host can start or stop AI Companion with the in-meeting controls. 

  • If you join a meeting with AI Companion features already in use, you’ll see a prompt letting you know AI is in use and giving you the choice to either leave the meeting or click OK to join.
  • If you are in a meeting and AI Companion is turned on, you will receive a pop-up telling you that AI Companion has been enabled and turned on.
  • If enabled, you'll find the AI Companion icon (AI Companion icon, a large star with a small star at the top right) within the Zoom client, including your Zoom Meeting controls toolbar.
    Star Logo

If the content has been discussed while AI Companion is active in the current meeting, then users can ask questions about it. 

No. The AI Companion in-meeting questions feature is not supported in Breakout Rooms.

If the host has not enabled auto-start for meeting summarization, then the summarization will begin when the host clicks start summary. 

Resources

Support

For questions, contact the ITS Academic Technologies team using the Service or Software Request Support Ticket (object: Zoom web conferencing).


Third-Party AI Tools in Zoom

To protect privacy and sensitive information, do not use unauthorized third-party AI tools during Zoom meetings. Any data entered into tools like Otter.ai, Fireflies.ai, etc., is transmitted and stored on external third-party servers over which Zoom and App State have no direct control. This can introduce risks, including data compromise or data loss.

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