How to configure AI Companion meeting summaries

Configuring AI Companion meeting summaries allows your users to quickly get up to speed on meetings they may have missed or want to review. As a Zoom administrator, you’ll need to enable the feature at the account or group level within the Zoom web portal. This involves navigating to the AI Companion settings and toggling the appropriate options.

Prerequisites

• A Zoom Pro, Business, Enterprise, or Education account.
• Account owner or administrator privileges.
• Users must have the Zoom desktop client or mobile app installed.
• AI Companion must be enabled for your account.

Enable AI Companion Meeting Summaries at the Account Level

1. Sign in to the Zoom web portal as an administrator.
2. In the navigation menu, click Account Management, then click Account Settings.
3. Navigate to the AI Companion tab. You might need to scroll to find this section.
4. Locate the Meeting Summary with AI Companion setting.
5. Click the toggle to enable the setting. If a verification dialog displays, click Enable to verify the change.
6. (Optional) Customize any sub-settings related to meeting summaries, such as controlling if participants are notified that a summary is being generated.
7. (Optional) Lock the setting at the account level to prevent groups from disabling it. This is done by clicking the lock icon, and then click Lock to confirm the setting.

Enable AI Companion Meeting Summaries at the Group Level

1. Sign in to the Zoom web portal as an administrator.
2. In the navigation menu, click User Management, then click Groups.
3. Click the name of the group you want to configure.
4. Navigate to the AI Companion tab. You might need to scroll to find this section.
5. Locate the Meeting Summary with AI Companion setting.
6. If the setting is disabled, click the toggle to enable it. If a verification dialog displays, click Enable to verify the change.
   • Note: If the setting is grayed out, it has been locked at the account level and needs to be changed at the account level.
7. (Optional) Customize any sub-settings related to meeting summaries, such as controlling if participants are notified that a summary is being generated, if available.
8. (Optional) Lock the setting at the group level to prevent users from changing it. This is done by clicking the lock icon, and then click Lock to confirm the setting.

Control Access to Meeting Summary Features

Within the Meeting Summary with AI Companion settings (both account and group levels), you may find options to control the features available to your users. These could include:

1. Participant Notification: Choose whether to notify meeting participants when AI Companion is generating a summary. Disabling the notification can improve the meeting experience but may raise privacy concerns, so consider your organization’s policies.
2. Summary Generation Options: Some settings might allow you to control when summaries are generated (e.g., automatically after every meeting or only when requested).
3. Data Sharing: If applicable, configure settings related to data sharing with third-party services used by AI Companion. Ensure compliance with your organization’s privacy policies.
4. Language Support: Review and adjust the supported languages for meeting summary generation.

Advise Users on Accessing Meeting Summaries

After enabling the feature, inform your users on how to access meeting summaries. Generally, users can find the summary in the following locations:

1. Zoom Web Portal: After the meeting, users can access the summary via their meeting history on the Zoom web portal.
2. Email Notification: If enabled, users may receive an email notification with a link to the summary after the meeting.
3. Zoom Desktop Client: In some cases, the summary might be accessible directly through the Zoom desktop client’s meeting history or a dedicated AI Companion section.

Test the Configuration

1. Schedule and start a Zoom meeting.
2. Ensure the meeting is recorded to the cloud (cloud recording needs to be enabled separately).
3. Conduct a meaningful discussion during the meeting.
4. End the meeting.
5. Wait for the meeting summary to be generated (this may take a few minutes).
6. Access the meeting summary through one of the methods described above (Zoom web portal, email, or desktop client).
7. Review the summary to ensure it accurately reflects the meeting discussion.

Common Issues

• Meeting summary is not generated:
  • Verify that AI Companion and meeting summaries are enabled at the account or group level.
  • Confirm that the meeting was recorded to the cloud. Local recordings are not supported.
  • Check that the meeting duration met the minimum length requirement (if any).
  • Ensure the meeting language is supported by AI Companion.
• Users cannot access meeting summaries:
  • Confirm that users have the necessary permissions to view meeting recordings and summaries.
  • Instruct users on the correct method for accessing the summary (web portal, email, or desktop client).
  • Verify that users have the latest version of the Zoom desktop client.
• Meeting summary is inaccurate:
  • AI Companion uses AI, which might not always be perfect. Provide feedback to Zoom to improve the service.
  • Encourage users to speak clearly and avoid background noise during meetings.
  • Consider using human-generated summaries for critical meetings.
• AI Companion Tab not visible:
  • Ensure that AI Companion is enabled for the entire account. If it is not, the individual features like Meeting Summaries will not be configurable.
• Setting is greyed out:
  • The setting is locked at the account level. An account administrator will need to unlock it for group-level configuration to be possible.