How to configure AI Companion for Zoom Phone call summaries

Configuring AI Companion for Zoom Phone call summaries involves enabling the feature in the Zoom admin portal and ensuring users have the necessary permissions. This allows users to receive automated summaries of their Zoom Phone calls, enhancing productivity and information retention.

Prerequisites

• A Zoom Pro, Business, or Enterprise account.
• Zoom Phone license.
• Admin access to the Zoom web portal.
• AI Companion enabled for the account.

Enable AI Companion for Zoom Phone

1. Sign in to the Zoom web portal as an administrator.
2. In the navigation menu, click Account Management, then Account Settings.
3. Navigate to the AI Companion tab.
4. Locate the Zoom Phone section.
5. Toggle the Call Summary setting to the On position.
6. (Optional) Customize the call summary settings as desired, such as selecting the level of detail included in the summary. Click Save.
7. Review the compliance disclaimer and click Confirm.

Manage User Permissions for AI Companion Call Summaries

1. Sign in to the Zoom web portal as an administrator.
2. In the navigation menu, click User Management, then Users.
3. Locate the user you want to configure.
4. Click the user’s name to access their profile.
5. Click the Settings tab.
6. In the AI Companion section, verify that the Call Summary setting is enabled. If it is disabled at the account level, this setting will be grayed out.
7. If the account setting allows, you can enable or disable the feature individually for each user by toggling the setting.
8. Repeat steps 3-7 for each user as needed.

Configure Call Summary Delivery

1. Sign in to the Zoom web portal as an administrator.
2. In the navigation menu, click Account Management, then Account Settings.
3. Navigate to the AI Companion tab.
4. Locate the Zoom Phone section.
5. Review the Call Summary Delivery options.
6. Choose how the call summaries should be delivered (e.g., email, Zoom client).
7. (Optional) If email delivery is selected, configure the email settings such as the sender address and subject line.
8. Click Save to apply your changes.

Customize Call Summary Content (If Available)

Some Zoom plans may offer options to customize the content included in the call summaries.

1. Sign in to the Zoom web portal as an administrator.
2. In the navigation menu, click Account Management, then Account Settings.
3. Navigate to the AI Companion tab.
4. Locate the Zoom Phone section.
5. Look for options such as “Include Action Items,” “Include Key Discussion Points,” or “Specify Summary Length.”
6. Select the desired options to tailor the call summaries to your organization’s needs.
7. Click Save.

Inform Users about AI Companion Call Summaries

1. Communicate to Zoom Phone users that AI Companion call summaries have been enabled.
2. Explain the benefits of using the feature, such as increased efficiency and improved recall of call details.
3. Provide instructions on how to access and use the call summaries (e.g., through email or the Zoom client).
4. Address any privacy or data security concerns related to AI-generated summaries.
5. Link to the “How to make the most of Zoom AI Companion: Your guide to getting started with your AI assistant” Zoom Webinars article, if desired.

Common Issues

• AI Companion is not available: Ensure that your Zoom account plan supports AI Companion and that it has been enabled at the account level. Solution: Upgrade your Zoom account or contact Zoom support to enable AI Companion.

• Call Summary setting is grayed out: This indicates that the setting is controlled at the account level and cannot be changed for individual users. Solution: Adjust the setting at the account level under Account Management > Account Settings > AI Companion.

• Users are not receiving call summaries: Verify that the “Call Summary” setting is enabled for both the account and the user. Also, check the configured delivery method (e.g., email) to ensure it is functioning correctly. Solution: Double-check user settings and email configurations. Test the email delivery by sending a test message.

• Call summaries are inaccurate or incomplete: AI-generated summaries are not perfect and may contain errors or omissions. Solution: Provide feedback to Zoom regarding the quality of the summaries. Users should review summaries critically and supplement them with their own notes as needed. Consider customizing summary length if available.

• Compliance concerns: Be aware of any legal or regulatory requirements related to call recording and AI-generated summaries. Ensure that users are informed about the use of AI Companion and that appropriate consent is obtained if necessary. Solution: Review Zoom’s data privacy policies and consult with legal counsel to ensure compliance with applicable regulations. Update internal policies as needed.