Overview
This article covers how to invite the Zoom AI Companion to your Microsoft Teams or Google Meet meetings. To use this feature, you must have an active Zoom license and have connected your Microsoft or Google Calendar to Zoom using the Calendar and Contact Integration.
Applies to: Faculty Staff
Before You Begin
- You must have an active Zoom license assigned to your Columbia College account.
- Your Microsoft or Google Calendar must be connected to Zoom via the Calendar and Contact Integration before proceeding.
Step-by-Step Guide
Inviting AI Companion to Third-Party Meetings
1 Invite AI Companion to a Scheduled Third-Party Meeting
Use the Zoom desktop app to add AI Companion to an upcoming Teams or Google Meet meeting before it begins.
●Sign in to the Zoom desktop app.
●Click the Calendar tab.
●Locate the meeting you want to add AI Companion to.
●In the meeting card, click the AI Companion drop-down.
●Click the Invite AI Companion toggle to enable or disable.
Note: If calendar sync has not been completed, a prompt will appear to sync your calendar before you can invite AI Companion.
●(Optional) If this is a recurring meeting, select one of the following options, then click Confirm:
- This meeting only
- This and all following instances
- All meeting instances
2 Invite AI Companion While In a Live Third-Party Meeting
You can also add or remove AI Companion in real time while a meeting is already in progress.
●Sign in to the Zoom desktop app.
●Click the Calendar tab.
●Locate the active meeting card and click the Invite AI Companion toggle to enable or disable the assistant.
Note: The assistant will immediately leave the meeting when the Invite AI Companion toggle is disabled and will not rejoin unless the toggle is re-enabled.
After the Meeting
Accessing Meeting Summaries and Transcripts
3 View Meeting Summaries
Access AI-generated meeting summaries directly from the Zoom desktop app after the meeting ends.
●Sign in to the Zoom desktop app.
●Click the Calendar tab.
●Click the meeting card to view the generated summary.
4 View Meeting Transcripts
Full meeting transcripts are accessible through the Zoom web portal after the meeting concludes.
●Sign in to the Zoom web portal.
●In the navigation menu, click Recordings & Transcripts.
●Under Transcripts, select the meeting topic to view the full transcript.
Notifications
Enabling Pre-Meeting Email Notifications
5 Configure Pre-Meeting Email Notifications
When enabled, either the host or all meeting invitees will receive an email notification approximately 10 minutes before the scheduled start time, informing them that the meeting will be transcribed. The email includes the meeting title, time, and a disclosure that AI Companion will join to assist with transcription.
●Sign in to the Zoom web portal.
●In the navigation menu, click Settings, then click the AI Companion tab.
●Select the Pre-meeting email notification check box.
●Select one of the following options:
- All invitees
- Only meeting host
Transparency & Consent
AI Companion Consent Notices in Third-Party Meetings
When AI Companion joins a Google Meet or Microsoft Teams meeting, the following transparency measures are automatically applied to notify all participants:
●A chat message is posted shortly after the meeting starts to inform participants of AI Companion's presence and purpose.
●The assistant's video tile displays:
- Zoom branding and AI Companion indicator
- The name of the assistant's owner
- Activity status (e.g., Transcribing)
Important Note
These visual and chat-based indicators are designed to ensure all third-party meeting participants are aware that AI Companion is present and actively transcribing the session. Hosts are responsible for ensuring participant awareness and compliance with applicable privacy policies.
Support & Assistance
Get Help
Need additional assistance setting up or using Zoom AI Companion in third-party meetings?