Zoom - Using AI Compantion in 3rd Party Meeting (Teams and Google Chat)

Overview

This article will go over how you can invite the Zoom AI companion to your Teams or Google Chat meetings. In order to do this you will require a Zoom license and you will have needed to connect your Microsoft or Google Calendar to Zoom using the Calendar and Contact integration. 

 

How to:

How to invite AI Companion to third-party meetings

Invite AI Companion to scheduled third-party meetings

  1. Sign in to the Zoom desktop app.
  2. Click the Calendar tab  .
  3. Locate the meeting you want to add AI Companion to.
  4. In the meeting card, click the AI Companion drop-down.
  5. 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.
  6. (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

 

Invite AI Companion while you're in a third-party meeting

  1. Sign in to the Zoom desktop app.
  2. Click the Calendar tab  .
  3. Locate the meeting you want to add AI Companion to.
  4. In the active meeting card, 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 Invite AI Companion toggle is re-enabled.

 

How to access meeting summaries and transcripts from third-party meetings

View meeting summaries

  1. Sign in to the Zoom desktop app.
  2. Click the Calendar tab  .
  3. Click the meeting card.

View meeting transcripts

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Recordings & Transcripts.
  3. Under Transcripts, select the meeting topic.

 

How to enable 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.

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Settings, then click the AI Companion tab.
  3. Select the Pre-meeting email notification check box.
  4. Select one of the following options:
    • All invitees
    • Only meeting host

 

 

How to understand AI Companion consent notices during third-party meetings

When the AI Companion joins a Google Meet or Microsoft Teams meeting:

  • A chat message is posted 3 minutes after the meeting starts to inform meeting participants of AI Companion’s presence and purpose.
  • The assistant's video tile includes:
    • Zoom branding and AI Companion indicator
    • The name of the assistant’s owner
    • Activity status (Transcribing)

These visual elements are designed to provide third-party meeting participants with notice of the AI Companion bot.

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