Using AI Companion for third-party meetings

AI Companion can be invited to attend meetings on third-party platforms (Google Meet and Microsoft Teams) for users licensed with the Custom AI Companion add-on. Once invited, AI Companion will join the meeting as a participant,  transcribe the meeting to provide a summary and answer questions post-meeting. You can enable or disable the third-party meeting capability manually or allow it to join automatically, depending on your preferences or admin configuration.

Requirements for using AI Companion for third-party meetings

• Zoom Workplace Pro, Zoom Workplace Pro Plus, Zoom Workplace Business, Zoom Workplace Business Plus, Zoom Workplace Enterprise or Zoom Workplace for Education
• Calendar and contacts integration is connected to your calendar
• Allow AI Companion to join third-party meetings is enabled

How to invite AI Companion for third-party meetings

Invite AI Companion for third-party meetings

1. Sign in to the Zoom desktop app.
2. At the top of the app, click the Meetings tab or Calendar tab .
   Note: If you have set up the calendar and contacts integration to connect your calendar, you will have the Calendar tab. If you haven’t connected your calendar, you will have the Meetings 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.
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

Note: If calendar sync has not been completed, a prompt will appear to sync your calendar before AI Companion can be invited.

Invite AI Companion while in a third-party meeting

1. Sign in to the Zoom desktop app.
2. At the top of the app, click the Meetings tab or Calendar tab .
   Note: If you have set up the calendar and contacts integration to connect your calendar, you will have the Calendar tab. If you haven’t connected your calendar, you will have the Meetings 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

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.

Enabling pre-meeting email notifications

Meeting participants 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

Understanding in-meeting consent notices

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

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

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