Using AI Companion in 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.

Table of Contents

How to enable or disable AI Companion for third-party meetings

Enabling or disabling AI Companion for a third-party meeting

  1. Sign in to the Zoom desktop app.
  2. Click the Meetings tab.
  3. In the meeting card, click the AI Companion drop-down.
  4. Click the Invite AI Companion toggle to enable or disable.

Enabling or disabling AI Companion for a recurring third-party meeting

  1. Sign in to the Zoom desktop app.
  2. Click the Meetings tab.
  3. In the recurring meeting card, click the AI Companion drop-down.
  4. Click the Invite AI Companion toggle to enable or disable.
  5. Select if you want AI Companion to join this meeting instance, this and all following meeting instances or all meeting instances.
  6. Click Confirm.

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

Enabling or disabling AI Companion while in a third-party meeting

  1. In the Zoom desktop app, click the Meetings tab.
  2. 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.

Accessing meeting summaries and transcripts from third-party meetings

Viewing meeting summaries

Windows | macOS | Linux
  1. Sign in to the Zoom desktop app.
  2. Click the Meetings tab, then click the meeting card.
Web
  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Meeting Summary.
  3. Under My Summaries, select the meeting topic.

Viewing 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:

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:

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

Requirements for using the 3rd party meeting assistant from AI Companion