Enabling and managing meeting summary templates

Account owners and admins can enable and customize meeting summary templates in AI Studio, allowing users with a Custom AI Companion add-on license to review, edit, and share post-meeting content based on custom templates. Templates include dynamic placeholders and pre-defined sections designed to reflect the tone, structure, and focus of each meeting.

Admins can choose from ready-made templates for common meeting types, such as one-on-ones, stand-ups, and brainstorms, or use the AI Studio interface to set a default template, customize existing templates, hide templates from users, or create new templates tailored to organizational needs.

Requirements for creating and managing meeting summary templates

• Business, Business Plus, Enterprise, or Education account
• Custom AI Companion add-on
• Account owner or admin privileges

How to enable or disable meeting summary templates

Enable or disable meeting summary templates for the entire account

This setting allows account owners or admins to enable or disable meeting summary templates for all users in the account.

1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
2. In the navigation menu, click Account Management then Account Settings.
3. Click the AI Companion tab.
4. Under Meeting, click the Meeting summary templates toggle to enable or disable it.
5. If a verification dialog appears, click Enable or Disable to verify the change.
6. (Optional) If you enabled meeting summary templates:
   • To change the default meeting summary template, under Default summary template, do the following:
     1. Click the pencil icon .
     2. Review the available meeting summary templates.
     3. In the top-right corner of the preview of the meeting summary template you want to set as the default account-wide, select the check box next to Set as default for account.
     4. Click Save.
     5. Click Confirm.
   • Click Manage summary templates in Zoom AI Studio to access the meeting summary template builder and manage existing templates.
7. (Optional) To prevent all users in your account from changing this setting, click the lock icon, and then click Lock to confirm the setting.

Enable or disable meeting summary templates for a group of users

This setting allows account owners or admins to enable or disable meeting summary templates for a specific group of users. Changes apply only to users in the selected group.

1. Sign in to the Zoom web portal as an admin with the privilege to edit groups.
2. In the navigation menu, click User Management then Groups.
3. Click the applicable group name from the list.
4. Click the AI Companion tab.
5. Under Meeting, click the Meeting summary templates toggle to enable or disable it.
6. If a verification dialog appears, click Enable or Disable to verify the change.
   Note: If the option is grayed out, it has been locked at the account level and needs to be changed at that level.
7. (Optional) If you enabled meeting summary templates:
   • To change the default meeting summary template, under Default summary template, do the following:
     1. Click the pencil icon .
     2. Review the available meeting summary templates.
     3. In the top-right corner of the preview of the meeting summary template you want to set as the default for this group of users, select the check box next to Set as default for group.
     4. Click Save.
   • Click Manage summary templates in Zoom AI Studio to access the meeting summary template builder and manage existing templates.
8. (Optional) To prevent all users in the group from changing this setting, click the lock icon, and then click Lock to confirm the setting.

Enable or disable meeting summary templates for your personal account

How to create a meeting summary template

1. Sign in to the Zoom web portal.
2. In the navigation menu, click AI Studio then AI Companion.
3. Click the Custom meeting templates tab.
4. Under Create a template, do one of the following:
   • Click Create from scratch to build your own template.
     1. Enter a short description about what template you want to create.
     2. Click Create template.
        A meeting summary template will be generated based on what you entered.
   • Click All templates to choose a template from the ready-made template gallery. Once you've selected a template, you can customize it to fit your specific needs.
     1. Click through the templates to preview a sample of what the summary will look like: 
        • General template: Capture a quick recap of any meeting with next steps and an organized summary.
        • One-on-one: Document discussion topics, challenges, and follow-up actions for individual meetings.
        • Stand up: Track progress updates, risks, and priorities for team sync meetings.
        • Brainstorm: Organize proposed ideas with key takeaways, details, and action items.
        • Project update: Summarize project status, other topics discussed, and action items.
        • Discussion: Capture key takeaways, topic details, and action items.
        • Q & A: Compile questions asked and answers provided during information-sharing sessions. 
        • Customer success: Document client interactions, feedback, concerns, and resolution plans.
        • User feedback: Capture user insights, pain points, and improvement suggestions.
        • Lecture summary: Outline main concepts, learning objectives, assignments, and supplemental resources for lectures, presentations, and training sessions.
     2. Click Use this template.
5. In the Edit window, do the following:
   1. (Optional) Select an Icon to represent the template.
   2. Enter a template name.
   3. (Optional) Enter a description that summarizes the purpose or contents of the template.
   4. Under Who can use this?, configure usage permissions for the template.
   5. Click Save.
6. (Optional) Configure each template section as needed:
   • Edit the header or description text.
   • To add a sub-section, click the plus icon .
   • To adjust the section length, click the Length drop-down menu and choose from Long, Medium, or Short.
   • To delete the section, click the trash icon .
     Note: A meeting summary template must include at least one section to be tested or published.
7. (Optional) Click Add a section to add a new section to the template.
8. Click Test to generate a sample meeting transcript preview.
   • (Optional) Click Test using your own meeting to generate a meeting transcript preview with a scheduled meeting. Search for a meeting or select from a meeting scheduled for today or yesterday.
9. Click Publish, then click Publish to confirm.
10. Click OK.
    Users will be able to use the template for their meeting summaries.

How to manage existing meeting summary templates

Account owners and admins can manage existing meeting summary templates in the Zoom web portal. This includes editing existing templates, unpublishing them so they can't be used, deleting them entirely, and choosing permissions for each template.

Note: All templates are visible to account admins and can be edited at any time.

Edit a meeting summary template

1. Sign in to the Zoom web portal.
2. In the navigation menu, click AI Studio then AI Companion.
3. Click the Custom meeting templates tab, then click the template you want to modify.
4. Edit the template as needed.
5. Click Test to generate a sample meeting transcript preview.
   • (Optional) Click Test using your own meeting to generate a meeting transcript preview with a scheduled meeting. Search for a meeting or select from a meeting scheduled for today or yesterday.
6. Click Publish, then click Publish to confirm.
7. Click OK.
   Users will be able to use the template for their meeting summaries.

Unpublish a meeting summary template

When you unpublish a meeting summary template, all future meetings will use the general template for meeting summaries until you set a new template.

1. Sign in to the Zoom web portal.
2. In the navigation menu, click AI Studio then AI Companion.
3. Click the Custom meeting templates tab, then locate a template with a Published status that you want to unpublish.
4. Next to the template, click the ellipsis icon .
5. Click Unpublish, then click Unpublish to confirm.

Delete a meeting summary template

Deleting a template will remove it from availability across all levels of the account.

1. Sign in to the Zoom web portal.
2. In the navigation menu, click AI Studio then AI Companion.
3. Click the Custom meeting templates tab, then locate the template you want to delete.
4. Next to the template, click the ellipsis icon .
5. Click Delete, then click Delete to confirm.

Configure permissions for meeting summary templates

Admins can set permissions for each meeting summary template. Choose if you want to allow the entire account to use a meeting summary template or if it should only be available to specific groups of users.

1. Sign in to the Zoom web portal.
2. In the navigation menu, click AI Studio then AI Companion.
3. Click the Custom meeting templates tab, then click the template you want to modify permissions for.
4. At the top of the meeting template, click the pencil icon .
   The Edit window will open.
5. Under Who can use this?, configure usage permissions for the template. You can select the entire account or you can select one or more groups of users.