Managing Zoom Phone call summary templates with AI

Account owners and admins can integrate Zoom Phone call summaries with Custom AI Companion to create business-specific formatting for call documentation. This feature allows organizations to customize how call summaries are generated and formatted, ensuring they meet specific industry requirements, compliance needs, or business processes. The integration includes predefined templates for different call types and allows admins to manage custom dictionaries that improve transcription accuracy across all Zoom Phone communications, including call summaries, transcripts, voicemail transcriptions, and call recordings.

Requirements for managing call summary templates

• Either a Zoom Workplace license with Phone included, or a standalone Zoom Phone calling plan
• Custom AI Companion add-on
• Account owner or admin privileges
• Call summary with AI enabled
• Zoom Workplace desktop app for Windows, macOS, or Linux: 7.0.0 or higher

How to access call summary templates

1. Sign in to the Zoom web portal as an account owner or admin.
2. In the top-right corner, click your profile picture or initials, then click Admin Center.
3. In the side menu, click Product configuration then AI Studio followed by Zoom AI.
4. Click the Custom templates tab.
5. Click the Call Summary Templates tab.

How to create call summary templates

Create templates using predefined options

1. Access call summary templates.
2. Click + Create from template.
   A pop-up window will appear.
3. In the window, select from the available predefined templates:
   • General template: Recap, next steps, and summary.
   • One-on-one: Key takeaways, discussed topics, challenges, and action items.
   • Project update: Main purpose, project status, other topics, and action items.
   • Discussion: Key takeaways, discussed topics, action items.
   • Customer success: Customer information, action items.
4. Click Use this template.
   The template will appear on the screen and be available for customizing and editing.

Create templates from scratch

1. Access call summary templates.
2. Click Create from scratch.
   A pop-up window will appear.
3. In the template generator, provide a detailed prompt describing:
   • The format you want for the summary
   • Specific sections to include
   • Key information to highlight
   • Industry-specific terminology or requirements
4. Click Create template. 
   A pop-up window will appear.
5. In the window, make any necessary adjustments to the following details:
   
   • Icon: Select an icon.
   • Name: Enter a name for your template.
   • (Optional) Description: Add a description for the template.
   • Who can use this?: Select the users who can use the template.
     Note: Group members with a Custom AI Companion license can use this template.
6. Click Save. 
   The template will appear on the screen and be available for customizing and editing.

How to edit and customize existing templates

Edit existing template details

1. Access call summary templates.
2. Click a template.
3. At the top of the page, click the pencil icon .
   A pop-up window will appear.
4. In the window, enter the following details:
   • Icon: Select an icon.
   • Name: Enter a name for your template.
   • (Optional) Description: Add a description for the template.
   • Who can use this?: Select from the drop-down menu the users who can use the template.
     Note: Group members with a Custom AI Companion license can use this template.
5. (Optional) In the bottom-left corner, click Delete template to remove the template. If a confirmation window appears, click Delete.
6. After adding edits, click Save.

Customize existing templates

1. Access call summary templates.
2. Find and click the template you want to customize.
3. Modify the template content:
   • Update the formatting structure by selecting the Length.
   • In a section, click the add button to add a subsection. 
   • Click the trash icon to remove sections.
   • Click the text boxes to change the terminology and adjust the level of detail.
   • Click + Add a section to add a new section.
4. (Optional) Adjust the template settings.
5. Test and publish the call summary template.

Adjust template settings

1. Access call summary templates.
2. Find and click the template you want to customize.
3. At the top of the page, click the Settings icon .
   A panel will appear.
4. In the panel, under Collaboration, select from the following options:
   • Everyone: Everyone will have edit access.
   • Restricted: Only you and added collaborators can edit.
     • After selecting this option, add users.
       The users will appear in the Collaborators list.

How to test and publish call summary templates

1. Access call summary templates.
2. Find and click the template you want to test.
3. In the top-right corner, click Test.
   The system will generate synthetic call data to test your template.
4. Review the generated summary to ensure it meets your requirements.
5. (Optional) To the right of Sample call summary preview, click Select a call from local, then select from the following actions:
   • Click Upload call transcript, then click Generate summary.
     Note: The maximum limit is 1MB, and only JSON format is supported.
   • Click Use an AI-generated sample call.
6. If needed, click the close icon to close the test preview and return to editing the template.
7. Repeat testing until you're satisfied with the results.
8. Click Publish to make it available for use.
   Your template will be validated and ready for deployment. 
   Note: If you're not yet ready to publish the template, at the top-left corner, click the back icon to save the template as a draft.

How to manage call summary templates

Note: All your future calls will use the general template for call summaries until you set a new template if you unpublish or delete a published call summary template.

1. Access call summary templates.
2. To the right of the call summary template you want to manage, click the ellipsis , then click from the following options:
   • Unpublish: Unpublish the published call summary template. This will return the template to Draft status.
   • Delete : Delete the call summary template.
     • For published templates, enter Delete to confirm, then click Delete.
     • For unpublished templates, click Delete to confirm.

How to select summary templates for calls

Set default templates for users

Account owners and admins can set default templates for users

The selected template will be automatically applied to future call summaries for this user.