UW-Madison Zoom Workplace - Invite Zoom AI (formerly AI Companion) to Join Third-Party Meetings
Invite Zoom AI (formerly Zoom AI Companion) to join meetings on third-party platforms such as Microsoft Teams and Google Meet. Zoom AI will join as a guest, generate a meeting summary, and email you a link to the summary. This is a great alternative to unapproved third-party AI note taking apps such as Fireflies, Otter.ai, Read.ai, and more.
Data Privacy: Zoom does not use your data to train their products or its third-party artificial intelligence models. Your data is protected by Zoom's terms of service and a BAA when using your UW-Madison Zoom account.
Approved Data Types:
- Standard Zoom: Public, internal and sensitive data.
- Secure Zoom: Also approved for restricted and HIPAA health data.
Topics
- Features
- Enable Zoom AI to join
- Invite Zoom AI to Microsoft Teams or Google Meet
- Privacy and transparency
- View Zoom AI in a Microsoft Teams meeting
- Remove Zoom AI from a meeting
- Find your meeting summary
- Troubleshooting
Features
- Automatic note-taking: Acts as a dedicated note-taker so you can focus on the conversation.
- Transcription: Captures a full, running transcript of the meeting conversation.
- Summarization: Generates a concise summary of the key topics, action items, and important decisions.
Note: In-meeting questions are not supported on third-party platforms. This is for meeting summaries only.
Enable Zoom AI to join third-party meetings
1. Log in to https://uwmadison.zoom.us with your NetID credentials.
2. Select Settings in the left menu.
3. Configure the following settings:
-
Mail & Calendar tab: Connect your Office 365 calendar to your UW-Madison Zoom account. (Note: Most Zoom accounts already have the Office 365 calendar connection. Follow these steps to confirm or add your calendar if it is not connected.)
- Select the Mail & Calendar tab
- Click on Configure Calendar and Contacts Service.
- Select Office 365 and select Next.
- Choose your preferred settings and click Authorize.
-
Zoom AI tab: Enable the Show conversational AI setting.
-
Zoom AI tab: Enable the Allow Zoom AI to join third-party meetings setting.
Invite Zoom AI to Microsoft Teams or Google Meet
When Zoom AI is invited to a meeting, it will join with you or on your behalf when the meeting starts. When it joins on your behalf, you do not need to attend the meeting. It will continue to create a meeting summary and email your netid@wisc.edu account a link to the meeting summary without your attendance.
Select which meetings to invite Zoom AI
Option 1: Manually invite Zoom AI (Recommended)
Select this option if you want Zoom AI to join specific Microsoft Teams or Google Meet meetings. There are two locations where you can invite Zoom AI to your meetings: Zoom Desktop Home page and Zoom Desktop Calendar app.
Option 1: Zoom Desktop Home page
- Open the Zoom Desktop App.
- A list of meetings will be listed on the homepage.
- Note: If your meetings are not listed, view the troubleshooting tips below.
- Select the meeting you want Zoom AI to join.
- In the meeting card, click the Ask AI button.
- Note: There might be a slight delay before the "Invite Zoom AI" option appears.
- Toggle the Invite Zoom AI option.
- Note: If you do not see the option to invite Zoom AI after waiting a few seconds, view the troubleshooting tips below.
Option 2: Zoom Desktop Calendar App
- Open the Zoom Desktop App.
- In the left menu, click the Calendar tab.
- Select the meeting you want Zoom AI to join.
- In the meeting card, click the Ask AI button.
- Click the Invite Zoom AI toggle.
- Zoom AI will join selected Microsoft Teams or Google Meet meetings as a guest.
Option 2: Automatically invite Zoom AI
Choose this option if you want Zoom AI to automatically join Microsoft Teams or Google Meet meetings.
- Log in to https://uwmadison.zoom.us with your NetID credentials
- Select Settings and select the Zoom AI tab.
- Find the Allow Zoom AI to join third-party meetings setting and toggle the button.
- Select the Automatically join meetings on user's calendar setting.
- Select which meetings Zoom AI should automatically join.
- All events with a video conference links (not recommended): Zoom AI will auto join every meeting you host and are invited to.
- Meetings where I am the host (recommended): Zoom AI will only auto join meetings you host. This option reduces the risk of Zoom AI accidentally joining every meeting.
- Meetings where I am the participant: Zoom AI will only auto join meetings you are invited to, not meetings you host.
- Zoom AI will automatically join your Microsoft Teams or Google Meet meetings as a guest.
Privacy and transparency
- Attendees should inform the host if they plan to invite an AI note-taking bot.
- Pre-meeting email notifications provide advance notice. Enabling this setting at least 15 minutes before the meeting is scheduled.
- Zoom AI makes its presence known to attendees during a meeting.
View Zoom AI in a Microsoft Teams meeting
Zoom AI joins Microsoft Teams meetings as an unverified guest. Multiple Zoom AI note-takers can attend a meeting. It will appear as "Zoom AI for [NAME]" (e.g., Zoom AI for Chris).
Microsoft Teams waiting room
Microsoft Teams chat
A few minutes after joining, Zoom AI will post a message in the meeting chat acknowledging its presence and stating it is transcribing the meeting.
Microsoft Teams video
The Zoom AI video tile will be off, but the Zoom AI logo will be visible and will display a message stating it is transcribing.
Remove Zoom AI from a meeting
If you accidentally allow Zoom AI to join a Microsoft Teams or Google Meet meeting, you can remove the note-taker by following these steps.
1. Microsoft Teams
Remove a participant during a meeting (Organizer, Co-organizer, and Presenter only)
- Click the People tab in the top menu.
- Hover over the name of the participant you'd like to remove and click on the three dots.
- Click on Remove from meeting.
2. Google Meet - Remove a Participant
Find your meeting summary
Once the meeting is over, a meeting summary will be emailed to the attendee's netid@wisc.edu email account and saved in the netid@wisc.edu UW-Madison Zoom account. If a service account is used, the email notification and meeting summary will be available for that account. Learn how to access a Zoom AI meeting summary.
Retention period: Meeting summaries will be saved for up to 150 days.
Troubleshooting
My meetings are not appearing in the Zoom desktop app.
- Verify you are logged in to the correct account by clicking on your initials in the top right corner of the app. Sign out/sign in to the correct account, if needed.
- Verify your UW-Madison Office 365 account calendar is connected to your UW-Madison Zoom account.
I don't see an option to invite Zoom AI. Why?
The following are common reasons why the Zoom AI toggle is missing:
1. The wrong email address was invited. The account that was invited and the account that attends a meeting needs to match.
| Scenarios | Zoom account invited to a Microsoft Teams meeting | Zoom account joining a Microsoft Teams meeting | Will Zoom AI join? |
| 1. NetID only (Recommended) | netid@wisc.edu | netid@wisc.edu | Yes |
| 2. Service accounts (Caution) | bucky@department.wisc.edu | bucky@department.wisc.edu | Maybe. If the service account is Zoom enabled, this will work. If it is not, it will not work. |
| 3. Mixed email addresses (Avoid) | bucky@department.wisc.edu | netid@wisc.edu | No |
| 4. Distribution lists (Avoid) | netid@wisc.edu | No |
2. The following settings are not enabled:
- Office 365 calendar integration
- Show conversational AI
- Allow Zoom AI to join third-party meetings
3. The selected meeting is not third-party (e.g., Microsoft Teams or Google Meet). If the selected meeting is a Zoom meeting, the option will not appear because Zoom AI is already a native feature.
4. The calendar event passed.
If you still need support, please contact the DoIT Help Desk.