Features

• Transcription: Captures a full, running transcript of the conversation.
• Summarization: Generates a concise summary of the key topics, action items, and important decisions.
• Note-Taker: Acts as a dedicated note-taker so you can focus on the conversation.

Note: This feature is for post-meeting summaries. It does not support in-meeting questions such as "catch me up"in  third-party platforms.

How to enable this setting 

Prerequisite: Your UW-Madison Zoom account needs to be connected to your UW-Madison Office 365 calendar before you can use this feature. 

1. Log in to https://uwmadison.zoom.us.
2. Enter your NetID credentials.
3. Select Profile.
4. Scroll to the bottom of the page and look for the Other section.
5. Select Configure Calendar and Contacts Service.
6. Select Office 365 and select Next.
7. Select Authorize .

Enable AI Companion to join third-party meetings

1. Log in to https://uwmadison.zoom.us.
2. Go to Settings .
3. Select the AI Companion tab .
4. Select Allow AI Companion to join third-party meetings.

How to use the setting

You have two ways to invite the AI Companion to your meeting - Manual or Automatic. 

Option 1: Manually Invite on a per-meeting basis (Recommended)

Use this method if you want AI Companion to join specific meetings. 

1. Open the Zoom Desktop App.
2. Meetings should appear on the homepage. 
3. Find the meeting you want AI Companion to join.
4. On the meeting card, click on the AI Companion button .
5. Enable the Invite AI Companion option.

Option 2: Automatically Join 

You can set AI Companion to automatically join all meetings on your calendar that have a Teams or Google Meet link.

1. Go to https://uwmadison.zoom.us .
2. Select Settings then select the AI Companion tab.
3. Find the Allow AI Companion to join third-party meetings setting and toggle the button.
4. Check the box for Automatically join meetings on my calendar.
5. Select which meetings should AI Companion should join. 
   • Recommendation: Select the "Meetings where I am the host" to reduce the risk of AI Companion accidentally joining every meeting.
6. Zoom AI Companion will now automatically join your third-party meetings as a guest.

What You and Other Participants Will See

Zoom AI Companion joins the meeting as an authenticated guest. Multiple note takers can participate in the meeting. It will appear in the participant list with a name such as "Zoom AI Companion for [NAME]" (ex: "Zoom AI Companion for Chris").

MS Teams waiting room example: 

A few minutes after joining, the AI Companion will automatically post a message in the meeting chat stating that it is a bot and it is transcribing the meeting.

MS Teams chat example:

Its video tile will be off, but it will display a clear message stating "Transcribing" and show the Zoom AI Companion logo.

MS Teams tile example:

Privacy & Transparency

All participants will be aware that an AI bot is present and transcribing. It is good practice to inform participants at the start of the meeting that you are using an AI assistant to generate a summary. 

We recommend enabling the Pre-meeting email notification setting at least 15 minutes before the meeting is scheduled to automatically notify attendees that the AI Companion will join the meeting. If this is enabled sooner, the email notification may not be sent. 

If you accidentally allow AI Companion to join an MS Teams or Google Meet meeting, you can still remove the note taker by following these steps:

• MS Teams - Remove a Participant
• Google Meet - Remove a Participant

Where to Find Your Summary After the Meeting

Once the meeting is over, the individual who invited the Zoom AI Companion to their meeting will receive a meeting summary in their UW-Madison Zoom account. Learn how to access a Zoom AI Companion meeting summary.

Retention period: Meeting summaries will be saved for up to 150 days.