UW-Madison Zoom Workplace - Invite Zoom AI Companion to Join Third-Party Meetings
Invite Zoom AI Companion to join meetings on third-party platforms such as Microsoft Teams and Google Meet. AI Companion will join as a guest, generate a meeting summary, and email you the summary. This is a great alternative to unapproved third-party AI note taking apps such as Fireflies, Otter.ai, Read.ai, and more.
Features
- 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-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.
Prerequisite
Your UW-Madison Zoom account needs to be connected to your UW-Madison Office 365 calendar before you can use this feature.
- Log in to https://uwmadison.zoom.us.
- Enter your NetID credentials.
- Select Settings in the left menu.
- 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.
Enable AI Companion to join third-party meetings
- Log in to https://uwmadison.zoom.us.
- Select Settings in the left menu.
- Select the AI Companion tab.
- Select Allow AI Companion to join third-party meetings.
- Note: Don't select the "automatically join meetings" setting if you'd like to manually invite AI Companion to your meetings using the Zoom desktop app.
Decide which meetings to invite AI Companion
When AI Companion 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 and email you a meeting summary without your attendance.
You have two options for inviting AI Companion to your meetings: Manually and Automatically.
Manually invite AI Companion (Recommended)
Choose this option if you want AI Companion to join specific MS Teams or Google Meet meetings.
- Open the Zoom Desktop App.
- Meetings should appear on the homepage.
- If you don't see meetings, verify you are logged in to the correct account by clicking on your initials in the top right corner of the app. If needed, sign out/sign in to the correct account.
- Find the meeting you'd like to invite AI Companion.
- On the meeting card, click the AI Companion button .
- Enable the Invite AI Companion option.
- Note: Meetings that invite a distribution list (ex: buckymeetings@g-groups.wisc.edu) instead of individuals (ex: bucky@wisc.edu) will not have the option to invite AI Companion.
Automatically invite AI Companion
Choose this option if you want AI Companion to automatically join Microsoft Teams or Google Meet meetings.
- Go to https://uwmadison.zoom.us .
- Select Settings then select the AI Companion tab.
- Find the Allow AI Companion to join third-party meetings setting and toggle the button.
- Check the box for Automatically join meetings on my calendar.
- Select which meetings AI Companion should automatically join.
- All events with a video conference links (not recommended): AI Companion will auto join every meeting you are invited to including meetings that invite a group (ex: buckyclub@g-group.wisc.edu).
- Meetings where I am the host (recommended): AI Companion will only auto join meetings you host. This option reduces the risk of AI Companion accidentally joining every meeting.
- Meetings where I am the participant: AI Companion will auto join meetings you are individually (ex: Bucky Badger) invited to. If you're invited to a meeting as part of a distribution list (ex: buckyclub@g-group.wisc.edu), AI Companion will not join.
- Zoom AI Companion will now automatically join your MS Teams or Google Meet meetings as a guest.
View what attendees will see
Zoom AI Companion joins the meeting as an authenticated guest. Multiple AI Companion 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
Attendees should inform the host if they plan to invite an AI note-taking bot. When AI Companion joins a meeting, all participants will be aware that it is present and transcribing.
Notify the host and attendees in advance
Zoom offers users the option to send Pre-meeting email notifications when inviting AI Companion to join an MS Teams or Google Meet meeting. We recommend enabling this setting at least 15 minutes before the meeting is scheduled. If it is enabled sooner, the email notification may not be sent.
Remove AI Companion from a meeting
If you accidentally allow AI Companion to join an MS Teams or Google Meet meeting, you can remove the note taker by following these steps:
1. MS 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, 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.