Zoom offers a range of AI-powered features designed to enhance collaboration and improve meeting efficiency. These tools can assist before, during, and after meetings, helping users stay organized and save time.
AI Features Must Be Enabled Per Meeting
AI features in Zoom, including meeting summaries, smart recordings, and email follow-ups, must be manually enabled for each meeting. These tools are not activated by default and will only function when specifically turned on by the meeting host or participant with the appropriate permissions. This being said you do have the option to enable it to start by default
AI Companion
Zoom’s AI Companion can generate concise summaries of meetings, capturing key points, decisions, and action items—eliminating the need for manual note-taking. After the meeting, participants can review what was discussed or catch up on what they missed. It also allows users to ask specific questions about the meeting content in real time or afterward (e.g., “What did we decide about the budget?”), making it easy to retrieve relevant details.
Smart Recordings
Smart Recordings use AI to analyze meeting content and automatically divide recordings into chapters based on topic changes. Key discussion points are highlighted, and next steps or action items are identified, making it easier to navigate and review specific parts of a meeting without watching the entire recording. A line-by-line transcript is also generated as part of this feature. Before using Smart Recordings or the Zoom AI Companion, consider the nature of your meeting. Exercise caution when recording meetings that may involve sensitive, privileged, or confidential information. Remember that any recordings, transcripts, or AI-generated summaries may be subject to discovery under University and State regulations.
Email Summaries
Following a meeting, Zoom’s AI Companion can generate and send automated email summaries to participants. These typically include a recap of key discussion points, decisions made, and any assigned action items. Keep in mind that these emails will come from a no-reply@zoom.us email address and contain the official Zoom Branding as seen below.
Whiteboard Content Generation
Zoom’s AI can assist with content creation on Zoom Whiteboard by generating diagrams, text, or layouts based on prompts or meeting context. This helps teams quickly set up collaborative spaces for brainstorming, planning, or outlining ideas.
Default Settings
Changing Your Settings
The settings set by default are designed to eliminate accidental sharing of public records. Please use caution while adjusting your settings
To access your settings, you will need to log into Zoom (on your web browser) and access the settings tab. From there, you can view these settings under the AI Companion section.
Responsible Use
Inform Participants
Always let attendees know when Smart Recordings or AI features (such as Zoom AI Companion) will be used. If these tools are set to start automatically, participants will see a notification when they join the meeting. Clear communication ensures transparency and respects privacy.
Public Records Compliance
Any recordings, transcripts, or AI-generated summaries may be considered public records and subject to disclosure under University and State regulations. Be sure to handle this content in accordance with the University's Records Management policies.
Protect Sensitive Information
Avoid using AI features in meetings where data such as personal, financial, or medical information might be discussed. These tools can generate transcripts and summaries that should not include sensitive content.
Use Caution with Sensitive Topics
If your meeting involves privileged, confidential, or sensitive matters—such as legal issues, personnel discussions, student records, or donor information—either avoid using AI tools or take steps to stop them:
Stop the Meeting Summary by selecting "Stop Summary" on the Zoom toolbar
Stop the Smart Recording by selecting "Stop Recording" on the Zoom toolbar
If sensitive content is accidentally recorded or summarized, the meeting host must review and redact that information before sharing.
Storage and Retention
AI-generated recordings and summaries are stored in the Zoom cloud for three years. If you need to retain materials longer than that, be sure to download them from the Recordings panel within Zoom and store them somewhere appropriate.
Review Before Sharing
Always review and edit any AI-generated summaries, transcripts, or action items before sharing. These tools may misinterpret context, omit key details, or introduce errors.
More information
See this Zoom Support Article for more information on their AI Companion
Got Questions?
Feel free to reach out to the ITS Help Desk at 850.474.2075 or helpdesk@uwf.edu