Meeting Summary with Zoom AI Companion

EPFL does not recommend using AI Companion features, even though the use of AI Companion is covered by the Data Processing Addendum (DPA) concluded between Zoom and EPFL, and EPFL benefits from hosting on the Zoom EU cluster. Indeed, for AI Companion features that use third-party AI model providers, Zoom shares relevant data with these third parties when you use the feature. For example, if you use the meeting summary to create an AI-generated summary, the meeting transcript will be sent to the appropriate model to provide the service.

Learn more about How Zoom AI Companion features handle your data.

• Disable meeting summary for meetings containing personal, sensitive, or confidential information.
• Inform participants before enabling meeting summary (transparency + consent).
• Review and correct the summary before distribution: AI may misinterpret a statement, confuse names, or omit an important detail.
• Use clear formats: announcing a clear agenda helps AI produce a better summary (points of order, decisions, assigned actions).
• Limit the distribution of summaries to strictly relevant people (do not automatically share them in Slack, Teams, or by email to large groups).
• Delete summaries and transcripts as soon as they are no longer needed.

1. Sign in to the EPFL Zoom web portal.
2. In the navigation menu, click Settings.
3. Click on the AI ​​Companion tab.
4. Enable Meeting Summary with AI Companion.
5. Customize features with individual settings according to your preferences:
   
   • Turn on meeting summary automatically when meetings start.
   • Send an email notification when sharing with users.
   • Restrict me from sharing summaries to those outside of our organization.
   • Automatically share summary with:

     • Only me (meeting host)
     • Only meeting host, co-hosts, and alternative hosts
     • Only me (meeting host) and meeting invitees in our organization
     • All meeting invitees including those outside of our organization
6. Enable Meeting Summary Templates to select a meeting summary template for your meetings. After the meeting, the summary will be generated in the new template.
   
   

You can start or stop Meeting Summary through the in-meeting controls for meetings you host. Meeting Summary only begins when the host or co-host clicks Start summary.

• Only the meeting host and co-host can start or stop the meeting summary through the in-meeting controls.

Users can also adjust their settings to have Meeting Summary start as soon as the meeting launches.

• This does not require the host to be present, as Meeting Summary generation will begin as soon as someone starts your meeting.

Start Meeting Summary as the host (Prerequisite: Meeting Summary enabled):

1. Start a meeting from the Zoom desktop app.
2. On the in-meeting controls, click AI Companion . The meeting summary will begin to be generated, and participants will see a notification informing them that Meeting Summary is active. (the logo will flash in the top right corner of the meeting window).
   Note: All other AI Companion features are disabled by default at the admin level and can not be enabled.
3. To select who will receive the summary after the meeting, click the AI ​​Companion button.
4. To stop summary generation, click the flash AI Companion logo, then Stop AI Companion.
   Note: Starting and stopping the summary will still result in a meeting summary of the discussion while the feature was enabled.

After the meeting has ended, the summary will be finalized and sent out.

For participants:

1. A participant cannot launch Meeting Summary; this function is reserved for the host.
2. Pour demander une synthèse de la réunion en tant que participant, cliquez sur le bouton AI Companion dans la barre des contrôles de la réunion.
3. All participants will be notified that synthesis has been activated.
4. Once generated, the summary is automatically sent to the host and can be shared with other participants depending on the meeting settings.
   Note: Participants must be signed in to their Zoom account during the meeting to receive the summary automatically.

If the host enables sharing, meeting participants can access the summary through email and Zoom Team Chat. Anyone who receives the meeting summary may save and share it with apps and others. The account owner can access the meeting summary.

To access the summary via Team Chat, please visit “Using Meeting Summary with AI Companion” web page.

View email summary:

Once a meeting summary is available, a copy of it is provided through email. If continuous meeting chat is disabled for the meeting with the corresponding meeting summary, the summary is only shared this way.

1. Access your email inbox.
2. Select the email with the same subject as the meeting topic to view the summary.
3. (Optional) In the body of the email, click Edit Summary Here.
   You will be prompted to sign in to your Zoom account (if you are not already) to continue editing the summary through the web portal.
   Note: Only the host has the Edit Summary Here option.

Note:

• Unauthenticated users will not receive an email summary, as no email address was associated with their presence in the meeting.
• Participants joining the meeting ad hoc (through the in-meeting contact invitation or sharing the join link) will not receive the summary, as they were not on the original invitee list.

The Meeting Summary with AI Companion page allows you to view, edit, and share the summaries of meetings you hosted.

1. Sign in to the EPFL Zoom web portal.
2. In the navigation menu, click Summaries.
3. In the My Summaries tab, select from the list to access the meeting summary. Alternatively, enter a meeting topic or ID, or select a date range to search for a specific meeting summary to be displayed.
   Choose from the following options:
   
   • Share : Send the summary through email. You will be prompted to enter one or more email addresses or contact names, then click Share.
   • Edit : Modify the summary and then click Save.
   • Delete : Delete the summary.
     Note: The deleted summary will be moved to the Recycle Bin. To permanently delete it, you must also delete it from the Recycle Bin.

No: The summary provides a summary and actions. The transcription (if enabled) is a separate item.

Yes: The host can decide not to start the summary for a given meeting, even if the feature is enabled at the account level.

By default, the summary is sent to the host; depending on the settings, it can be automatically shared via email with co-hosts, alternate hosts, internal participants, and external guests.

Check and adjust the sharing settings in Settings → AI Companion → Automatically share summary with or directly during the meeting.

Meeting summary with AI Companion has the following limitations:

• If you do not set your pronouns or choose not to communicate them during the meeting, the pronouns chosen by the Language Model (LLM) will be used instead to refer to you.
• Meeting summary with AI Companion is not available in breakout rooms.

The meeting summary allows you to summarize meeting discussions in multiple languages. If multiple languages ​​are used during the meeting, the summary generated will be provided in the language used by the majority of participants, or in the language spoken by the host if there is no clear majority.

For conversations in languages ​​other than English, please visit “Using Meeting Summary with AI Companion” web page.

Please use this text in calendar invitations:

“This meeting uses Zoom AI Companion to generate an automatic summary. If you have any objections or are sharing sensitive information, please indicate this before the meeting starts. Summaries may be shared according to the organizer’s settings.”

No, Zoom does not use customer audio, video, chat, screen sharing, attachments, or other communication-type content (such as poll results, whiteboards, and reactions) to train Zoom or third-party AI models.

Please see the page”Using Meeting Summary with AI Companion” on the Zoom website.