Can a virtual assistant make your meetings measurably better? If you run meetings, teach, or deliver telemedicine, this new tool can save time and cut follow-up work.
In this section you’ll see what the companion does and how simple settings help you keep data safe.
The service captures recordings, creates a clear summary, and flags action items so you spend less time writing notes. It tracks chat and whiteboard content, and it can highlight key moments from discussions.
Most modern browsers work well. Desktop users need Safari 12.0+ or recent Chrome and Firefox builds. Edge Chromium also supports current releases. Mobile devices should run the latest iOS or Android browsers.
For a quick primer on online meeting platforms and best practices, see this overview of online meeting tools. It helps you match features to your security and productivity needs.
Key Takeaways
- Smart recording and summaries save post-meeting time.
- Adjust settings to control data, privacy, and access for hosts and users.
- Use highlights and action items to keep teams accountable.
- Supports major browsers and mobile platforms for broad compatibility.
- Useful for students, professionals, and telemedicine when privacy rules are followed.
Understanding the Zoom AI Companion Guide
Use this section to see how the tool helps teachers and teams stay on task.
When you run remote office hours or group work, the system records who contributes and turns that input into shared notes. This makes follow-ups faster and keeps every meeting focused on learning goals.
The feature acts like a live teaching aide for professors at institutions such as MIT. It tracks participation and collects chat content so instructors can review student contributions with less manual work.
The host controls settings that manage recording, visibility, and how summaries are created. Proper host setup helps keep conversations productive and within privacy rules.
The tool also synthesizes group discussion from chat and creates collaborative notes. Participants get clear action items and an easy way to check what was agreed.
- Tracks participation and highlights key contributions.
- Compiles chat into concise notes and action items.
- Helps students and professionals keep projects on schedule.
For a practical list of automation tools that pair well with this workflow, see best automation tools for small business. They can extend how you manage content and follow-up tasks.
Configuring Settings for Optimal Performance
A few setting changes will ensure summaries land where you need them and protect sensitive content.
Enabling Meeting Summaries and Questions
Start at the account web portal and sign in to configure meeting settings. Visit mit.zoom.us to enable meeting summaries and questions for your account.
Turn on automatic summaries so each meeting captures a clear summary and any queued questions. Consider enabling “Use meeting chat messages” so public chat content feeds into the summary.
Customizing Access and Permissions
The host should review who can access recordings and summaries. We recommend setting “Automatically share summary with” to Only me so you can review content before distribution.
- Limit recordings and smart recording access to authorized users.
- Choose which users receive email notifications with the meeting summary.
- Use access controls to protect sensitive data and improve productivity.
| Setting | Recommended Option | Benefit |
|---|---|---|
| Automatically share summary with | Only me | Allows host review before wider distribution |
| Use meeting chat messages | Enabled | Improves accuracy of meeting summaries and questions |
| Recording access | Host only or specific users | Limits data exposure and protects sensitive content |
Configure these features carefully to balance productivity and privacy. For a broader look at related tools, see this overview of online meeting tools.
Leveraging AI Features During and After Meetings
Use built-in tools to collect questions, capture whiteboard ideas, and create concise summaries.
Real-time Meeting Questions
You can collect participant questions without stopping the flow of discussion. The Ask Meeting Questions feature logs queries and links them to the meeting timeline.
Benefit: Hosts can answer later or tag items for follow up, so no points get lost.
Whiteboard Content Generation
The whiteboard tool turns prompts into mind maps and stickies to jump-start brainstorming. You can refine generated content and pin the best ideas for the team.
Smart Recording and Summaries
After meetings end, smart recording creates a clear meeting summary with highlights and key topics. The meeting summary also lists action items and links to recordings and chat content.
- Quick recap for anyone who missed the meeting.
- Action items assigned so participants know next steps.
- Host controls access to recordings and summaries for privacy.
| Feature | When to Use | Primary Benefit |
|---|---|---|
| Ask Meeting Questions | During live discussion | Captures participant concerns without interruption |
| Whiteboard Generation | Brainstorming sessions | Produces organized ideas and visual prompts |
| Smart Recording & Summaries | After meeting ends | Provides searchable recap, highlights, and action items |
Privacy and Security Guidelines for Responsible Use
Protecting meeting content starts with clear rules about what data can be captured and who can access it.
Always assess whether topics will include FERPA data, PII, or other sensitive information before enabling automatic summaries.
Handling Sensitive Information and Data Retention
When the meeting will touch on protected data, disable the companion feature so summaries and recordings don’t capture sensitive content.
The UCR Zoom Administrator, the CISO, UCR Legal, and the Health Compliance Officer manage these settings. The system enforces a 30-day retention policy: summaries are deleted automatically after thirty days.
Clinicians must not use the meeting tool for patient care. Use the Telemedicine module inside EPIC for any clinical visit.
- Only the meeting host can retrieve summaries via the ucr.zoom.us web portal.
- Before you share a meeting summary by email, the host must review the accuracy of the content.
- Tell participants if the feature is active and be ready to turn off recording on request.
| Policy Item | Required Action | Benefit |
|---|---|---|
| Sensitive data (FERPA/PII) | Disable automatic summary and recording | Prevents unauthorized capture of protected information |
| Retention | 30-day automatic deletion | Limits exposure and reduces long-term risk |
| Telemedicine | Use EPIC Telemedicine module | Ensures HIPAA-compliant patient care |
| Access | Host-only retrieval via web portal | Controls distribution of notes and recordings |
For institutional standards and more on safe use, review this official policy summary and a broader list of related tools at recommended automation tools.
Conclusion
A concise summary and clear action items help teams turn talk into progress. Use the summary to assign owners and set deadlines so work moves forward after each meeting. Review any flagged questions and correct the content before sharing.
When you adopt these features thoughtfully, meetings become shorter and more focused. Follow privacy steps and host controls to keep sensitive material safe. Check the meeting summary for accuracy before distribution.
Explore the full range of Zoom AI Companion features to maximize value from every session. Small habit changes will make your meetings more productive and leave less follow-up work.
