Everyone - Zoom AI Companion: Meeting Summary and Attendee Consent

Purpose

This article provides CWI employees and students with clear guidance on Zoom AI Companion Meeting Summary. It explains the attendee consent experience, outlines what meeting hosts can enable, and summarizes privacy and compliance expectations when using AI Companion.

Process

What Is Zoom AI Companion?

Zoom AI Companion is an AI-powered assistant built into Zoom. When enabled by a meeting host, it can generate a written summary of the meeting that includes discussion topics, main points, and action items. The summary is created using speech-to-text data from the meeting and is delivered after the meeting ends.

AI Companion is optional. It is not active unless a meeting host turns it on.

What Features Have Been Enabled at CWI?

CWI IT has enabled the following Zoom AI Companion features:

  1. Meeting Summary using AI Companion
    When enabled by the meeting host, Zoom generates a written summary of the meeting after it ends. The summary is delivered to the host, who may review, edit, and choose whether to share it. By default, summaries are visible only to the host.

  2. Remind me to turn on AI Companion when I’m hosting a meeting
    This setting displays a reminder to hosts at the start of their meetings, prompting them to turn on AI Companion if it is not already active. This reminder is only visible to the host.

CWI has also enforced a required attendee consent warning. When AI Companion is enabled, meeting attendees must accept an agreement before they can use their microphone or camera.

Attendee Experience and Consent

When a host enables AI Companion, or when you join a meeting where it is already active, you will see a consent message explaining that AI Companion is in use.

What to expect as an attendee:

  1. You join a Zoom meeting where AI Companion is enabled.
  2. A consent prompt appears explaining that AI Companion will transcribe and summarize the meeting.
  3. To participate with audio or video, you must accept the consent message.
  4. If you do not accept, you may:
    • Ask the host to disable AI Companion.
    • Remain in the meeting without speaking or sharing video.
    • Leave the meeting.

When AI Companion is active, a visible indicator appears in the Zoom meeting interface to show that the feature is on.

Host Instructions: How to Start or Stop Meeting Summary

Desktop (Windows, macOS, Linux)

  1. Start your Zoom meeting.
  2. Select the AI Companion icon.
  3. Enable Meeting Summary.
  4. Select Start AI Companion.
  5. Participants are notified that AI Companion is active.

To stop Meeting Summary:

  • Open the AI Companion panel and turn off Meeting Summary, or
  • Select Stop AI Companion to disable all AI features.

Mobile (iOS and Android)

  1. Start a Zoom meeting from the mobile app.
  2. Tap the AI Companion icon.
  3. Turn on Meeting Summary.
  4. Tap Start AI Companion.

To stop, tap the AI Companion icon again and turn the feature off.

Zoom Rooms

  1. Start the meeting.
  2. Tap More, then tap Start Summary.
  3. To stop, tap More, then Stop Summary.

After the Meeting Ends

  • The meeting summary is generated after the meeting ends.
  • The host can review, edit, share, or delete the summary.
  • By default, summaries are only visible to the host unless shared.
  • AI-generated summaries and transcripts may be subject to institutional retention, public records requests, or legal discovery.

Privacy, Security, and Compliance

Zoom AI Companion has been reviewed and identified as compliant with all CWI requirements and standards. Use of this feature is subject to CW 110 – Safe & Ethical Adoption of Artificial Intelligence, which establishes expectations for responsible and transparent AI use at CWI.

Key points to remember:

  • Zoom does not use meeting content to train AI models.
  • Meeting hosts control whether AI Companion is enabled and whether summaries are shared.
  • Attendee consent is required before audio or video participation when AI Companion is active.
  • Avoid discussing sensitive or confidential information when AI Companion is enabled.
  • Employees may not use AI tools or bots to attend meetings in their place.

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