Zoom is one of Berkeley’s video conferencing platforms. Zoom AI Companion features have been approved and enabled for use within Berkeley-hosted Zoom meetings, which adds the ability for Zoom to summarize meetings; tag key sections of a meeting recording; enables meeting participants to chat with Zoom’s AI to obtain details about anything that could be missed during a meeting; and adds AI features to the Zoom whiteboard. The Zoom AI Companion features currently available to Berkeley staff include:
- Meeting Summary
- Meeting Questions
- Smart Recording
- Whiteboard
Note: By default these features are turned off and must be manually turned on for use in meetings.
General Recommendations
- Complete the AI Essentials Training Course, which covers foundational AI concepts, UC policies regarding the usage of AI tools, and opportunities for application in Higher Education.
- Understand what types of information is acceptable to share to keep data secure: Zoom AI: Guidance and Best Practices
- Always inform participants prior to launching an AI feature within your meeting.
Enabling and Disabling Zoom AI Companion Features
By default Zoom AI features are turned off and must be manually turned on for use in meetings. While signed in, you can manage AI features in the Zoom Web Portal.
- Go to the AI Companion section under Settings.
- Toggle on/off the specific features you want enabled. Note that some features may be”locked by admin” and are not available to use.
- Once turned on, the Host, Alternate Host, or Co-Host can enable AI features during individual meetings.
- When AI features are enabled, meeting participants will see a blinking star icon in either the upper-right or upper-left corner of the meeting window. (The location depends upon which operating system they are using, between MacOS or Windows OS.)
- By clicking on the blinking star icon, participants can view which Zoom AI Companion features are enabled.
Zoom AI Companion Features
Meeting Summary with AI Companion
This feature provides a summary of meeting discussions in an editable document. You may view, edit, and share the summary of meetings you have hosted. While the benefits of time saved and efficiency are powerful, there are risks to be aware of, particularly if not configured thoughtfully, as recommended below.
- Example 1 – A participant complains about a supplier before the supplier joins a meeting. The comment is documented in the meeting summary and automatically sent to all meeting attendees, including the supplier, immediately after the meeting because the box to share summary ‘with all participants including those outside our organization is checked.’
- Example 2 – The AI-generated summary contains significant factual errors. The error is documented in the meeting summary and automatically sent to all attendees before being reviewed and corrected by the host. A project decision is subsequently made based on the erroneous information.
- Example 3 – A participant in a meeting would like to raise a risk or concern but decides not to for fear it will be documented in the AI meeting summary versus having the opportunity to surface and discuss in a safe setting.
Meeting Questions with AI Companion
This feature provides the host, or optionally an individual participant, with their own personal pop-up window where they can type questions regarding the current meeting, and Zoom AI Companion will provide an answer.
The Meeting Host, Alternate Host, or Co-Host can enabled / disabled In-Meeting Questions and limit access to either Only hosts, All participants only from when they join, or All participants.
Smart Recording with AI Companion
Smart Recording adds Recording Highlights, Smart Chapters, Next Steps, and/or Meeting Coach to individual meeting recordings.
It is advised that you DO NOT enable Smart Recording features for all your meeting recordings. Instead, only enable one or more of the Smart Recording features ahead of specific meetings where the additional content may add value for you or those with whom you intend to share your meeting recording – then disable the features until needed again.
Whiteboard with AI Companion
This feature uses AI to help users create content on the built-in whiteboard canvas. When using Whiteboard, you can add, modify, and extend content on the board during your meeting.
Additional Questions
For general questions about Zoom AI’s companion, contact Berkeley IT Support at zoom-help@berkeley.edu.
For questions related to information security, reach out to your local Unit Information Security Lead (UISL) or the UCB Information Security Office at security@berkeley.edu.