Zoom AI Settings Overview & Configuration

Enable and configure Zoom features for your Chico State account that use Zoom AI

Quick Links: | Prerequisites | Instructions | Troubleshooting | Next Steps |

Zoom AI offers several features that can enhance meeting efficiency and engagement, including the ability to generate meeting summaries and allow participants to ask questions in real-time. These settings are off by default for Chico State Zoom accounts. If you want to enable them, you can choose to do so.

The following are instructions for enabling Zoom AI for meetings you host using your Chico State Zoom account.

Prerequisites

• An active Chico State Zoom account.
• Access to the Chico State Zoom web portal.
• An updated Zoom Workplace application when using AI features in the desktop or mobile app.
• Host or co-host permissions when starting or managing host-controlled meeting or webinar AI features.

Some Zoom AI settings are managed centrally by Chico State. If a setting is unavailable or locked, you may not be able to change it yourself.

Chico State AI Usage Guidelines

Responsible AI Use

When using Zoom AI:

• Notify participants when AI-powered transcription, summarization, or other meeting features will be used.
• Review AI-generated information for accuracy before relying on or distributing it.
• Verify generated action items, meeting decisions, and other important information.
• Limit access to meeting summaries and recordings to appropriate recipients.
• Consider leaving automatic AI activation disabled so you can decide whether to use AI for each meeting.
• Review connected services and data sources before allowing Zoom AI to access additional content.

Step-by-Step Instructions

Enable and Configure Zoom AI

To enable or configure Zoom AI features, do the following:

1. Sign in to the Chico State Zoom web portal.
2. From the profile menu in the upper-right corner, select My Account, if prompted.
3. From the navigation menu, select Settings.
4. Open the Zoom AI tab.
5. Select any or all of the Zoom AI features to enable.

Now your Zoom AI settings are active, enabling enhanced meeting management and interaction in your Zoom-hosted sessions. These settings apply to all meetings by default. You can adjust them for individual meetings by modifying the settings within the meeting itself.

After enabling a feature, its settings will apply to eligible activities associated with your Zoom account. Some features must still be started during an individual meeting or webinar, while others can be configured to start automatically.

Settings Overview

Conversations

Show Conversational AI

Displays an AI conversation interface in Zoom Workplace or supported Zoom web applications. You can use this interface to ask questions, generate content, and interact with information from available Zoom services and authorized connected data sources.

Responses depend on the information available to your account and the permissions granted to Zoom AI. Conversation history may be retained according to the applicable retention settings.

Workflows

Allows users to create AI-powered workflows that automate multi-step tasks across supported Zoom products and connected services.

Available workflow actions depend on account permissions, licensing, and the Zoom workflow configuration. Review workflow permissions carefully before allowing automated actions such as sending messages, sharing information, or modifying files.

Meetings

Participants Can Request the Host to Start In-Meeting AI Features

Allows meeting participants to request that the host enable supported Zoom AI features during a meeting.

The host maintains control over whether requested features are activated, subject to the meeting and account settings.

Restrict Zoom AI Features and Transcription When External Users Join

Restricts supported AI and transcription features when participants outside the Chico State Zoom organization join a meeting.

External participants may include guests who are not signed in through a Chico State Zoom account. Restrictions depend on the organization's configured policies.

When appropriate, ask Chico State participants to sign in using their university Zoom account before joining.

Allow Users to Ask Questions In-Meeting with AI

Allows Zoom AI to answer questions about meeting content using speech-to-text information captured while the feature is active.

Participants can ask questions to catch up on a discussion, identify decisions, or review action items without interrupting the meeting.

Available configuration options may include:

• Auto-start when the meeting starts: Activates supported meeting-question features automatically when the meeting begins.
• All participants and invitees: Allows eligible participants and invitees to ask questions about meeting content.
• All participants only from when they join: Limits the context available to each participant to information captured after they joined.
• Participants and invitees in our organization: Restricts question access to eligible participants and invitees within the Chico State Zoom organization.
• Participants in our organization only from when they join: Limits both organizational access and the historical context available to each participant.
• Only meeting host: Restricts meeting-question access to the host.

If meeting transcription is retained and post-meeting questions are supported, authorized users may be able to ask questions about the retained information after the meeting ends.

Meeting Summary with AI

Allows meeting hosts to generate AI-powered summaries of meeting discussions, decisions, and possible action items.

Depending on the selected options, summaries may be shared after the meeting ends.

Available configuration options may include:

• Auto-start when meeting starts: Begins summary generation automatically when an eligible meeting starts.
• Send an email notification when sharing with participants: Sends an email notification when the summary is shared. An additional option may allow summary text to be included in the email.
• Restrict users from sharing summaries: Limits sharing based on the available account and administrator policies.
• Automatically share summary with: Determines which eligible users receive or can access the meeting summary.

Automatic sharing audiences may include:

• 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 our organization.

For greater control over distribution, consider sharing summaries only with the meeting host until the generated content has been reviewed.

Meeting summaries may contain inaccuracies or omit important context. Review generated summaries before sharing or using them as an official record of meeting decisions.

Meeting Summary Templates

Controls the templates available for generating meeting summaries. Templates can influence the organization and presentation of summary content.

Available templates may depend on account configuration and administrator permissions.

Set Default Meeting Summary Language

Sets the preferred language Zoom uses when generating meeting summaries.

This setting can help produce summaries in a consistent language, including when the spoken language differs from the preferred output language.

Remind Me to Turn On Zoom AI When Hosting a Meeting

Displays a reminder when you begin hosting a meeting and supported AI features have not been configured to start automatically.

This allows you to decide whether AI features should be used during each session.

Catch Up with AI When Joining Late

Displays an AI-assisted catch-up option when you join a meeting after it has started.

When meeting-question permissions allow it, you can request a summary of available discussion content that occurred before you joined.

Use Screen Share Content with OCR

Allows Zoom AI to use optical character recognition (OCR) to identify text displayed in screen-shared content.

This can provide additional context when generating AI responses or summaries.

Because the feature can process text displayed during screen sharing, do not use it when presentations or shared content contain Level 1 or Level 2 information.

Use Meeting Chat Messages

Allows Zoom AI to use supported in-meeting chat messages as additional context for generated responses and summaries.

Direct messages are excluded from this setting.

Use Full Display Names for Meeting Assets Generated by AI

Uses a participant's full display name from their Zoom profile when creating supported AI-generated meeting assets.

This may differ from a temporary display name selected for an individual meeting.

Generate Meeting Agenda with AI

Allows Zoom AI to assist with creating and organizing meeting agendas.

Depending on availability, agenda-generation options may appear when preparing or scheduling meetings.

Allow Zoom AI to Join Third-Party Meetings

Allows supported Zoom AI services to join eligible Google Meet or Microsoft Teams meetings for transcription and other permitted AI functions.

This feature requires a supported calendar connection and any necessary account permissions.

Available configuration options may include:

• Automatically join meetings on the user's calendar: Controls which eligible meetings Zoom AI may join.
• Host or participant conditions: May limit automatic joining to meetings you host or meetings you attend as a participant.
• Pre-meeting email notification: Controls whether notifications are sent to the host or other eligible invitees.

Before enabling automatic joining, consider whether all calendar meetings are appropriate for AI transcription. Do not allow Zoom AI to process restricted university information.

Meeting Coach with AI

Provides supported meeting participation metrics that may help users evaluate communication and meeting effectiveness.

Metrics may include speaking pace, filler words, talk time, and other participation indicators.

Depending on the selected permissions, meeting hosts may also receive engagement information for eligible participants.

Available restrictions may determine whether host-visible participant metrics include all participants or only participants associated with the Chico State Zoom organization.

Webinars

Allow Users to Ask Webinar Questions with AI

Allows authorized webinar participants to ask Zoom AI questions based on webinar speech-to-text information.

Depending on configuration, question access may be available during the webinar and, when retained transcripts are available, after the webinar.

Available configuration options may include:

• Auto-start when the webinar starts: Automatically activates the supported webinar-question feature.
• All participants: Allows eligible webinar participants to ask questions.
• Hosts and panelists: Limits question access to eligible hosts and panelists.
• Hosts and panelists in our organization: Limits access to eligible organizational users.
• Only webinar host, co-hosts, and alternative hosts: Restricts question access to designated webinar hosts.

Webinar Summary

Allows webinar hosts to generate AI-powered summaries of webinar discussions and content.

Summaries are made available after the webinar according to the selected sharing permissions.

Available configuration options may include:

• Turn on webinar summary automatically when webinar starts.
• Send an email notification when sharing with participants.
• Include summary text in supported email notifications.
• Restrict users from sharing summaries.
• Automatically share summaries with selected audiences.

Sharing audiences may include only the webinar host; the host, co-hosts, and panelists within the organization; or additional eligible panelists outside the organization.

Use Screen Share Content with OCR

Allows Zoom AI to recognize and process text displayed through webinar screen sharing.

Recognized text may be used as additional context when generating supported webinar AI content.

Zoom Chat

Summarize with AI

Generates summaries of supported Zoom Chat conversations, channels, and shared content.

Summaries can help users review discussions and identify important information without reading every message individually.

Availability depends on the user's permissions and supported data sources.

Compose with AI

Assists with drafting, rewriting, or refining Zoom Chat messages.

Users can request help with wording, clarity, tone, and other supported writing tasks.

Review generated messages before sending them.

Recording

Smart Recording with AI

Adds AI-generated information to supported Zoom cloud recordings.

Depending on the available configuration, Smart Recording may provide:

• Recording highlights: Identifies important moments in a recording.
• Summary and smart chapters: Generates a recording summary and organizes content into navigable chapters.
• Next steps: Identifies possible action items and follow-up tasks.
• Meeting Coach: Includes supported participation and communication metrics.

Smart Recording requires eligible recording functionality and may depend on additional account settings. Review all generated content for accuracy.

Webinars Plus and Events

Session Summary

Allows hosts to generate AI-powered summaries for supported Zoom Events or webinar sessions.

Summaries may be shared after sessions end according to the available audience and sharing settings.

Feature availability depends on the relevant Zoom Events or webinar licensing.

Whiteboard

Whiteboard Content Generation with AI

Allows users to generate, revise, and expand content within supported Zoom Whiteboard sessions.

AI-generated content may assist with brainstorming, organizing ideas, and developing visual collaboration materials.

Hub

Allow Users to Ask Questions and Create Files in Hub with AI

Allows supported AI interactions with available file content in Zoom Hub.

Depending on account permissions and product availability, users may be able to ask questions about files or generate new materials using Zoom productivity tools such as Canvas, Slides, Sheets, and Paper.

Creating files through AI requires the applicable product's AI functionality to be enabled.

Paper

Paper Content Generation and Revision with AI

Allows users to generate, edit, summarize, and revise content in Zoom Paper.

When permitted, available meeting transcripts may be used to provide context for document creation.

Sheets

Sheets Content Generation and Revision with AI

Allows users to generate, revise, organize, and analyze information in Zoom Sheets.

Available features may include:

• AI Formula: Generates, explains, and applies spreadsheet formulas using natural-language requests.
• AI Function: Uses the =AI() function to generate, summarize, categorize, or analyze supported spreadsheet data.

Meeting-summary transcripts may also be available as a source of context when permitted by account settings.

Review generated formulas and calculated results before relying on them.

Slides

Slides Content Generation and Revision with AI

Allows users to generate and revise presentation content using supported Zoom Slides AI tools.

When permitted, information from meeting-summary transcripts may be used to help create presentation materials.

Tasks

Task Creation and Management with AI

Allows Zoom AI to help create, organize, and manage tasks using available information and supported Zoom products.

Available configuration options may include:

• Automatically generate task details when creating tasks: Suggests task titles, descriptions, due dates, priorities, and completion steps.
• Automatically generate recommended actions to complete tasks: Suggests actions that may help users complete assigned work.
• Automatically generate tasks from meeting summaries: Creates tasks using information identified in meeting summaries.
• Automatically add meeting participants as task collaborators: Determines which eligible participants may be included as collaborators.
• Automatically assign tasks generated from meeting summaries to eligible collaborators: Uses AI to identify possible task owners and assignments.

Generating tasks from meeting summaries requires the relevant meeting-summary AI feature to be enabled.

Review task descriptions, assigned collaborators, due dates, and other generated information before relying on automated recommendations.