See the AI and Tufts Virtual Meetings at Tufts page for more information about best practices for AI and virtual conferences.

Similar to recording, attendees (including participants joining late) must be notified that an AI tool is being used in the meeting. Once notice is given, attendees can opt-out of the meeting or request that the AI tool be turned off.

Indicators will appear in the Zoom meeting window when AI Companion features are active.

Note: Virtual meetings subject to HIPAA compliance should be done in the Tufts HIPAA Zoom service, which does NOT allow cloud recording or Zoom AI Companion features.

1. Visit the Tufts Zoom website and log in with your Tufts credentials.
2. Select Settings in the lefthand menu.
3. Make sure the AI Companion tab is selected toward the top of the page.
4. The following settings are available:
   • Meeting summary with AI Companion – To enable, click the toggle switch to the ON position. Once enabled, additional settings are available.
     • (Optional) Turn on meeting summary automatically when meeting starts – If this box is checked, Zoom AI Companion will automatically generate summaries for your scheduled meetings. Otherwise, you can manually enable meeting summary after your meeting begins.
     • (Optional) Automatically share summary with – To enhance privacy and prevent the spread of misinformation, we recommend that the “Only me (meeting host)” option is selected. Meeting summaries can be shared manually after a meeting, but should be reviewed for accuracy and completeness beforehand.
   • Smart recording with AI Companion – To enable, click the toggle switch to the ON position. Once enabled, additional settings are available that allow you to manage whether recording highlights, smart chapters, next steps, and/or meeting coach data are generated.

• Uses generative AI to produce a quick recap, next steps, and fuller summary of a meeting.
• Managed during meeting by host and co-hosts.
  • Attendees can request that it be turned on/off.
• Available to the owner of the meeting from the Tufts Zoom website after the meeting ends and the transcript has been processed.
• Can be shared, edited and deleted.
• Automatically moved to Trash after 730 days.

Example meeting summary:

If the “Meeting summary with AI Companion” feature is enabled on your account, you can manually turn it on during your meetings by clicking on the AI Companion option in the meeting toolbar. Meeting Summary will begin and a panel will open with options.

Once AI Companion is enabled, you’ll see a pulsing AI Companion icon toward the top right of the meeting window.

In the AI Companion Settings panel, you can manage who the meeting summary will be sent to. It is recommended that you select "only meeting host." You can also turn meeting summary off by turning off the toggle switch. In the confirmation window that opens, decide if you want to delete the meeting assets, then click Stop.

1. Visit the Tufts Zoom website and log in with your Tufts credentials.
2. Click on Meeting Summary in the lefthand menu.
3. Click on an available meeting to view the AI-generated content.
4. Once the meeting summary loads, you can share, edit, or delete the content. (Note: Deleted summaries go into the Trash folder and live there for 30 days before being permanently deleted automatically. They can be manually recovered from the Trash during that 30-day period.)

Deleted meeting summaries go to the Trash folder and stay there for 30 days before being permanently deleted automatically. During that 30-day period, they can be recovered from the Trash or manually deleted forever.

1. Visit the Tufts Zoom website and log in with your Tufts credentials.
2. Click on Meeting Summary in the lefthand menu.
3. Click into the Trash tab toward the top of the page.
4. Check the box next to the recording(s) you want to manage and select Restore or Delete forever.

• Uses generative AI to produce a summary, smart chapters, next steps, and meeting coach data, in addition to the audio/video recording and normal transcript.
• Managed during meeting by host and co-hosts.
  • Attendees can request that it be turned on/off.
• Available to the owner of the meeting from the Tufts Zoom website after the meeting ends and the transcript has been processed.
• Can be shared, edited and deleted.
• Automatically moved to Trash after 730 days.

Example smart recording:

By default, only hosts and co-hosts can manage cloud recordings during a meeting.

1. In the bottom toolbar, select Record and then Record to the cloud.
2. Zoom will play a recorded message and indicators will appear on the screen to let people know that recording is in progress.
   Clicking on the AI Companion icon will also indicate that smart recording is in progress
3. If necessary, you can pause or stop the recording from the bottom toolbar.

1. Visit the Tufts Zoom website and log in with your Tufts credentials.
2. Click on Recordings & Transcripts in the lefthand menu.
3. Click on an available recording.
4. A recording details page will appear. From here, you can share, download, or delete recordings. (Note: Deleted recordings go into the Trash folder and live there for 30 days before being permanently deleted automatically. They can be manually recovered from the Trash during that 30-day period.)
5. Click on the recording to open up the details page.
6. When the details page loads, you’ll see options to view, download, share, and delete recording content. Click on the video thumbnail to view the recording and any available AI-generated content.
7. The playback window will appear similar to what is shown below. Depending on what AI Companion Smart Recording features you have enabled, you may see content related.
8. To edit the transcript or any of the AI-generated content, hover your mouse over it and click on the Edit option. Save your changes when you’re done.

Deleted smart recordings end up in the Trash and can be managed from there like normal cloud recordings. To learn more, visit the page on Zoom Recordings.