Use Zoom's AI Companion to Capture Client Call Notes

What This Does

Zoom AI Companion automatically summarizes your client kickoff calls and internal briefings, capturing key decisions, open questions, and action items — so you can be fully present in the conversation instead of furiously taking notes.

Before You Start

• You have a paid Zoom account (Pro, Business, or Enterprise) — AI Companion is not available on free plans
• Your organization has AI Companion enabled (check with your IT admin if unsure)
• You have the host or co-host role in the meeting, or the host has enabled AI for all participants

Steps

1. Enable AI Companion before the meeting

Open Zoom, go to Settings → AI Companion and make sure "Meeting Summary" is toggled on. You can also configure who receives the summary automatically.

What you should see: A toggle for Meeting Summary, with options for automatic distribution after the call.

2. Start the AI summary during the meeting

Once you're in a meeting, look for the AI Companion button in the meeting toolbar at the bottom of your screen (it looks like a sparkle/star icon). Click it and select Start Meeting Summary.

What you should see: A small banner at the top of the screen confirms the summary is running. Participants may see a notification that AI is active. Troubleshooting: If you don't see the button, ask the host to enable AI features, or check that your account plan includes AI Companion.

3. Let the meeting run normally

You don't need to do anything during the call. AI Companion listens and tracks the conversation in the background. Focus on the discussion.

4. Retrieve the summary after the call

After the meeting ends, Zoom sends the summary to your email (and optionally to other participants). You can also find it in Zoom → Meetings → Previous → select the meeting → Summary.

What you should see: A structured summary with meeting highlights, action items, and key decisions — organized by topic.

5. Copy the action items into your project tracker

Review the summary within 15 minutes while the context is fresh. Paste confirmed action items into your project tracker or send them to the client directly.

Real Example

Scenario: You have a 45-minute client kickoff call to scope a brand awareness study. The client mentions their brand priorities, timelines, past research they've done, and three specific hypotheses they want to test.

What you do: Enable AI Companion at the start and participate fully in the discussion. After the call, Zoom delivers a summary like:

• Key decisions: Survey will target adults 25-54 in the U.S.; fielding to complete before Q3 budget review
• Action items: [Your name] to send sample design proposal by Friday; client to share past wave data
• Open questions: Whether to include competitor awareness in the questionnaire

What you get: A ready-to-send meeting recap that takes 5 minutes to clean up instead of 30 minutes to write.

Tips

• Tell participants at the start that you're using AI notes — this is courteous and may be required by your firm's policy
• Add your own quick notes for context AI might miss (e.g., "client seemed hesitant about budget")
• For sensitive conversations (competitive info, pricing discussions), check your firm's AI data policy before enabling

Tool interfaces change — if AI Companion has moved, look for similar AI/meeting summary options in the Zoom toolbar or settings.