Admin Experience

Role Management

Role Management: Admins must have role-based permissions to access AI Studio

To access AI Studio within a Zoom account’s web portal, users (admins) must have a role with the sufficient AI Studio permissions. By default, only the account Owner will have access to this feature, and the default Admin role must be assigned these permissions.

To update a role with the applicable permissions, perform the following steps:

1. As a Zoom account owner or admin authorized to edit roles, navigate to the Role Management page on the web portal.

2. Click the pencil icon to the right of the role you are editing.

3. Navigate to the AI Studio subsection and define the role access as desired.

4. Repeat for any additional roles.

Accessing AI Studio

Admins with sufficient role-based permissions can access AI Studio through the Zoom web portal by clicking the AI Studio menu on the left-hand side of the screen, under the Admin subsection.

Licensing

Licensing: Granting Users Access to Custom AI Companion Features

To grant end users access to Custom AI Companion, users must be assigned a Custom AI Companion add-on license.

Account admins can also assign users Custom AI Companion licenses either through manual provisioning or through SSO, via SAML response mapping or SCIM.

Refer to Zoom’s support center for more information on manually assigning licenses, provisioning through advanced SAML response mapping, or including the SCIM 2 parameter for Custom AI Companion within their identity provider’s payload.

Knowledge Collections: Direct Data Uploads

To configure a Direct Data Upload knowledge collection, admins can extend the AI Studio menu within the Zoom web portal and click Knowledge.

Direct Data Upload Collections are top-level folders, used to contain relevant Data Sources for each relevant topic

Within the Knowledge tab, admins can create Collections, which operate as top-level folders for a given topic, subject, or group.

For example, if creating a Collection for Human Resources, this Collection would be filled with Data Sources (i.e., documents, resources) most commonly used by the Human Resources department.

Accounts are limited to a maximum of 100 Collections

Each account supports the creation of up to 100 distinct Collections, providing administrators with extensive flexibility to organize and categorize content sources according to specific business requirements and access governance needs.

Collections are customizable with unique icons, names, and descriptions

When creating a Collection, admins can customize the name, description, and icon for the collection from an emoji library.

Access to collections can be restricted on the User Group level

When creating a Collection, account admins can define who can access or use the collection by defining specific User Groups.

By default, Collections are configured to be accessible to an entire account; however, if creating a Human Resources Collection, access can be restricted to all users within the Human Resources user group.

Readers with questions about user groups are encouraged to refer to Zoom’s support center for more information.

Data Sources are the documents and artifacts that fill a Collection “folder”

After a Collection is created, admins can fill the Collection “folder” with the corresponding data sources relevant to the collection, such as PDFs, .txt, .docx, and .doc filetypes.

Each Collection supports up to 2,500 sources, while account-wide source capacity is capped at 20,000 total sources

Each individual Collection accommodates up to 2,500 Data Sources, while account-wide Data Source capacity is limited to 20,000 sources across all Collections combined.

Data Sources are limited to 50MB for each file

Currently, each Data Source must be no greater than 50MB in size.

After uploading Data Sources to a Collection, admins can test the Collection with the new data

After adding new Data Sources to a Collection, account admins can test the functionality of the Knowledge Collection by using the Test feature. Within this testing environment, admins can confirm AI Companion is able to properly reference uploaded Data Sources.

Collections must be formally published after adding new Data Sources to take effect

After adding new Data Sources to a Collection, account admins must Publish the updated Data Source collection to take effect. Failure to Publish the updated changes will result in AI Companion failing to acknowledge and utilize the new Data Sources.

Knowledge Collections: Connecting a Third-Party Index

To integrate a Third-Party Index service with Custom AI Companion, a user or admin with sufficient Zoom App Marketplace permissions, as determined by their User Role, must authorize and complete the connection with the chosen provider.

App Marketplace Integrations

Admins can use the following links to access the Third-Party Index integrations for Zoom with Amazon Q and Glean in the Zoom App Marketplace. To use this feature, your account must have the setting enabled that allows AI Companion to access your organization’s data sources.

After adding an integration, it will appear within the Knowledge list.

Custom Avatars for Zoom Clips

Account admins can enable or disable the use of avatars and custom avatars from the Zoom web portal. There are no further admin-level settings to consider for this feature.

User access to Avatars can be configured on the Account, Group, and User levels

Similar to other Zoom features, Custom AI Companion’s Avatars and Custom Avatar features can be disabled on the Account, Group, and User levels.

Admins can access these features from the Zoom Web Portal by editing the appropriate level’s Settings, selecting the AI Companion tab, and locating the Clips subsection.

Custom Dictionary

To configure a Custom Dictionary as a user or admin with sufficient AI Studio permissions, extend the AI Studio menu within the Zoom web portal and click Custom Dictionary.

Custom Dictionary supports both manual editing and CSV-based import/export

Account admins can manage their account’s custom dictionary through two methods: manual management, or via CSV import/export within AI Studio.

Manual Management

To manually add words to a custom dictionary, click the + Add manually button. Within the pop-up, enter one word on each line, separated by a breakline.

To manually delete a word from the dictionary, click the trash icon .

CSV Import/Export

To create or update a custom dictionary in bulk, upload a CSV file with all new words in a single column of the document (e.g., Column A).

Before modifying a custom dictionary via CSV, account admins are encouraged to export and save a copy before making any changes. When uploading the file, account admins will be prompted to either Add to or Replace the dictionary with the file. In the event of a mis-click, the previously-saved copy can be used as a backup.

After updating the Custom Dictionary, account admins can test to confirm the new words are recognized using a pre-recorded file or an ad-hoc recording

After adding additional words to the account’s Custom Dictionary, account admins can test the performance of Zoom AI Companion’s recognition of the new words either by uploading a pre-recorded audio file, or making an ad-hoc audio recording using the in-browser tool.

Custom Dictionary must be formally published before new words will be recognized by AI Companion

After adding new words to a Custom Dictionary, account admins must Publish the changes to take effect. Failure to Publish may result in AI Companion failing to recognize new terms. Once published, AI Companion will utilize the Custom Dictionary to improve transcription accuracy in all future meetings for users with the Custom AI Companion add-on.

Accounts are currently limited to one custom dictionary

As of the date of this document’s publication, accounts are currently limited to one custom dictionary at a time. Speak with your Zoom account team for more information.

Custom Meeting Summary Templates

The Custom Meeting Summary Templates section is where account users or admins with access to AI Studio can create custom meeting summary templates.

Admins create custom meeting summaries by entering a brief prompt, which generative AI expands into a tailored summary template based on the topic

When creating a custom meeting summary, admins enter a brief prompt describing the type of meeting—such as “Quarterly Business Review”—and generative AI uses that input to build a tailored meeting summary template. For example, the resulting structure might include sections for financial performance, goal progress, key challenges, and next steps, making it easier to capture the most relevant insights for that meeting type.

Admins can customize the list of meeting summary topics, by including topic descriptions that AI Companion will use to match content to the summary

During the custom summary creation process, admins can customize the list of summary topics by defining specific sections and adding descriptions that guide how AI Companion organizes meeting content. These descriptions help AI Companion understand what type of information to look for and include in each section. For example, if a summary topic is labeled “Project Risks” with a description like “Identify any potential risks or blockers mentioned during the meeting,” AI Companion will analyze the transcript and populate that section with relevant content. This flexibility gives organizations greater control over how meeting insights are captured and structured.

Once the topics are created, admins can test the summary templates in AI Studio

After confirming the list of summary topics, admins can test the customized meeting summary template using simulated conversational data, which is consequently processed through the template to check for quality and consistency.

Admins can also test the custom summary template using a prior Zoom meeting transcript

If desired, admins can test the template using a past Zoom meeting transcript to evaluate how it performs with real meeting content and assess the quality of the custom meeting summary template. This is especially useful for refining templates based on the types of meetings their teams regularly conduct.

After testing the template, it can be published to the entire account or a subset of User Groups

Once the template’s test is complete, it can be published to either the entire account, or a specific subset of Zoom User Groups.

Third-Party Meetings with AI Companion

This section explains how to adjust Custom AI Companion’s settings for joining third-party meetings.

Using AI Companion in Third-Party Meetings can be configured on the Account, Group, and User Levels

Similar to other Zoom features, Custom AI Companion’s ability to join Third-Party Meetings can be disabled on the Account, Group, and User levels.

Admins can access these features from the Zoom Web Portal by editing the appropriate level’s Settings, selecting the AI Companion tab, and locating the Custom AI Companion subsection.

Third-Party Skills

To integrate Third-Party Skills with Custom AI Companion, a user or admin with sufficient Zoom App Marketplace permissions, as determined by their User Role, must authorize and complete the connection with the chosen provider.

App Marketplace Integrations

Admins can search the Zoom App Marketplace for supported AI Companion integrations, such as Jira. To use this feature, your account must have the setting enabled that allows AI Companion to perform tasks in third-party apps.