Features and Architecture

Custom Meeting Summary Templates

Custom Meeting Summary Templates: Summaries designed for the discussion at hand

Zoom’s Custom Meeting Summary Templates allow account admins to tailor meeting summaries to fit different needs and audiences. Instead of relying on a standard format, organizations can create templates that highlight the most relevant details for specific use cases.

For example, a Customer Success team could implement a Customer Experience Review Summary template that automatically organizes discussions around key performance metrics including Customer Satisfaction (CSAT) scores, Net Promoter Score (NPS) trends, Customer Retention Rate analysis, and churn risk indicators. This template could structure summaries to capture quarterly performance comparisons, identify emerging satisfaction patterns, highlight successful retention strategies, and document action items for addressing customer experience gaps.

Custom Meeting Summary Templates Architecture

The following diagram outlines typical dataflows for Custom AI Companion’s Custom Meeting Summary Templates under Zoom’s federated approach.

Custom Dictionary

Custom Dictionary: Provide AI Companion with your business’s or industry’s language and jargon for better transcripts

Custom Dictionary enhances AI Companion's ability to recognize and incorporate your organization's specialized terms, industry jargon, and acronyms, resulting in more accurate and contextually relevant meeting transcripts and summaries.

When utilized, Zoom’s live transcription service will reference the account’s Custom Dictionary during the live transcription process, resulting in more accurate meeting transcripts and summaries.

This feature is especially beneficial for industries that rely on specialized language, such as healthcare, finance, or manufacturing sectors, where precision in communication is crucial. A Custom Dictionary is designed to help AI Companion adopt the unique vocabulary of the organization, improving the relevance and quality of AI-generated responses.

For example, imagine a legal team using AI Companion to generate a meeting summary from a strategy session where one attorney says, “We need to prepare a memorandum regarding the Daubert standard and its applicability in this tort case.” Without a legal custom dictionary in place, it can be difficult to accurately identify uncommon words like “Daubert,” potentially rendering it as “Dahlberg” or “dog bird,” which could lead to confusion or misinterpretation. However, with a domain-specific dictionary that defines terms like “Daubert,” “tort,” and “voir dire,” AI Companion is better equipped to recognize and transcribe specialized language.

Custom Dictionary supports up to 1000 unique words in English

Organizations can currently incorporate up to 1000 specialized terms into their Custom Dictionary for English-language meetings.

Custom Dictionary Architecture

The following diagram outlines a typical dataflow for a Custom Dictionary applied to a meeting’s transcript to generate a meeting summary under Zoom’s federated approach.

Custom Avatars

Custom Avatars: Bring your scripts to life with dynamic AI avatars

Custom AI Companion’s Custom Avatars feature enables users to create a personalized virtual avatar using their recorded video and voice, or select from a list of pre-provided avatars. Once an avatar is selected or generated, users can upload a script that is transformed into a Zoom Clip, with the avatar narrating the content in a natural voice and, if applicable, the user’s likeness.

This feature is especially useful for businesses looking to scale video production efficiently, allowing users to create training materials, lessons, and presentations with just a transcript—reducing production time while maintaining quality, personalized video content.

For example, a compliance officer may need to remind employees of quarterly training requirements. Rather than recording a new message or sending another lengthy email, they use their custom avatar to generate a brief, direct video reminder from a script—quickly reinforcing the message while keeping communication efficient and repeatable.

Custom avatars also support multiple languages, enabling users to upload a script in any supported language and generate output in the same language, or produce a copy in an alternative language. For example, if a user records their custom avatar likeness in English, they can upload a script in Spanish or Russian and will receive a clip spoken in the corresponding language that reflects their authentic voice. Alternatively, a user can upload a script in English, and also receive copies of the clip in Spanish or Russian. The current list of supported languages includes:

Users with a Custom AI Companion license are allotted six minutes of custom clips a month and refreshes on their account’s monthly billing date

Users with a Custom AI Companion license are allotted up to six minutes of Custom Avatar Clip generation each month. This allocation resets on each account’s monthly billing date, so if an account’s billing date falls on the 15th, users who generate their allotment of clips on or before the 14th will receive a refreshed allotment the following date.

Additional Custom Avatar Clip time can be purchased with an add-on

Customers interested in granting certain users more than six minutes of clip generation time per month may purchase an add-on for additional clip generation time. For more information on this add-on, speak with your Zoom account team.

Custom Avatar Architecture

The following diagrams outline typical dataflows for using Custom AI Companion’s Custom Avatars feature under Zoom’s federated model.

Avatar Creation

The following diagram outlines the process for creating a custom avatar without generating a clip.

Clip Creation

The following diagram outlines the process for creating a clip using a pre-existing avatar.

Knowledge Bases

Knowledge Bases: Enable AI Companion to access and reference organizational content

Knowledge Bases empower organizations to connect internal documents, resources, and/or existing search infrastructure (e.g., a third-party solution with indexing capabilities) to Zoom AI Companion, enabling it to generate more contextually relevant responses. Custom AI Companion supports connecting these knowledge sources through the following methods:

1. Direct Data Uploads: Upload documents directly in AI Studio.

2. Third-Party Cloud Storage: Connect Zoom AI Companion to supported cloud storage providers such as Google Drive or OneDrive. Access to connected resources can be configured using user account mapping based on the third-party platform’s built-in permissions, or through Zoom User Groups.

3. Web Sync: Link publicly accessible web pages (e.g., help centers, knowledge bases) to Zoom AI Companion through a sitemap, link discovery, or URL upload list.

4. Third-Party Index Connections: Integrate with third-party indexing platforms—such as Amazon Q or Glean—to allow Zoom AI Companion to retrieve and reference content from a wide range of enterprise data sources (e.g., Dropbox, Google Drive, SharePoint, Jira, Salesforce, etc.) through those external systems.

When using any of these methods, organizations can leverage resources like internal documents, knowledge bases, product information, and proprietary content to help AI Companion generate responses that better reflect organizational knowledge and help maintain consistency across communications.

For example, when a user asks, "What company holidays do we have off this year?" or "What's our competitive positioning against Vendor X?", AI Companion can either search through uploaded company documents to provide detailed responses or query connected resources to retrieve relevant matches and contextual explanations with source material references, depending on the organization's chosen approach.

Refer to Zoom’s support center for more information on creating Knowledge Bases within AI Studio.

What’s the big difference between these connection methods?

That’s a great question! In short:

• Direct Data Uploads allow admins to directly upload documents into Zoom.

• Web Sync lets AI Companion index and retrieve information from your organization’s publicly accessible websites.

• Third-Party Cloud Storage connects AI Companion directly to your cloud-storage providers (e.g., Google Drive, OneDrive) for seamless document retrieval.

• Third-Party Index Connections empower AI Companion to query your existing indexing platforms in real-time, covering a wide range of enterprise data sources in one search.

The following examples provide additional context for understanding this nuance.

Knowledge Base Architecture

The following diagrams outline typical data flows for Knowledge Bases with Custom AI Companion under Zoom’s federated approach.

Direct Data Uploads

Web Sync

Third-Party Cloud Storage

Third-Party Index

Third-Party Apps

Third-Party Apps: Empower AI Companion to execute tasks across external platforms

Zoom’s Custom AI Companion supports integrations with third-party applications, enabling AI Companion to actively perform work on users' behalf across external systems without requiring platform switching or manual intervention. Through intelligent automation capabilities, AI Companion can execute comprehensive workflows—such as creating, reading, updating, deleting, and searching Jira tickets—while users remain focused on their primary tasks within Zoom Workplace.

This functionality transforms workflow efficiency by enabling AI Companion to act as an intelligent intermediary that helps manage cross-platform operations, centralizes task execution, and eliminates the friction of juggling multiple applications. Rather than simply providing information about external systems, AI Companion becomes an active participant in business processes, autonomously handling routine operations and complex multi-step workflows across integrated platforms.

For example, when project challenges are discussed during a Zoom meeting, users can prompt AI Companion to analyze the post-meeting transcript to identify actionable items and suggest creating a Jira ticket. Upon user request, the system populates ticket fields with contextually relevant discussion details—including issue descriptions, priority indicators, and participant assignments—streamlining project management workflows while ensuring comprehensive information capture without manual data entry requirements.

Although the list of supported third-party applications will change over time, Zoom currently supports AI Companion apps with the following services:

Refer to Zoom’s support center for more information on integrating AI Companion with third-party apps.

AI Companion Third-Party Integrations Architecture

The following diagram outlines typical dataflows for using Custom AI Companion with third-party integrations under Zoom’s federated approach.

AI Companion for Third-Party Meetings

AI Companion for Third-Party Meetings: Bring AI Companion to Google Meet and Microsoft Teams meetings

With Zoom’s Custom AI Companion, users can bring AI Companion to third-party meetings hosted on Microsoft Teams or Google Meet. With this feature, users can still receive post-meeting summaries and transcripts, creating a unified, cross-platform AI experience. This eliminates the need for users to switch between tools and enjoy the same AI-driven features regardless of the meeting platform.

AI Companion Third-Party Meeting Assistant Architecture

The following diagram outlines typical dataflows for Custom AI Companion when used with third-party meeting services.