Video Conferencing - Using AI in Zoom Meetings


Introduction

Zoom is a versatile video conferencing tool that unifies cloud video conferencing, simple online meetings, group messaging, and a software-defined conference room solution into one easy-to-use platform. You can host and join Zoom video conferences from your computer, tablet, or smartphone. 

The Zoom Help Center has full instructions on using Zoom. The instructions below are specific to Virginia Tech. To see other Zoom topics, please see Video Conferencing - Holding Zoom Conferences on a PC or Mobile Device.

This article details how to use Zoom AI and block unwanted AI Bots in your Zoom meetings.

Contents

Instructions

Background

Artificial Intelligence agents (commonly known as "AI bots") have grown in popularity, and many vendors offer AI bots that create transcripts and summaries of your virtual meetings, record your meetings, or monitor your meetings in some other way. The presence of bots in your Zoom meetings may introduce security risks if personally identifiable information (PII) is shared in the meeting, or if data is transmitted to a third-party company that does not have a contractual agreement with Virginia Tech. In addition, AI bots can surprise meeting hosts and attendees by sending a meeting summary to all participants, which can include information shared when some participants were not in the meeting.

After careful review, Virginia Tech has approved Zoom's official tool, known as Zoom AI Companion, for use in Zoom meetings. Other AI bots should be allowed in Zoom meetings only if they are connected to university-approved software, and only after carefully considering the security, privacy, and preferences of meeting attendees.

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Creating Meeting Transcripts and Summaries with Approved Software

Zoom currently offers many of the features that the bots are offering as a separate service with Zoom AI Companion. These Zoom AI services are approved by the university for data security.

  • Transcripts and Summaries: These can be automatically shareable to everyone or just the host.
  • Smart Recordings: Videos include Recording highlights, Smart Chapters, Next Steps, and a Meeting Coach.
  • Meeting Questions: AI using OCR. These Zoom AI settings are customizable, granular and the user gets to choose when and how they want to use it.

Enabling Zoom AI Companion

  1. Go to the Virginia Tech Zoom Portal and log in with your Virginia Tech PID and passphrase.
  2. Click on Settings.
  3. Click on the AI Companion tab.
  4. Under Meeting, you can toggle on:
    • Meeting summary with AI Companion
    • Use screen share content with OCR
    • Use meeting chat messages
    • Allow users to ask AI Companion questions about the meeting
      Zoom AI Companion Meeting Options
  5. Under Recording, you can toggle on:
    • Smart recording with AI Companion
      • Recording highlights
      • Smart Chapters
      • Next steps
      • Meeting coach
        Zoom AI Companion Recording Options
  6. Note that you can customize these features further after they are turned on.

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Preventing Unwanted Bots

There are multiple ways to prevent unwanted bots in your meeting. 

Require Authentication for Your Meetings

The first way is to require authentication for your meetings. These bots will enter your meeting as a guest, so requiring authentication will prevent the bot from entering from the very beginning.  You can make it so that the meeting is only available to Virginia Teach account holders or any Zoom account holder. An additional level of customization is to add authentication exceptions for your meetings.

Enable a Waiting Room for Your Meetings

The second way is to use the waiting room and do not allow entry of people you do not recognize or expect. This can be difficult if you are holding a truly public event or are hosting a large meeting. However, most bots will give themselves away by including the name of the software or company in the name they use to enter the meeting. For instance, Hokie AI Vendor (Guest).

If a bot does get past the waiting room, the host or cohosts can remove them at any time by removing them from the participants list.

  • Remove a Participant from a Zoom Meeting or Webinar
    • Click Participants, click More beside the unwanted bot user, then click Remove.
      Image of the above instructions
  • Lock Your Session
    • This prevents additional users from joining.
    • Click Host Tools, then click Lock Meeting. Repeat to unlock the meeting.
      Image of the above instructions
  • Suspend Participant Activities
    • This will suspend all participants' screen sharing, video, audio, and breakout rooms and will lock the meeting. 
    • Click Host Tools, then Suspend Participant Activities.
      Image of the above instructions

Blocking Specific Domains from Your Meetings

The third way is to block specific domains from your meetings.
  1. Go to your Zoom settings.
  2. In the meeting tab, search for Block users in specific domains from joining meetings and webinars and toggle it on.
  3. Click the pencil icon to edit the list and include the domains of the AI accounts that may be attempting to join, e.g. AI vendor name.
  4. Click Save.

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Getting Help

For instructions on resolving common issues with Zoom, see: Video Conferencing - Troubleshooting Zoom.

For problems logging into Zoom, contact Virginia Tech 4Help:
  • Go to 4Help, log in with your Virginia Tech Username (PID) and password, and click Get Help.
  • Call 540-231-4357.

For problems using Zoom, contact Zoom Support:

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