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Meeting Assistant
Using the Meeting Assistant with Zoom

Using the Meeting Assistant with Zoom

The Meeting Assistant for Zoom allows users to automate call recording, transcription, and real-time coaching through Moments™ notifications. This article focuses specifically on how the Meeting Assistant works within Zoom.

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How the Meeting Assistant Works in Zoom

When enabled, the Meeting Assistant will join both instant and scheduled meetings that users are the organizer of.

✅ Real-Time Transcription & Recording for Conversation AI users - The Meeting Assistant can record and transcribe live conversations, making it easy to review discussions, generate summaries, and automate follow-ups.

✅ Coaching Notifications for Moments™ users - Receive real-time coaching notifications based on phrases detected, behavioral insights, or time.

✅ Meeting Controls - Manually start, stop, or pause recording via the Moments™ application and remove the Meeting Assistant from a meeting at any time.

Requirements for the Meeting Assistant to Join a Zoom Meeting

  • Your calendar must be connected via the calendar and email integration for the bot to auto-join.
  • The meeting must be scheduled at least 5 minutes in advance for auto-join to work.
  • User must be the organizer of the Zoom meeting.

Manual Addition (if auto-join is disabled or unsuccessful)

  • Users can manually invite the Meeting Assistant via the Moments™ application.
  • Requires pasting the meeting URL in the Moments™ app.
  • Ensures the meeting is recorded/transcribed even if auto-join fails.

Limitations

  • Auto-mapping of external participants with the Contact/Lead records in Salesforce is completed after the meeting is ended.
  • There is a 5-10 sec delay in Zoom after admitting the Meeting Assistant before recording/transcription starts. This can affect some phrase-based Moments™ notifications.
  • Host has to manually click on the Allow Recording message on Zoom to begin recording, despite the MA settings being set to Auto Record. Note that clicking on Start Recording on the Moments™ window will not start recording until the recording is allowed on the Zoom window.
  • If your organization has Waiting Rooms enabled and the Meeting Assistant is not admitted into the meeting within 20 minutes, it will leave. This prevents the Meeting Assistant from waiting indefinitely in meetings that are scheduled but never start.
  • Interruption type Moments™ notifications are not supported at this time.