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To set up meeting follow-ups, have an administrator enable AI agents, then create and configure an agent in Zoom Workplace Chat with the meeting information, instructions, tools, and approval rules it needs. Test it on a representative transcript or summary before sharing its recap or allowing it to create tasks. Zoom now calls these AI agents; “AI Companion” is the retired name for the broader set of AI features, not the current agent label.
What are Zoom AI agents, and what can they do with meeting information?
Zoom describes AI agents as workflow agents that operate in Zoom Chat. A custom agent can draw on permitted meeting transcripts and recordings, Chat history, Zoom Hub files, uploaded documents, URLs, Zoom-native tools, and—in accounts where the relevant connectors are enabled—third-party integrations. Its usefulness for follow-ups depends on both the information you give it and the actions you allow it to take.
For a meeting workflow, the agent can be instructed to identify decisions, action items, owners, due dates, dependencies, and open questions, then draft a recap or prepare tasks. Do not treat a polished summary as proof that every detail is correct: review names, dates, and commitments against the meeting record before sending or creating anything.
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The terminology has changed. Zoom Support says that the name “AI Companion” was retired on June 22, 2026, while the AI features previously associated with that name remain available throughout Zoom Workplace. As a result, current menus may say “AI agents” or “ZoomMate” rather than AI Companion. Follow the current labels in your account if they differ from those below.
What do you need before setting up an agent?
Check the account, license, app, and permissions first. Missing controls may reflect account configuration rather than a problem with the agent itself.
- Eligible account: The documented requirements list Zoom Pro, Business, Education, or Enterprise.
- ZoomMate license and AI Credits: The account needs a ZoomMate license and available AI Credits. The available information does not establish a specific credit allowance or guarantee unlimited use.
- Zoom Chat: You need access to Chat, where agents are created and used.
- Desktop app: Use Zoom Workplace for Windows, macOS, or Linux, version 7.0.5 or higher.
- Admin enablement: Zoom AI must be enabled for the account. Creating organization-wide agents also requires admin permissions; individual users cannot override a setting locked at account or group level.
- Availability: Availability can depend on account configuration and geography, so meeting these listed requirements alone may not make every control appear in every account.
There is no published fixed per-meeting price or universal AI Credit allowance in the setup information. Treat AI Credits as a capacity requirement to verify with the account owner, reseller, or current Zoom plan details rather than estimating a cost from the meeting length. A Pro account with no ZoomMate entitlement, or an account with exhausted credits, may not expose the same controls as an otherwise eligible account.
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How does an administrator enable AI agents?
An account administrator enables AI agents in the Zoom web portal. Optional organization settings determine whether users can share personal agents and whether they can choose “Always allow” behavior for actions.
- Sign in to the Zoom web portal with an administrator account.
- Open Admin Center or the account settings area, then go to Zoom AI.
- Under Conversations, enable AI agents.
- Review the optional controls for sharing personal agents inside the organization and allowing “Always allow” mode. Choose settings that match the organization’s governance policy.
- If a setting is unavailable or locked, ask the account or group administrator who controls it to make the change. A regular user cannot change a locked higher-level setting.
Enabling the feature at the account level is not the same as authorizing every agent to take every action. Agent sharing and action permissions still need to be configured and reviewed. An organization may reasonably enable agents while requiring approval for every outbound message and every change to a shared file.
How do you create a meeting follow-up agent in Zoom Chat?
Create the agent in the Zoom Workplace desktop app. You can start with a plain-language description or a template, then tailor its instructions to the way your team records decisions and assigns work.
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- Open the Zoom Workplace desktop app and select Chat.
- Open the AI agents area and select Create.
- Describe the job in plain language, or choose a starting template. Available examples include Support Engineer, Design, IT, Product Management, Marketing, Engineering, Sales, and Zoom All-in-One.
- Open Configure and set a clear agent name and description. Make the purpose narrow enough that users can tell when to use this agent instead of a general-purpose one.
- Add instructions that specify the expected output, tone, limits, and required fields. For example: “After I provide a meeting transcript or summary, list decisions, action items, owner, due date, dependencies, and open questions. Mark missing owners or dates as unassigned. Draft a concise attendee recap and ask for approval before sending or creating anything.”
- Add suggested prompts so users can start common tasks consistently. Examples include “Summarize this meeting in five bullets,” “Extract action items with owners and due dates,” “Draft a follow-up email for approval,” and “Create tasks for the confirmed action items.”
Templates are starting points, not substitutes for team-specific instructions. A template needs to reflect your meeting process—for example, whether an action item without a named owner should be left unassigned, and whether the recap should include unresolved questions.
Use explicit field names in the instruction. Requiring separate headings for Decisions, Action items, Open questions, and Risks or dependencies produces a more reviewable result than asking for a generic “summary.” Tell the agent what to do when information is absent: write “unassigned” or “not stated,” never fill a blank with a guess. If dates are relative, preserve the wording or ask for clarification rather than silently converting “next Friday” into a calendar date.
What meeting knowledge and tools should you add?
Give the agent access only to information and actions needed for the follow-up workflow. A narrow, clearly selected source set makes it easier to distinguish the current meeting from older discussions.
Choose the information sources
Depending on what is available in the account, an agent can use meeting transcripts or recordings, relevant Chat channels or history, Zoom Hub files, uploaded documents, and URLs. Select the specific meeting material and supporting references that are appropriate for the task. If the agent can see broad historical discussions as well as the current meeting, its response may combine information from different contexts; instructions should make clear which meeting or time period is in scope.
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For recurring meetings, identify the meeting date, project, and participant group in the prompt or source naming. If several transcripts are available, say which one is authoritative. Supporting documents can clarify terminology, but they should not silently override what participants decided in the current meeting. Keep obsolete plans out of the selected knowledge set when they could cause an old owner or deadline to reappear in a new recap.
Choose tools for the work
When available, select Zoom tools for meetings, Chat, Docs, or Tasks. Connectors for services such as Jira, Confluence, Google Drive, Box, or Asana may also be available, but their availability depends on the account and enabled integrations. Do not assume a connector is present just because it is named here; check the tools offered in your own configuration.
Separate access to information from permission to change or send it. An agent may need to read source material to draft a recap, but that does not mean it should automatically email attendees, create tasks, edit shared files, or distribute recordings. Start with read access and drafting. Add an action tool only after deciding who reviews the result, which destination is allowed, and how an incorrect action will be corrected.
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How do you require approval before the agent acts?
Set human approval before enabling actions that create, modify, send, or share something. Zoom provides three broad permission behaviors: Needs approval asks for confirmation before each action; Always allow lets the agent act without asking; and Custom lets you choose separately for each tool. A blocked tool cannot run.
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- Choose Needs approval for tools that send email or messages, create documents or tasks, edit files, or share recordings during the initial rollout.
- If using Custom, review each enabled tool individually and set its behavior deliberately. Do not leave an external action on “Always allow” simply because a different tool is safe to run automatically.
- Save the configuration and test an action that would require approval. Zoom documents confirmation prompts with Allow and Deny choices for document creation and email sending.
- Only consider less restrictive settings after the team has checked the agent’s output and decided who is accountable for actions taken without a prompt.
“Always allow” is a convenience setting, not an accuracy control. The agent can still misunderstand a transcript or select the wrong detail, so approval is especially important when an action reaches people outside the drafting workflow or changes shared records.
Approval should cover the complete action, not just the text. Check the recipient list, destination channel, file location, task owner, due date, and attachment or recording being shared. A correct recap sent to the wrong group is still an operational error. If Custom controls are available, it is reasonable to allow a read-only meeting lookup while requiring approval for email, Chat messages, Docs, Tasks, file edits, and recording shares.
How should you run a meeting follow-up?
Use a repeatable sequence so the agent receives enough context and a reviewer knows what to check.
- Open the agent in Zoom Chat after the meeting.
- Provide the permitted transcript, recording reference, or meeting summary, and identify the meeting date and project.
- Request the structured extraction of decisions, action items, owners, due dates, dependencies, and open questions.
- Review the extraction against the meeting record. Resolve or label missing owners and dates.
- Ask for the audience-specific output, such as an attendee recap, an internal task list, or a draft email.
- Use the approval prompt to inspect recipients, destinations, and proposed changes before allowing any external action.
- Record corrections in the team’s normal source of truth rather than relying on an unapproved draft.
This sequence also makes the agent easier to audit. The draft shows what the model inferred, while the approved task or message shows what the team actually accepted.
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Test with a representative meeting artifact before making the agent part of a team workflow. Check whether it preserves what was actually decided and keeps missing information visibly unresolved.
- Provide a representative transcript or meeting summary that the agent is permitted to use.
- Ask it to extract decisions, action items, owners, due dates, dependencies, and open questions.
- Compare the result with the source. Check names, dates, decision wording, and whether it has turned a discussion or suggestion into a commitment.
- Check that absent owners or dates are marked unassigned rather than guessed, and that unresolved questions remain separate from confirmed decisions.
- Ask it to draft a recap, then verify that the content is suitable for the intended audience before approving any send action.
- Test document or task creation only with approval required, and confirm the proposed content and destination before allowing the action.
- Check the agent’s selected knowledge sources and tools to ensure they expose only the team data intended for this workflow.
Include an edge case in testing: a transcript with overlapping speakers, an unresolved question, and an action item without a date. The expected result is a clearly qualified output, not a confident guess. Also test a meeting whose supporting file contains an older plan, so you can see whether the agent follows your instruction about the current meeting’s authority.
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When the agent is ready, share it from the agent list with everyone in the organization, selected users, or only yourself, subject to the administrator’s sharing settings. You can also add it to a Chat channel when the team needs a shared workflow. Review its instructions, sources, connectors, and permissions when Zoom changes the product or your meeting process changes.
What are the main implementation pitfalls?
- Using the old name: Search for AI agents or ZoomMate if a menu no longer says AI Companion. The underlying features remain in Zoom Workplace, but labels may differ.
- Overbroad knowledge: Including every historical Chat channel or file can blend old decisions with the current meeting.
- Unclear instructions: “Write a recap” does not tell the agent how to handle missing owners, tentative ideas, or conflicting dates.
- Automatic external actions: Always allow can send an incorrect message or create a wrong task without a review point.
- Confusing licenses: A Zoom Contact Center Follow-Up Tasks setting is not the same as a Chat AI agent, and a named connector may not be enabled on your account.
- Skipping maintenance: A changed project process, destination channel, or connector can make an old agent instruction unsafe or incomplete.
Should you use a custom Chat agent or a post-meeting assistant?
A custom Chat agent gives the team more control over instructions and source selection; a pre-built assistant or personal workflow can be quicker to start when its defined follow-up pattern is sufficient. Their precise controls vary by workflow.
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| Consideration | Custom Chat AI agent | Pre-built or post-meeting assistant / personal workflow |
|---|---|---|
| Control | Detailed instructions, tools, knowledge sources, and suggested prompts can be configured. | Faster to start, with less configuration. |
| Scope | Can combine meeting data with Chat, files, URLs, and enabled connectors. | Usually focuses on a defined follow-up pattern. |
| Governance | Sharing, administrator controls, and approval behavior can be configured for the agent and its tools. | Controls depend on the particular workflow. |
| Maintenance | The team maintains prompts and source selection. | Zoom controls more of the template behavior. |
Zoom’s broader AI materials also describe automatic task generation from meeting-summary next steps, and release notes describe a Post-Meeting Follow-up Assistant and beta personal workflows across Meetings, Team Chat, Docs, and Tasks. Those are related options, not interchangeable names for a custom agent. If your account offers one of these workflows, assess its own settings rather than assuming it has the same knowledge scope or approval controls as a configured Chat agent.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.What should you check if an agent control is missing?
Work from account eligibility toward the specific control. This avoids treating a license, admin policy, or version issue as an agent-configuration failure.
- Agent creation is not visible: Confirm that AI agents are enabled under Zoom AI in the web portal and that you have Chat access. If an account or group setting is locked, ask the administrator who manages that level.
- Some users cannot create or share agents: Verify whether they have the relevant admin permissions and whether organization sharing is permitted. An administrator can restrict personal-agent sharing.
- Agent features are unavailable despite enablement: Check that the account meets the documented plan and ZoomMate license requirements, that AI Credits are available, and that the desktop app is version 7.0.5 or later on Windows, macOS, or Linux.
- A tool or connector is absent: Tool and third-party integration availability depends on account configuration and enabled connectors. Use only the tools actually offered in the agent setup.
- Contact Center instructions do not match the Chat setup: Check whether the workflow is actually Zoom Contact Center Follow-Up Tasks. That separate feature has its own license and setting requirements.
Eligibility and feature availability can also vary by geography and account configuration. If the documented requirements are met but the control is still absent, the account administrator is the right person to confirm which features have been enabled for that organization.
Frequently Asked Questions
Can a Zoom AI agent work from a meeting recording instead of a transcript?
Meeting recordings are among the information sources an agent may be allowed to use, alongside transcripts and other sources. The setup details do not specify recording formats or guarantee that every recording is accessible in every account.
How do I require approval before the agent emails someone?
Set the email or messaging tool to Needs approval, or use Custom and require approval for that specific tool. Test the workflow and inspect the recipients and draft. Zoom documents Allow and Deny confirmation prompts for email sending.
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Can an agent create tasks automatically from confirmed action items?
It can be instructed to create tasks when the relevant Zoom Tasks tool or an enabled connector is available. Require approval during rollout and verify the owner, due date, destination, and task text before allowing creation.
Can a Zoom agent use Chat history and files from older meetings?
It may use permitted Chat history, Zoom Hub files, uploaded documents, URLs, transcripts, and recordings. Limit the selected sources and identify the current meeting so older decisions are not mixed into the new recap.
Does Zoom publish a fixed AI Credit allowance for meeting follow-ups?
The setup requirements call for available AI Credits, but no fixed allowance or per-meeting credit cost is established here. Check the current account and license details rather than assuming a particular usage quota.
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Can I build and use an agent from the Zoom mobile app?
The documented setup requirements specify the Zoom Workplace desktop app for Windows, macOS, or Linux, version 7.0.5 or higher. They do not establish a mobile-app setup path.
Is Contact Center Follow-Up Tasks the same as a Chat AI agent?
No. Contact Center Follow-Up Tasks requires a Zoom Contact Center license and an enabled Follow-Up Tasks setting. A custom agent is created and used in Zoom Chat and has its own account, license, tool, and sharing controls.
Who can share an agent with the organization?
Sharing depends on administrator settings. An agent can be shared with everyone, selected users, or only yourself when the account permits those choices. A user cannot override a locked account or group setting.
The Bottom Line
Enable AI agents in the Zoom web portal, create the workflow in the Zoom Workplace desktop app’s Chat area, limit its knowledge to the meeting material it needs, and define a structured follow-up format. Keep approval required for email, messages, task or document creation, file edits, and recording shares until the team has verified the agent’s accuracy and ownership rules.
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