Meetings, chat messages, documents, and follow-ups all compete for attention, and it’s easy for important details to get lost in the noise. That’s why Zoom introduced AI Companion, an integrated, generative AI assistant designed to help teams work smarter, stay organized, and keep projects moving forward.
At Vivo, we believe that tools are only as powerful as the way they’re implemented. As a Zoom partner, we help businesses not only access cutting-edge features like AI Companion, but also integrate them into daily workflows and train teams to use them confidently.
WHAT IS AI COMPANION?
Zoom’s AI Companion is a built-in, generative AI-powered assistant that’s included at no additional cost with eligible paid Zoom plans. Instead of being a separate app or add-on, it works within the Zoom platform, supporting Meetings, Team Chat, Whiteboard, Mail, and more.
Think of it as an always-available teammate who can take notes, summarize discussions, draft messages, and even pull up action items in real time. By doing the “heavy lifting” in the background, AI Companion allows teams to focus on strategy, decision-making, and building relationships.
HOW AI COMPANION HELPS TEAMS
1. SMART MEETING SUMMARIES
We’ve all been in meetings where we miss a detail or struggle to remember exactly what was agreed on. AI Companion solves this by generating summaries and action items automatically. Team members who couldn’t attend can quickly catch up without scrubbing through an entire recording.
2. REAL-TIME Q&A DURING MEETINGS
Ever joined a meeting late and felt lost? AI Companion lets you quietly ask, “What have I missed?” without interrupting the flow. It can provide quick, in-context answers so you can get up to speed instantly.
3. SMART RECORDINGS AND HIGHLIGHTS
When you record a meeting in Zoom, AI Companion can divide it into chapters and highlight important moments. This makes it far easier to share relevant portions with a colleague or revisit a decision weeks later.
4. CHAT AND EMAIL ASSISTANCE
Writing the perfect email or chat message can take longer than we realize. AI Companion can help by drafting messages in your preferred tone, summarizing long chat threads, or suggesting quick replies.
We work with your team to set up style preferences and make sure the AI understands your company’s voice, so it enhances communication rather than making it feel robotic.
5. WHITEBOARD BRAINSTORMING
For creative sessions, AI Companion can generate and organize ideas on Zoom Whiteboard, helping turn scattered thoughts into structured plans.
WHY VIVO + ZOOM AI COMPANION IS A POWERFUL COMBINATION
Many companies invest in software but never fully tap into its capabilities. At Vivo, we bridge that gap by working with your team from the very start, ensuring you know how to make the most of the tools you already have.
Because of our strong partnership with Zoom, we have access to exclusive training materials, resources, and direct support, giving your team the advantage when adopting AI Companion.
Our approach includes:
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Guided setup assistance: We help you get AI Companion up and running smoothly within your Zoom environment so you can start benefiting right away.
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Hands-on training: We lead interactive workshops where your team can explore AI Companion’s features in real-life scenarios, building confidence and skills.
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Licensing optimization: We make sure your Zoom licensing is set up to unlock AI Companion’s full potential, so nothing holds you back.
HOW TEAMS CAN START WITH AI COMPANION
If you’re already using Zoom with a paid plan, you may have access to AI Companion right now. The first step is enabling it in your Zoom admin settings. From there, features like Meeting Summaries, Smart Recordings, and Chat Assistance can be activated individually.
For many organizations, the challenge isn’t just turning the tool on, it’s knowing how to use it effectively. That’s where Vivo steps in. We help determine which features to prioritize and create an adoption plan that fits your workflow.
For example:
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Sales teams can use AI Companion to capture customer needs during calls and auto-populate follow-up tasks in CRM systems.
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Project managers can rely on meeting summaries to keep cross-functional teams aligned without adding extra reporting.
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Support teams can use AI-assisted email drafting to respond faster while keeping communication consistent.
THE FUTURE OF AI IN THE WORKPLACE
Zoom continues to enhance AI Companion’s capabilities, with recent updates allowing it to integrate external data sources like Outlook, Gmail, and Google Calendar, as well as retrieve information from uploaded files. Over time, we can expect AI to take on even more “agent-like” roles, automating multi-step workflows and connecting different platforms.
As these features grow, Vivo’s role is to ensure your team remains ahead of the curve. We help you adopt new capabilities without disruption, so you benefit from innovation without slowing down.
SECURITY AND PRIVACY MATTER
Zoom has made it clear that it does not use your meeting content, audio, video, chat, or whiteboard, to train its AI models. The AI Companion also allows admins to control which features are available at the user or department level, ensuring sensitive conversations remain private.
At Vivo, we help you configure these settings so your security policies and compliance requirements are met without sacrificing productivity.
READY TO TRANSFORM YOUR TEAM’S PRODUCTIVITY?
AI Companion isn’t just a convenience, it’s a competitive advantage. Teams that use AI to handle routine tasks can focus more on strategy, creativity, and delivering value to customers.
As your Zoom partner, Vivo ensures you get the best of both worlds: cutting-edge technology and the hands-on guidance to use it effectively. From setup to training to long-term support, we help your teams collaborate better, no matter where they are.
Connect with us to learn more about how Zoom can help your team's better collaborate.
References
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Zoom. “AI Companion.” Zoom Support. https://support.zoom.com/hc/en/article?id=zm_kb&sysparm_article=KB0057623
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Zoom. “Meet Zoom AI Companion, your new AI assistant.” Zoom Blog. https://www.zoom.com/en/blog/zoom-ai-companion
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Zoom. “Zoom AI Companion 2.0 launches.” Zoom News. https://news.zoom.com/ai-companion-2-0-launch
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Zoom. “How Zoom AI Companion handles your data.” Zoom Support. https://support.zoom.com/hc/en/article?id=zm_kb&sysparm_article=KB0057861
