Use Zoom AI Companion to Capture IEP and Team Meeting Notes

What This Does

Zoom's AI Companion automatically generates a summary of your meeting — including key discussion points, decisions made, and action items — so you can focus on participating in the IEP or team meeting instead of trying to take notes at the same time.

Before You Start

• Your Zoom account is on a Pro, Business, or Enterprise plan (AI Companion is not available on free accounts — check with your employer if you're on a workplace plan)
• You have permission to record the meeting (check with participants and your HIPAA compliance requirements)
• You've enabled AI Companion in your Zoom settings

Steps

1. Enable AI Companion before the meeting

Log in at zoom.us → click your profile icon → Settings → AI Companion. Toggle on Meeting Summary. You can also choose whether to share the summary automatically with participants or keep it private.

2. Start the AI Companion during the meeting

When your meeting is active, look for the AI Companion button in the bottom toolbar (it looks like a sparkle/star icon). Click it → Start Meeting Summary. Zoom will announce to all participants that AI Companion is active. The AI listens and takes notes throughout.

3. Review and use the result

When the meeting ends, Zoom emails you a structured summary within a few minutes. The summary includes: key topics discussed, decisions made, and action items with assigned owners. Copy the relevant sections into your IEP documentation or use it as the basis for your follow-up notes.

Real Example

Scenario: You're attending a 45-minute IEP meeting for a student with childhood apraxia of speech. The team includes the classroom teacher, special education coordinator, parent, and you. Keeping track of goals agreed upon, services decided, and parent questions answered is difficult while actively participating.

What you do: Enable AI Companion at meeting start. Focus entirely on the clinical conversation.

What you get: A post-meeting summary noting that the team agreed on 2x/week push-in therapy, the parent asked about private SLP services, and the next IEP meeting is scheduled for May — plus all discussion points organized by topic. You use this to populate your IEP documentation and follow-up email to the team in 10 minutes instead of 40.

Tips

• Always inform meeting participants that AI Companion is recording — it announces this, but a verbal heads-up builds trust
• For strictly confidential or HIPAA-sensitive discussions, consult your organization's privacy policy before using AI meeting tools; use initials rather than full patient names in any recorded meeting
• The summary improves when speakers identify themselves and topics clearly — say "I want to discuss [topic]" rather than jumping in mid-thought

Tool interfaces change — if a button has moved, look for similar AI/magic/smart options in the same menu area.