Logging Zoom Meeting Summaries

Why is that useful?

Besides logging emails and calendar events, Goldie can also log a summary of what was discussed in a customer meetings. This is useful because based on that, Goldie can for example:

• generate comprehensive activity summaries - including meeting summaries

• draft recap emails for you after a meeting

• interactively answer any questions a you might have about past activities

Which of your Zoom meeting summaries can be logged by Goldie?

Goldie can log the summary of a scheduled Zoom meeting for which you have received an email from "Meeting Summary with AI Companion".

Zoom sends you these meeting summary emails under these four conditions:

1. You have  a Zoom Pro plan or higher

2. You or a coworker is the meeting host (as opposed to a meeting where the customer is the host)

3. During the meeting you had "Meeting Summary" enabled. This is indicated by a menu item called "Stop Summary" under the button "AI Companion". If this button is not visible in your Zoom meeting, the admin might have disabled this function for you or you are on a Zoom plan that doesn't support meeting summaries.
   We recommend that you adjust your personal settings so the meeting summary is always enabled so you don't forget to start the summary.

4. The meeting was scheduled using 

• the Zoom Meetings Add-On for Google Calendar or

• the Zoom Meetings Add-In for Outlook

• a meeting scheduler (see instructions below)

This is necessary since Goldie finds the related meeting in Salesforce based on the subject line of the meeting summary email. This subject follows the naming convention "Meeting Summary for <meeting name>".

Example: if the subject of your meeting was "Product Demo for Acme Inc" on your calendar, Zoom will send you a meeting summary email with the subject line "Meeting Summary for Product Demo for Acme Inc". Goldie will go ahead and try to find an event record in Salesforce with the name "Product Demo for Acme Inc" within a plausible timeframe.

If you had shared the URL to your Zoom meeting summary without using the GMail/Outlook add-on, the meeting summary email would not follow this naming convention and therefore Goldie won't be able to find a matching meeting record in Salesforce.

Using a meeting scheduler

If you are using a meeting scheduler, Goldie relies on the naming convention of the email above. While Zoom's add-on for Google Calendar and add-in for Outlook ensure the naming convention is followed, you have to follow a specific process if you are using a meeting scheduler.

All meeting schedulers allow you to define any number of "meeting types" - each with their particular name, duration, description, and location. For example you could have two meeting types

1. "Product Demo" which is 30 minutes

2. "Setup Call" which is 60 minutes

You want to put the link of the Zoom meeting in the description or location so once a meeting was scheduled all invitees will find the Zoom meeting link in their calendar. But it is important that you generate a distinct Zoom meeting link for each of your meeting types so the naming convention of the summary email is followed.

Follow these steps for each of your meeting types in order to generate a distinct meeting link:

1. Login to www.zoom.us (you can't use the desktop app for this)

2. Click Meetings on the left-hand side

3. Click the button "+ Schedule a Meeting"

4. In the Topic field, enter exactly the same name as the meeting type you are creating the distinct meeting link for.

   • E.g. "Setup Call"

5. Select Recurring Meeting and change theRecurrence to No Fixed Time

6. In the Meeting ID field select Personal Meeting ID

7. In the Security field select Waiting Room

8. Choose other settings to your liking and click Save

9. As a result Zoom will display a meeting link that looks something like this

   • https://us06web.zoom.us/j/5554558646?omn=91828235608

10. Copy this meeting link to the description or location field of your meeting type definition but make sure you follow this process for each of your meeting types to create a distinct meeting link for each of them.