Use Zoom AI to Capture Carrier Meeting Notes Automatically

What This Does

Zoom's AI Companion automatically generates a structured summary of carrier rep visits, underwriter calls, and client coverage reviews — so you get documented meeting notes and action items without typing a word. For account managers who take 3–5 carrier or client calls per day, this replaces manual note-taking with a searchable, AMS-ready record.

Before You Start

• Your agency uses Zoom for meetings (or client calls)
• Zoom AI Companion is enabled on your account (account admin setting — ask your IT or office manager)
• You have the Zoom desktop app installed

Steps

1. Start your meeting as normal

Open Zoom and start or join your meeting. Nothing changes in how you run the call.

2. Enable AI Companion during the meeting

Look for the AI Companion button in the Zoom meeting toolbar (sparkle/star icon, bottom bar). Click it → select Meeting Summary. This starts transcribing and summarizing.

3. Let the meeting run normally

Zoom's AI listens, captures key topics, and tracks discussion points. Participants will see a brief notification that AI is active.

4. Receive your summary after the meeting

Within 2–5 minutes of hanging up, you receive an email with:

• Key topics discussed
• Action items (with who's responsible)
• Decisions made
• Follow-up items

5. Copy the action items to your AMS

Open the email summary → copy the action items section → paste into your AMS (Applied Epic, AMS360, etc.) as an activity note for the relevant account or carrier.

Real Example

Scenario: Your Travelers commercial lines rep comes in for a quarterly visit. She covers appetite changes in contractors, new pricing on GL, and a new telematics program for commercial auto. You're taking mental notes but know you'll forget half of it.

What happens: You enable Zoom AI (or record on Zoom if meeting is virtual). After the meeting, the summary arrives in your email: "Travelers now requiring 5+ years loss-free for habitational. New pricing effective June 1 for contractors GL. Commercial auto telematics program — 5% discount for qualifying accounts — contact [rep email] to enroll."

What you do: Copy key carrier appetite updates into your AMS as a carrier note. Forward the relevant commercial auto section to your producers.

Tips

• For in-person meetings not on Zoom, use Otter.ai on your phone instead — same concept, different capture method (see Level 3 guide)
• Always tell participants at the start that AI is summarizing the meeting — professional courtesy and good practice
• E&O note: Zoom AI summaries are notes, not transcripts. Don't rely on them for legally significant conversations; use them for workflow and follow-up purposes only

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