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    Zoom AI Companion For Non Profits: AI Meeting Intelligence

    Already paying for Zoom? You already have an AI meeting assistant. Zoom AI Companion transforms your existing video calls into searchable transcripts, instant summaries, and extracted action items—no additional software, no visible bot, no extra cost with your paid plan. If your nonprofit runs on Zoom, AI Companion makes every meeting more productive without adding another tool to your stack.

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    What It Does (The Problem It Solves)

    Frantically typing notes during Zoom calls while missing key donor commitments? Spending 20 minutes after each meeting writing recap emails? Losing track of who promised to do what? Zoom AI Companion solves this by automatically capturing everything that happens in your meetings—and since it's built into Zoom, there's no awkward bot joining your calls.

    Within 30 seconds of your meeting ending, AI Companion delivers comprehensive meeting summaries, time-stamped transcripts in 46 languages, and automatically extracted action items straight to your inbox. You can query your meeting history conversationally, finding specific discussions across weeks of calls without watching recordings. The December 2025 launch of AI Companion 3.0 added agentic workflows—the AI can now automatically compile insights from multiple meetings, generate follow-up tasks, and draft emails based on meeting content.

    For nonprofits already invested in Zoom, AI Companion eliminates the need for separate meeting assistant subscriptions. One platform handles video conferencing, transcription, summarization, and follow-up—with 50% nonprofit pricing through Zoom Cares making it remarkably affordable.

    Best For

    Organization Size

    Nonprofits of all sizes already using Zoom as their primary video conferencing platform. Particularly valuable for organizations with 5-100+ staff running 10+ meetings weekly. The 50% nonprofit discount requires operating budgets of $10 million or less.

    Best Use Cases

    • Organizations already paying for Zoom wanting AI features without additional subscriptions
    • Donor meetings requiring detailed follow-up with CRM integration
    • Board meetings and committee calls needing accurate minutes
    • Multilingual teams or community engagement in non-English languages
    • Distributed/hybrid teams needing searchable meeting archives

    Ideal For

    Executive Directors consolidating tools, Development Directors tracking donor conversations, Program Managers coordinating remote teams, and IT Administrators wanting fewer vendors to manage. Not ideal for K-12 schools or universities (not eligible for Zoom Cares nonprofit discount).

    Key Features for Nonprofits

    Instant Meeting Summaries

    AI-generated summaries with quick recap, next steps, and detailed discussion points—delivered within 30 seconds of meeting end. Customizable summary templates let you standardize output for different meeting types like board meetings, donor calls, or team standups.

    46-Language Transcription

    Real-time transcription and captions with automatic language detection. Participants can display captions in their preferred language. Custom Dictionary captures your organization's specific terminology, program names, and acronyms accurately.

    Agentic Workflows (AI Companion 3.0)

    AI automatically compiles insights from multiple meetings, generates follow-up tasks, and drafts emails based on meeting content. Daily Reflection Reports summarize your meetings, updates, and outstanding tasks each morning—all without manual intervention.

    Cross-Platform Integration

    Connect with Google Drive, OneDrive, Slack, Salesforce, HubSpot, Jira, Asana, and more. Meeting summaries sync directly to your CRM contact records. With Custom AI Companion add-on, extend to Google Meet, Microsoft Teams, and Webex meetings.

    No Visible Bot

    Unlike third-party tools like Fathom or Otter, AI Companion is built into Zoom—no separate bot joins your meetings. This eliminates the awkwardness of explaining "Fathom Notetaker" to donors or board members while still capturing complete documentation.

    Conversational Meeting Search

    Query your meeting history with natural questions: "What did our board discuss about the capital campaign?" or "Find all mentions of volunteer recruitment." Find specific discussions across weeks of calls without re-watching recordings.

    How This Tool Uses AI

    What's Actually AI-Powered

    Federated Large Language Models

    • Type of AI:Zoom's proprietary LLMs combined with OpenAI, Anthropic, and NVIDIA Nemotron models
    • What it does:Generates contextually-aware meeting summaries, extracts action items, and powers the conversational query interface
    • How it works:Federated approach uses the best model for each task—selecting from multiple AI providers for optimal results
    • Practical impact:More accurate, nuanced summaries than single-model approaches; continuous improvement without you changing anything

    Speech-to-Text with Custom Dictionary

    • Type of AI:Advanced speech recognition supporting 46 languages with automatic language detection
    • What it does:Converts spoken meeting content to searchable, time-stamped text; identifies individual speakers; handles accented speech and background noise
    • Custom learning:Account admins can add organization-specific terms, program names, and acronyms to improve recognition accuracy over time
    • Practical impact:Your food bank's "Mobile Pantry Program" gets transcribed correctly after adding it to the Custom Dictionary—no more "mobile pans tree program" errors

    Agentic Retrieval and Workflows

    • Type of AI:AI agents that autonomously search, synthesize, and act across meetings and connected apps
    • What it does:Locates information across meeting summaries, transcripts, notes, Google Drive, OneDrive, and connected apps; generates follow-up tasks; drafts emails
    • Workflows:Personal Workflows (beta) lets users build custom automation with drag-and-drop triggers, actions, and outcomes
    • Practical impact:Ask "What commitments did board members make this quarter?" and AI Companion searches all relevant meetings to compile a comprehensive answer

    What's NOT AI (But Still Useful)

    • Video Recording:Standard cloud recording; storage and playback are not AI-driven
    • Calendar Integration:Rule-based scheduling sync with Google Calendar and Outlook
    • Basic Integrations:Pre-built API connections to Slack, CRMs, and productivity tools
    • Meeting Controls:Screen sharing, breakout rooms, and participant management are standard features

    AI Transparency & Limitations

    Data Requirements

    • • Transcription accuracy depends on audio quality, speaker clarity, and background noise
    • • Custom Dictionary requires admin setup; takes 2-3 weeks of meetings to see accuracy improvements
    • • Works best with dedicated microphones and stable internet connections

    Human Oversight Still Required

    • • AI summaries should be reviewed before sharing externally or for official records
    • • Action items are suggestions—verify completeness and accuracy before assigning
    • • Agentic workflows (beta) need monitoring; not all automated outputs are production-ready

    Data Privacy

    • • SOC 2 Type II and GDPR compliant; data encrypted in transit and at rest
    • • AI Companion does NOT train models on your meeting content for other users
    • • Passed Zoom's extensive security reviews; you control who accesses recordings and transcripts
    • • Data residency options available for organizations with geographic requirements

    Bottom Line:

    Zoom AI Companion uses genuinely sophisticated AI where it matters: multilingual transcription, intelligent summarization, and emerging agentic capabilities for cross-meeting insights. The federated approach (using multiple AI models) provides more nuanced results than competitors locked to single providers. For Zoom-centric nonprofits, this is the most seamlessly integrated meeting AI available—no extra tools, no visible bots, and included with your existing subscription.

    Real-World Nonprofit Use Case

    A regional environmental nonprofit with 25 staff across three states was already paying for Zoom Business for video conferencing. Their Development Director spent 90+ minutes weekly writing donor meeting recaps, and board meeting minutes took their Operations Manager half a day to compile. They considered adding Fathom or Otter.ai but didn't want another vendor, another login, or a visible bot joining sensitive donor conversations.

    When their Zoom admin enabled AI Companion (included free with their existing plan), everything changed. Donor call summaries now generate automatically and sync to their HubSpot CRM—saving the Development Director 6+ hours monthly. Board meeting transcripts provide verbatim accuracy with smart chapters making it easy to find specific discussions, and the AI-generated summary gives the Operations Manager a 15-minute head start on official minutes. The Executive Director uses the Daily Reflection Report to stay on top of key decisions and commitments across all organizational meetings.

    The impact? Zero additional cost (AI Companion was already included), no new tools to learn, and no awkward bot joining donor calls. With the 50% nonprofit discount through Zoom Cares, they're paying $9.17/user/month for Business—less than they would pay for Zoom plus a separate meeting assistant. When their foundation funder asked for notes from a meeting 6 months ago, they found the specific discussion in under 30 seconds using conversational search.

    Pricing

    Zoom Workplace Pro

    $13.33/user/month (annual billing)

    • AI Companion included at no extra cost
    • 30-hour meetings (vs. 40 min on free)
    • Meeting summaries and transcription
    • Up to 100 participants
    • Maximum 9 licenses per subscription

    Zoom Workplace BusinessMost Popular

    $18.33/user/month (annual billing, min 10 users)

    • All Pro features included
    • Up to 300 participants
    • Single Sign-On (SSO)
    • Managed domains
    • 10-99 licenses per subscription

    Pro Plus (with Phone)

    $18.33/user/month

    • All Pro features included
    • Zoom Phone with unlimited calling
    • AI Companion for phone calls

    Custom AI Companion Add-On

    $12/user/month (optional)

    • Extend AI to Google Meet, Microsoft Teams
    • Low-code AI customization builder
    • Deep research mode across documents
    • Advanced third-party integrations

    Standalone Option: AI Companion available for $10/month without a Zoom Workplace license (limited to web-based access).

    Enterprise: Custom pricing for organizations with 250+ users; contact Zoom sales.

    Note: Prices may be outdated or inaccurate.

    Nonprofit Discount (Zoom Cares)

    50% Off Select Zoom Products

    Qualifying nonprofits with 501(c)(3) status and operating budgets of $10 million or less receive 50% off Zoom Workplace plans—making Pro as low as $6.67/user/month and Business $9.17/user/month.

    How to Access:

    1. Visit zoom.com/zoom-cares
    2. Verify your nonprofit status through Goodstack (Zoom's verification partner)
    3. Submit 501(c)(3) determination letter or international equivalent
    4. Discount applied once approved (typically within 1-2 business days)

    Who Qualifies:

    • 501(c)(3) organizations with operating budgets ≤$10 million
    • Public libraries with 501(c)(3) designation
    • International equivalents recognized by applicable regulators

    Who Does NOT Qualify:

    • K-12 schools and higher education institutions
    • Administrative offices and boards of education
    • Teaching hospitals affiliated with higher education

    Educational institutions should explore Zoom for Education instead.

    Estimated Savings:

    10-user Business plan: $1,100/year saved ($2,200 standard vs. $1,100 with 50% discount)
    25-user Business plan: $2,750/year saved ($5,500 standard vs. $2,750 with discount)

    Important: As of May 2025, Zoom moved nonprofit verification from TechSoup to Goodstack. Existing TechSoup customers must re-validate through Goodstack before contract renewal. Your TechSoup verified status does not transfer automatically.

    Learning Curve

    Beginner (If You Already Use Zoom)

    AI Companion is designed to work seamlessly within Zoom. If you can schedule and run a Zoom meeting, you can use AI Companion—it's just a toggle in your meeting settings.

    Time to First Value

    • Initial setup:5 minutes (admin enables AI Companion for organization)
    • First meeting:Click "AI Companion" button in meeting toolbar; it starts capturing immediately
    • First summary:Delivered within 30 seconds of meeting end
    • Proficiency:Immediate for basic features; 1-2 hours to explore conversational search and integrations

    Technical Requirements

    • Paid Zoom Workplace account (Pro, Business, or Enterprise)
    • Admin must enable AI Companion at organization level
    • No additional software installation (built into Zoom client)
    • Web interface available at ai.zoom.us for browser access

    Support Available

    • Zoom Support Center with AI Companion documentation
    • Video tutorials and getting started guides
    • 24/7 chat and phone support (Business and Enterprise plans)
    • Zoom Community forums for troubleshooting

    Bottom Line:

    If your team already uses Zoom, AI Companion is the easiest meeting assistant to adopt. There's no new software, no separate login, and no learning curve beyond "click this button." Most users are seeing value from their very first meeting.

    Integration & Compatibility

    Connects With

    Video Conferencing:

    • • Zoom Meetings (native)
    • • Google Meet (with Custom AI Companion)
    • • Microsoft Teams (with Custom AI Companion)
    • • Webex (with Custom AI Companion, coming soon)

    CRM & Donor Management:

    • • Salesforce (including Nonprofit Cloud)
    • • HubSpot
    • • Custom CRM via API/Zapier

    Cloud Storage & Documents:

    • • Google Drive
    • • Microsoft OneDrive
    • • SharePoint
    • • Box

    Productivity & Collaboration:

    • • Slack (native summary display)
    • • Microsoft Teams (native summary display)
    • • Jira
    • • Asana
    • • Gmail, Outlook (coming soon)

    Platform Availability

    • Desktop: Windows, macOS (via Zoom client)
    • Web: ai.zoom.us for browser-based access to AI Companion features
    • Mobile: iOS and Android via Zoom mobile app
    • Zoom Rooms: Conference room systems supported

    Data Portability

    • Transcript export: Download transcripts in standard formats
    • Recording export: Download cloud recordings (MP4)
    • Summary sharing: Copy/paste or share via connected apps
    • API access: Business and Enterprise plans include REST API

    Integration Tip:

    For nonprofits using Salesforce or HubSpot, configure the automatic CRM sync to log donor call summaries directly to contact records. This eliminates 3-5 hours of weekly data entry for fundraising teams while ensuring no conversation details fall through the cracks.

    Pros & Cons

    Pros

    • Included with paid Zoom plans

      No additional cost if you already have Zoom Pro, Business, or Enterprise—eliminates need for separate meeting assistant subscriptions

    • No visible bot in meetings

      Built into Zoom—no awkward "Fathom Notetaker" or "Otter.ai" bot joining your sensitive donor conversations

    • 46-language support

      Far more languages than Otter (3) or Fathom (28)—essential for multilingual communities and international partners

    • Generous nonprofit discount

      50% off through Zoom Cares brings Business plan to $9.17/user/month with AI Companion included

    • Advanced agentic capabilities

      AI Companion 3.0 offers cross-meeting insights, automated workflows, and federated AI using multiple best-in-class models

    • Enterprise-grade security

      SOC 2 Type II, GDPR compliant; AI doesn't train on your data for other users

    Cons

    • Zoom-centric by default

      Only works fully within Zoom; cross-platform support (Teams, Meet) requires $12/user/month Custom AI Companion add-on

    • Requires paid Zoom subscription

      Free Zoom users can't access AI Companion; alternatives like Fathom offer unlimited free tiers

    • Educational institutions excluded from nonprofit pricing

      K-12, universities, and teaching hospitals must use Zoom for Education instead of Zoom Cares discount

    • Some features still in beta

      Personal Workflows and some agentic features are beta; may have bugs or change

    • License count restrictions

      Pro plan maxes at 9 licenses; Business requires minimum 10—awkward for some team sizes

    Honest Assessment:

    If your nonprofit is already invested in Zoom, AI Companion is a no-brainer—it's included with your plan and eliminates the need for separate tools. The lack of a visible bot is a major advantage for donor-facing calls. However, if you use multiple video platforms (Zoom + Teams + Meet), the $12/user add-on for cross-platform support may make standalone tools like Fathom or tl;dv more cost-effective.

    Alternatives to Consider

    If Zoom AI Companion doesn't fit your situation, consider these alternatives:

    Fathom

    Free AI meeting assistant with unlimited recordings

    Best if: You want a genuinely unlimited free plan or use multiple video platforms. Fathom's free tier includes unlimited recordings and transcription—no Zoom subscription required.

    Pricing: Free (unlimited), Premium ($20/month), Team ($18/user/month)

    Trade-offs: Visible bot joins meetings ("Fathom Notetaker"); 28 languages vs. Zoom's 46; 10 free nonprofit Team/Business seats available.

    tl;dv

    AI meeting recorder with advanced coaching features

    Best if: You need extensive coaching tools, sales analytics, or trend reporting across meetings. tl;dv excels for fundraising teams requiring systematic donor call analysis.

    Pricing: Free (unlimited recordings), Pro (€24/month), Business (€59/month)

    Trade-offs: More expensive than Zoom AI Companion at paid tiers; 40+ language support; visible bot like Fathom.

    Otter.ai

    Mobile-first transcription with live collaboration

    Best if: You prioritize mobile note-taking, real-time transcription visible during calls, and inline commenting features.

    Pricing: Free (600 min/month), Pro ($16.99/month for 1,200 min), Business ($30/user/month unlimited)

    Trade-offs: Only 3 languages (English, Spanish, French); free tier capped at 600 minutes vs. Zoom's unlimited with paid plan.

    Why Choose Zoom AI Companion Instead:

    You already pay for Zoom—AI Companion is included at no additional cost. No visible bot means more professional donor calls. 46 languages vs. competitors' 3-40. And the 50% nonprofit discount makes the all-in cost remarkably competitive.

    Choose alternatives if: you don't have paid Zoom, you need cross-platform support without add-ons, or you want a completely free solution (Fathom's unlimited free tier).

    Getting Started

    Your first 15 minutes with Zoom AI Companion—from enabling to your first automated summary:

    1

    Verify Your Zoom Plan (1 minute)

    Log into your Zoom account and confirm you have a paid Workplace plan (Pro, Business, or Enterprise). If you're on the free plan, you'll need to upgrade to access AI Companion.

    Pro Tip:

    Before upgrading, apply for the Zoom Cares nonprofit discount to get 50% off—could save $1,000+ annually.

    2

    Enable AI Companion (3 minutes)

    Have your Zoom admin enable AI Companion for your organization: Settings → AI Companion → Enable meeting summary and transcription. Individual users can then toggle AI Companion on during meetings.

    Pro Tip:

    While you're in settings, set up the Custom Dictionary with your organization's program names, donor names, and industry terms to improve transcription accuracy from day one.

    3

    Run Your First AI-Enabled Meeting (Already Scheduled!)

    Join your next Zoom meeting. Click the "AI Companion" button in the meeting toolbar and select "Start Summary." Inform participants the meeting is being transcribed for note-taking purposes.

    Pro Tip:

    In the AI Companion panel, choose who receives the meeting summary (host only, all participants, or specific people). For donor calls, you might keep summaries internal.

    4

    Review Your Summary (30 seconds post-meeting)

    Within 30 seconds of ending the meeting, check your email or the Zoom web portal for your AI-generated summary. Review the quick recap, next steps, and detailed discussion points.

    Pro Tip:

    If organization-specific terms were transcribed incorrectly, add them to your Custom Dictionary so future meetings capture them accurately.

    ⚡ Quick Win:

    After your first AI Companion meeting, visit ai.zoom.us and ask a question about your meeting: "What action items were assigned?" Watch AI Companion instantly pull the relevant details—demonstrating the power of searchable meeting intelligence.

    Expected outcome: You'll realize you never have to re-watch a meeting recording again to find what was decided or who committed to what.

    Need Help with Implementation?

    Enabling AI Companion is straightforward, but optimizing it for nonprofit workflows—CRM integration, Custom Dictionary setup, team training—can be tricky. If you'd like expert guidance on:

    • Configuring Salesforce or HubSpot sync for automatic donor call logging
    • Setting up Custom Dictionary with your organization's terminology
    • Creating custom summary templates for board meetings or grant research
    • Navigating the Zoom Cares nonprofit discount application

    One Hundred Nights offers implementation support to help nonprofits get the most value from Zoom AI Companion with minimal time investment.

    Contact Us for Implementation Help

    Frequently Asked Questions

    Is Zoom AI Companion free for nonprofits?

    AI Companion is included at no additional cost with paid Zoom Workplace plans (Pro, Business, Enterprise). Through the Zoom Cares program, qualified 501(c)(3) nonprofits with operating budgets of $10 million or less receive 50% off select Zoom products, making a Pro plan as low as $6.67/user/month. However, K-12 schools, colleges, and universities are not eligible—they should explore Zoom for Education instead.

    How does Zoom AI Companion compare to Fathom or Otter.ai?

    Zoom AI Companion is built directly into Zoom—no separate bot joining meetings. This eliminates the visible "Notetaker" bot that third-party tools require. AI Companion supports 46 languages for transcription (vs. Otter's 3 or Fathom's 28). However, it only works fully within Zoom; cross-platform support (Teams, Meet) requires the $12/user/month Custom AI Companion add-on. Fathom and tl;dv offer unlimited free plans, while AI Companion requires a paid Zoom subscription.

    Can Zoom AI Companion join Google Meet or Microsoft Teams meetings?

    Yes, with the Custom AI Companion add-on ($12/user/month). This extends AI Companion's recording, transcription, and summarization capabilities to Google Meet, Microsoft Teams, and soon Webex. Without this add-on, AI Companion only works within Zoom Meetings.

    What languages does Zoom AI Companion support?

    AI Companion supports real-time transcription and captions in 46 languages with automatic language detection. It can display captions in participants' preferred languages and includes a Custom Dictionary feature for organization-specific terms, industry jargon, and acronyms—improving accuracy for nonprofit-specific vocabulary.

    How accurate is Zoom AI Companion's transcription?

    Accuracy depends on audio quality, accents, and background noise. Zoom's Custom Dictionary helps improve recognition of specialized terms. Users report improved accuracy in December 2025's AI Companion 3.0 update, with enhanced language identification and customizable caption display. For critical meetings requiring near-perfect transcripts, review and edit before sharing.

    Does Zoom AI Companion work with our CRM?

    Yes. AI Companion integrates with Salesforce, HubSpot, and other CRMs through Zoom's connector ecosystem. Meeting summaries and action items can sync automatically to contact records. Additional integrations include Google Drive, OneDrive, Slack, Jira, Asana, and Box, with Gmail and Outlook integrations coming soon.

    Ready to Unlock AI Meeting Intelligence?

    If you already pay for Zoom, AI Companion is waiting for you—no extra cost, no extra tools, no visible bot. Enable it today and start capturing every meeting insight automatically.

    Visit ZoomGet Implementation Help