ZoomMate Updates & Release Notes

New, enhanced, and changed features

Enhancements to workflow creation using natural language prompts

Users can create workflows directly from natural language prompts within the Conversational UI, removing the need for manual automation configuration. When a prompt is ambiguous, the Conversational UI asks targeted clarification questions to capture the correct intent before generating the workflow. Once the workflow is built, the Conversational UI performs a self-verification step to validate that it is logically sound and ready to run. The resulting workflow is presented to the user as a functional, executable automation.

Enhancements to workflows in My Notes on mobile

Users can attach, review, and approve workflows directly within My Notes on mobile after meetings. When opening a My Notes entry with an attached workflow, the workflow status card is displayed in an expanded view by default. The mobile interface includes larger controls optimized for small screens, consistent Workflows tab behavior, and an adaptive UI for Human-in-the-Loop cards.

Enhancements to admin-enforced workflow visibility in My notes

Users can view all post-meeting workflows - both personally attached and admin-enforced - in the Workflow tab of My Notes, regardless of whether they manually added the workflow to the meeting. Admin-enforced workflows appear first in the list, followed by any user-attached workflows. This consolidated view allows users to manage all post-meeting triggered workflows from a single location, including completing human-in-the-loop reviews, authenticating connectors, and monitoring running statuses.

Enhancements to workflow visibility in My notes after meetings

Users who create workflows with a "meeting ended" trigger configured for "all my meetings" can see those workflows automatically listed in the My Notes Workflow tab after a meeting concludes, without needing to manually attach them to their notes in advance. Previously, these workflows would execute without appearing in My Notes unless the user had explicitly attached them beforehand, creating a visibility gap. Workflow statuses are kept in sync across all My Notes associated with the same meeting.

Zoom Workspace Reservation support in workflow automation

Users with a Zoom Workspace Reservation plan can build end-to-end automated workflows for room and desk booking directly within the workflow builder. A set of action nodes support use cases across both end-user and admin scenarios, including reserving a workspace, finding a user in office, getting reservation information, and setting buffer, delegate, and check-in policies. Admins can configure these nodes to automate cross-team coordination, such as notifying facilities, catering, or IT teams based on booking activity and policy rules.

Enhancements to meeting summary workflow templates

Users can access updated pre-defined meeting summary workflow templates that use Zoom AI-generated summaries instead of the AI reasoning node. This change produces meeting summaries that are consistent with the summaries users see directly in ZoomMate. By replacing the AI reasoning node with meeting summary generation, the templates also accelerates the workflow completion time.

Enhancements to workflow template library with new Out of Office catch-up templates

Users can access a new "Zoom Saves Summer" template category in the ZoomMate workflow template library, which contains purpose-built templates designed to help employees prepare the time off and get up to speed after returning from time off. The templates use AI-driven context and continuity tools to surface relevant updates, meeting recaps, and team activity from while the user was away. These additions are available directly from the workflow template library within ZoomMate.

Enhancements to workflow management in Zoom Chat channels

Channel owners and admins can control which workflows are permitted to post messages to their channels and meetings using the existing Workflow Automation settings in Zoom Chat. Admins can also configure specific channels to block all workflow-posted messages entirely. When a workflow sends a message to a chat or channel, the workflow owner's name and email alias are displayed alongside the workflow name, giving recipients the information they need to contact the workflow owner directly. These changes apply to ZoomMate workflow messages and extend the governance capabilities already available in Zoom Chat.

Enhancements to workflow and custom agent availability for BAA-covered organizations

Account owners and admins at organizations covered by a Business Associate Agreement can deploy workflow automation for use cases that involve protected health information. Access to these features is governed by the BAA framework applicable to the organization's account.

Enhancements to admin controls for agentic workflow on education accounts

Account owners and admins on K12 and education accounts can manage agentic workflow access through two updated admin controls: the Workflow toggle under Conversations and the Workflow Automation toggle. Both toggles default to off, and enabling either one triggers a modal dialog that describes the scope of the change and provides next-step actions before the setting is committed. Each toggle also displays descriptive text with a direct link to the other toggle location, so admins are aware of both entry points controlling agentic workflow access. Additionally, the Workflow toggle is now accessible for education accounts when Show conversational AI is enabled, which previously did not appear.

Enhancements to admin-enforced workflow controls for organizations

Account owners and admins can hide Zoom-prebuilt workflow templates from end users and disable end-user workflow creation across the organization. When workflow creation is disabled, users lose access to the My Workflows view, the ability to save templates as personal copies, and AI-recommended workflows in My Notes, retaining only read and run access to admin-approved templates and their activity logs. Additionally, admins can view analytics and monitor how workflow templates are being executed and used across the organization to assess adoption and identify issues. Note that if user only enables the "Workflows" under Zoom AI section, they will also need to go to the Workflow Automation tab and enable Workflow Automation and Create and Share settings for Workflows to fully function in ZoomMate.

New, enhanced, and changed features

Enhancements to attaching and reviewing workflows in meeting notes on mobile

Users can attach, review, and approve workflows from within their My notes on mobile, consolidating note-taking and workflow actions in a single location. Workflow attachment is available both during and after a meeting, and review or approval actions can be taken post-meeting directly from the My notes mobile interface. This eliminates the need to return to a desktop to manage workflow actions after a meeting concludes. The feature is available with My notes and ZoomMate licenses. Some actions may consume AI credits.

Attach workflows to meetings using natural language

Users can create and attach custom post-meeting workflows to meetings by describing their desired tasks in natural language, such as sending a meeting summary or creating action items in a project tracker. This can be done at any point in the meeting lifecycle: during scheduling, in-meeting, or post-meeting through My Notes. Behind the scenes, the Workflow Builder agent interprets the description and generates a workflow to run after the meeting without requiring knowledge of workflow automation syntax.

New, enhanced, and changed features

Enhancements to error messages and run statuses for failed and terminated workflows

Users can now more easily identify and troubleshoot workflow runs with enhanced statuses and error messaging in Agentic Workflows. A new Terminated status distinguishes workflows that end early due to missing input from those that encounter actual errors. Updated error states also differentiate between workflow failures, configuration issues, expected workflow outcomes, and temporary errors that may be resolved by retrying. Refined error messages provide greater visibility into the cause of an issue and include actionable guidance to help users resolve it. Workflow runs that require user action, such as approving a pending step, are now clearly identified. These improvements apply to workflows created from templates and those built with the low-code builder.

Zoom Phone trigger nodes for agentic workflows

Users with Zoom Phone enabled can build automated workflows using new Zoom Phone-specific trigger nodes in the personal workflows builder. Available triggers include when a call is missed, when an SMS is received, and when a new voicemail is recorded on the user's Zoom Phone number. These nodes can be combined with conditional logic and third-party integrations, such as Salesforce, to create automated communication workflows that respond to missed calls, incoming messages, or voicemails without manual intervention.

Enhancements to attaching and reviewing workflows in My Notes on mobile

Users can attach, review, and approve workflows from within their My notes on mobile, consolidating note-taking and workflow actions in a single location. Workflow attachment is available both during and after a meeting, and review or approval actions can be taken post-meeting directly from the My notes mobile interface. This eliminates the need to return to a desktop to manage workflow actions after a meeting concludes. The feature is available with My Notes and ZoomMate licenses. Some actions may consume AI credits.

Store ZoomMate meeting summaries to OneDrive and Google Drive via workflows

Users can create automated workflows that save AI-generated meeting summaries directly to OneDrive or Google Drive as new documents, stored in a folder location they designate within the workflow configuration. Each time a meeting summary is generated, a new file is automatically created in the specified folder without any manual copying or filing. Prebuilt workflow templates are also available for this use case, allowing users to get started quickly and customize the automation to fit their needs. This feature is available for ZoomMate licenses.

Enhancements to the agentic workflow homepage and template gallery

Users can more easily create agentic workflows directly from the homepage or the template gallery, which have been updated to provide a clearer, more guided experience. The homepage is redesigned to present a self-explanatory starting point, reducing friction for users who are new to building workflows. The template gallery surfaces relevant, ready-to-use templates so users can quickly start automating tasks without configuring a workflow from scratch. These updates are intended to make the workflow creation process more accessible and approachable across different use cases and skill levels.

Custom AI agents for Chat channels

Users can create and deploy a custom AI agent directly in a Zoom chat or channel, no code required. Once deployed, users can @mention or use slash commands to use the agent for retrieving information from across Zoom — chats, meetings, and other Zoom products — as well as your internal apps and third-party tools like Salesforce, Jira, and Asana, returning answers and running workflows right in the conversation. Admins stay in control with policies governing who can create agents and which apps and data each agent can access.

New, enhanced, and changed features

Introducing ZoomMate

ZoomMate is an AI-powered work companion that helps users streamline tasks and workflows from conversation through completion. It understands work context in real time, learns from meetings and connected content, and helps automate follow-up across tasks, workflows, documents, and business systems. ZoomMate combines conversational AI, automation, search, and productivity tools into a unified experience. It can be accessed through the Zoom desktop app and supported web browsers. Key features include:

• Automated task creation, follow-up drafting, commitment tracking, and next-step execution after meetings
• A unified conversational workspace integrated with Zoom Workplace
• Agentic workflows, automation, and enterprise search across connected information sources
• AI Productivity Suite, including Canvas, Sheets, Slides, and Paper
• Browser Operator and computer-use capabilities for interacting with websites
• Deep-link support for launching workflows and productivity experiences
• Support for integrations with third-party applications such as Salesforce, Jira, and ServiceNow
• Workflow automation and orchestration across Zoom Workplace
• Support for MCP tools and extensible integrations
• Project-based collaboration for organizing AI work and outputs

Note: While this feature is generally available, it may not be accessible to all users right away, as it is being rolled out gradually. Some capabilities require available AI credits to use.

Admin-controlled Workflow template publishing and sharing across the organization

To enforce governance and control over the template publishing process, users with Admin role assigned can publish workflows templates to their organization through a centralized workflow template library. Admins can configure which user or user groups can access the templates. Once available in the library, users with sufficient permission can browse and adopt templates created by the Admin to build their own workflows.

Enhancements to workflow form trigger with file attachment support

Users can add a file attachment field to a workflow form trigger, allowing form respondents to upload files directly when submitting a form that initiates a workflow run. The uploaded files are captured as part of the form trigger node's output and become immediately accessible to downstream workflow nodes without requiring additional integration steps or manual file transfers. This enables workflows to process, store, or route submitted files automatically as part of the same automated sequence.

Enhancements to form trigger workflows

Users can create form-based workflows using a URL link trigger and share them in Team Chat channels. Team members can click the link and complete the form directly within Team Chat, eliminating the need to switch to a separate tool or interface. Once the form is submitted, the workflow runs automatically. Search Input fields for Contacts, Meetings, Chat Channels, and Docs now expose individual attributes, such as user names and email addresses, as selectable variables in subsequent workflow nodes, eliminating the intermediate extraction step previously required. The person control in form triggers now displays each person's email alias alongside their display name, helping distinguish between users with the same name. Workflow owners can also export collected form responses to a CSV file for further analysis and record-keeping.

Workflow import and export using JSON files

Users can export existing workflows as JSON files and import JSON files to create new workflow instances. This enables workflows to be shared with team members, migrated across environments, or stored for backup and version control. Exported files preserve the complete workflow configuration, including all settings, steps, and dependencies. Importing a JSON file instantly recreates the workflow without requiring manual reconfiguration of each step and without overwriting the current workflow. Unique properties like Workflow ID will be recreated for the new workflow as the template gets imported.

Credit-based consumption model for AI feature usage

Users access certain metered AI-powered capabilities across Zoom products, including ZoomMate and the AI Productivity Suite, through a credit-based consumption model. AI actions consume credits from an allocated balance rather than being provided as an unlimited per-seat entitlement. Enterprise users receive credits allocated by their administrators, while online users can purchase and replenish credits through their account settings. When a credit balance runs low or is fully depleted, users receive in-product prompts to purchase additional credits, upgrade their plan, or contact their admin. Credits are subject to expiration, and users receive notifications before their credits expire, allowing them time to take action and avoid service interruptions.

New, enhanced, and changed features

Access AI Companion Workflows builder via the Workflow Automation tab

The Workflow Automation tab in the Zoom Workplace desktop app has been updated to incorporate the new AI Companion Workflow feature. New users without any classic workflows will be directed to the AI Companion Workflows builder. Existing users who have used the Workflow Automation tab will see a message encouraging them to transition to the new AI Companion Workflows experience, providing a clear migration path to the latest workflow functionality, while still retaining access to the legacy Workflow Automation builder. In addition, admins will have access to a new Allow incoming Webhook for agentic workflows setting, available under the main Workflow Automation setting, to control webhook access in new agentic workflows. This setting will be enabled by default.

Support for personal workflows in meetings

Users can utilize personal workflow with My notes to automate post-meeting actions and tasks. Users can select predefined workflow templates designed for their role (Sales, Marketing, IT, HR, etc.) or their own workflows when scheduling meetings, add or view workflows during the session, and manage all activities post‑meeting directly in My notes.

New, enhanced, and changed features

Users can type a forward slash (/) in the AI Companion on the web prompt input to open a menu of available built-in skills. Selecting a skill from the menu injects structured intent directly into the prompt, and the system routes execution to the appropriate skill automatically. This allows users to quickly access and run pre-built skills without needing to manually compose a request from scratch. The slash command menu displays only built-in skills; creating or editing custom skills is not supported through this interface.

Enhancements to personal meeting templates for scheduling and sharing

Users with a Custom AI Companion add-on or standalone license can apply personal meeting templates directly when scheduling a meeting, in addition to applying them via the post-meeting card. Templates are also accessible from the Zoom Web Portal meeting detail page, giving hosts a centralized location to manage their preferences. Users can share personal meeting templates with others, extending template use beyond individual workflows. This release also addresses UX gaps and improves consistency across the AI Companion and Meeting experiences.

Enhancements to data source selection for agentic retrieval

Users can manage data sources for AI Companion through a redesigned panel that consolidates personal and company sources into a unified Sources section alongside Web and Zoom sources. Each category includes a toggle to enable or disable all connectors within it at once, and disabling a category grays out its nested connectors while preserving their individual states for when the category is re-enabled. Within each category, users can expand a customizable view to independently toggle individual connectors, such as Google Drive or Salesforce, with state changes saved immediately. If a connector requires authentication, enabling its toggle triggers the relevant authorization flow, and if access expires, the toggle turns off automatically. Connection management for personal and organizational data sources moves to Settings > Connectors, which now includes separate Personal and Organization tabs, with organizational sources requiring admin enablement.

Access and query AI Companion 2.0 knowledge bases using @mention

Users with knowledge bases created in AI Companion 2.0 can invoke them directly within AI Companion for Web by typing "@" and selecting the relevant knowledge base from the displayed list. The selected knowledge base scopes the AI's retrieval to its indexed content, allowing users to query existing organizational knowledge without recreating or migrating their data. AI Companion 2.0 knowledge bases are surfaced as data-source agents within the @mention framework, and the underlying retrieval logic and storage infrastructure remain unchanged. Each query supports a single knowledge base reference; multi-source @mention combinations are not available.

Enhancements to the AI Companion admin dashboard

Account owners and admins can monitor AI Companion 3.0 usage across both web and in-client access points from a single consolidated dashboard, eliminating the need to manage separate reporting interfaces. The adoption summary merges AI Companion 3.0 active users and query counts into existing KPI tiles, with updated titles and tooltips to reflect the broader scope of data. New KPI tiles surface AI Companion 3.0 specific metrics, including total threads, average queries per user, and average threads per user. Time series graphs for AI Companion 3.0 usage and adoption, as well as a breakdown by query category, are added alongside existing feature graphs and support the same time range selections. The leaderboard and thumbs up/down feedback chart are updated to incorporate AI Companion 3.0 data using the same hierarchical structure as the adoption summary, where the AI Companion parent row is collapsed by default and can be expanded to reveal query type breakdowns (such as Deep Research and Writing).

New, enhanced, and changed features

Web crawling node in personal workflows

Users can incorporate web crawling functions into workflow automation by configuring dedicated crawling nodes with adjustable parameters. The feature allows users to define start URLs, set crawl depth to limit the scope of data retrieval, and apply URL prefix filters to restrict processing to specific content sources. This capability enables collection of web-based data from users' websites as part of automated workflow processes.

SMS and voice notifications for workflows

Users can configure their personal workflows to include SMS messages and voice notification actions. Supported notification scenarios include reminders for scheduled meetings, alerts when a user is mentioned in workflow discussions or comments, and updates when workflow events require attention or move to a new stage. The feature includes usage limits and measures intended to reduce misuse. This functionality enables notifications to be delivered to workflow users through multiple communication channels as part of automated workflow processes, so they can easily keep up to date.

New Reasoning AI node supported in personal workflow

The new Reasoning AI node in personal workflow is an LLM-powered action node that lets users describe a task in natural language, ground the model with selected knowledge documents, and connect Zoom and third-party apps or prebuilt skills so the node can reason through unstructured inputs and take the right action. With this, users can set up a workflow with this reasoning node, for example, to review every new customer conversation against configured playbooks, policies, and product documentation, interpret signals like customer intent, sentiment, urgency, and issue type, and then automatically take the appropriate next step, e.g., creating a Jira ticket when it identifies a product bug or technical blocker, updating Salesforce when it detects account risk or expansion signals, and drafting a Gmail follow-up when the best next step is customer communication.

Interactive conversational workflow creation and editing

Users can create workflows through an enhanced interactive conversational interface that integrates guided prompts with automated data entry. The system generates relevant workflow components and configurations based on user-defined objectives in an enhanced workflow canvas. Throughout the workflow setup, users receive contextual guidance on available actions and next steps, minimizing manual input and uncertainty. The workflow canvas updates in real time to reflect changes as components are added or adjusted. This approach simplifies workflow creation and supports a more efficient, dialog-based setup process.

Human-in-the-loop approval for AI workflow actions

Users can add approval checkpoints to AI workflows to review and authorize actions before they are executed. When AI nodes initiate tool calls or external operations, the workflow pauses and requests user confirmation. The approval interface displays the proposed action and allows the user to review, modify, or decline it before proceeding. Users can review the AI-generated content and editing prior to actions such as sending messages or updating external systems through a centralized dashboard. This functionality enables user review and control over automated AI-driven actions within the workflow.

Memory preview and management interface

Users can import their saved memories from other AI assistants, such as ChatGPT, to carry over existing context into AI Companion. The feature provides guidance on how to retrieve memory data from external platforms, explains the purpose of memory import, and offers a preview to confirm successful transfers. Users also have access to a memory management interface that shows summaries of stored memories before deletion. This cross-platform integration helps maintain continuity in user interactions by consolidating personalized context within a single environment.

New, enhanced, and changed features

Memory from past conversations for personalized responses

Users can allow AI Companion to retain certain personal context, such as role, preferences, and focus areas, across conversations. This information may be saved when users request it or when relevant context appears during interactions. Users can access a "My Memory" interface to delete or disable the use of saved memories. Administrators can manage whether this capability is available at the account level. This feature is intended to reduce the need for users to repeat the same context in multiple conversations.

New, enhanced, and changed features

Usage and adoption dashboard for AI Companion on the web

Account owners and administrators can monitor AI Companion for Web adoption and usage through a dedicated analytics dashboard. It provides an adoption funnel (licensed, enabled, and active users), key metrics such as daily, weekly, and monthly active users, and historical trends for user activity, queries, and conversation threads across categories like General, Writing, Deep Research, and Workflow. The dashboard also supports filtering by groups or departments, customizable date ranges, and report exports in CSV or PDF formats to help administrators track engagement and optimize deployment.

Guest mode for exploring AI Companion capabilities

Users can access a guest mode that allows limited interaction with AI Companion without signing in. The homepage presents example prompts to illustrate available capabilities. Users may enter text in the input field; however, signing in is required before submitting queries or initiating AI actions.Feature and profile pages include sign-in prompts with explanatory information about available functionality. This guest mode provides an overview of the product prior to authentication.

Enhancements to navigation layout and menu positioning

Users can access an updated interface layout with navigation elements placed in new positions. The profile entry is now located in the top right corner, and a waffle menu has been added to provide centralized access to features and applications. Settings remain in the bottom left corner for access to configuration options. These changes adjust the structure and organization of the interface.

Direct meeting content access from post-meeting summary emails

Users receive meeting summary emails that include links to open the content in AI Companion for Web while retaining the related meeting context. The system identifies first-time users and may display introductory tips based on the meeting content. Returning users can access their meeting summaries with associated metadata and recording links. The linked content opens directly without additional navigation steps.

Chat history search with real-time results

Users can search past conversations using a search function within the chat history panel. The feature displays matching results as users type, based on keywords found in chat titles and message content. Users can select a result or press Enter to open the corresponding conversation thread. This functionality supports locating specific discussions within existing chat history.

New, enhanced, and changed features

Personal workflows general availability

Personal workflows is generally available for users within AI Companion for Web (not currently available for all users or in all areas). The tool enables users to automate repetitive tasks using natural language on a flexible, node-based visual canvas that integrates with existing data sources and connects to first and third-party applications. Users can create workflows without requiring IT admin assistance, using simple everyday language to build automation. Feature and usage limits for personal workflows may apply based on the user's account type.

Personal transcription for in-person meetings

Users can transcribe in-person conversations directly from AI Companion for Web. Users can view real-time transcripts and ask questions based on the live content. After transcription completes, users can access AI-generated summaries, interact with the full transcript, and use AI Companion to create content based on the transcript, such as notes, documents, and action items.

New, enhanced, and changed features

UX enhancements for connected data sources

Users can view and manage access to different categories of data sources through an updated source selection panel in AI Companion on the web. The interface allows users to enable or disable entire categories, such as Web search, My sources, and Organization sources, and to customize access to individual third-party sources using independent toggle controls. When categories are disabled, all nested sources will appear grayed out with visual feedback, and individual connector states are preserved when categories are re-enabled. The feature allows users to control which data sources AI Companion on the web will access and use as context in responding to user queries.

Customize AI Companion pre-built agents using natural language

The feature allows users to customize prebuilt agents for common tasks, such as post-meeting follow-ups, by providing natural-language feedback, such as "make it more concise" or "add a gratitude section." This feedback adjusts the agent's behavior and response style. Users can save their customized agents, give them personalized titles and descriptions, and access them directly from the homepage.

Agentic retrieval of Zoom chat messages and meeting recordings

Users can search across Zoom chat messages with comprehensive indexing that captures message content, participants, timestamps, and mentions from individual, group, and channel chats. Users can apply search filters and keyword-based queries to find specific information with better precision across their chat history.

Support for uploading images

Users can upload images to AI Companion on the web, such as documents, charts, and whiteboards, so that AI Companion can extract insights from the uploaded image through AI-powered image understanding. The feature supports up to 10 files, with a 10MB per-file limit, and accepts PNG, JPG, JPEG, GIF, and WebP formats. Users can ask AI Companion questions about the uploaded visual content.

Personal meeting summary templates

Users can create personalized meeting summary templates with natural-language descriptions to define their preferred format and content structure. Templates are managed from a centralized location (Templates), which is located under the Meetings tab within AI Companion on the web. Here, users can view, edit, and organize all their custom templates. When reviewing meeting details, users can apply their personal templates to generate.

Note: Using personal meeting summary templates requires the Custom AI Companion add-on.

New, enhanced, and changed features

AI Companion standalone web application for task completion and knowledge search

AI Companion on the web is designed to boost productivity by offering an AI-driven, intuitive web interface that connects to your work context, providing a personalized experience by integrating with the tools you already use. AI Companion on the web is accessible through supported browsers at https://ai.zoom.us and key features include:

• Conversational Work Surface : Central space to interact with AI Companion, integrating Zoom Docs and Meetings with web search support and any enabled third-party data sources. Add specified context by selecting meetings, docs, or uploading files.
• Writing Mode : Draft, edit, and refine business documents side-by-side with AI Companion, using meeting notes and docs to create release plans or executive summaries.
• Deep Research Mode : Available only with the Custom AI Companion add-on, generate comprehensive insights by analyzing multiple documents or meetings, such as competitor analysis or business model evaluation.
• Conversation Starters : Utilize pre-built assistants and tools to help accelerate productivity, including the Post-Meeting Follow-up Assistant and Project Tracker Across Multiple Meetings.
• Agentic Retrieval : Finds insights across meeting conversations, docs, and connected apps with context-aware filtering to customize search scope.
• Personal Workflows : Currently available in beta, users can configure personal agentic AI workflows from templates or a low-code builder to automate multi-step actions across Meetings, Team Chat, Docs, and Tasks. Some usage limitations may apply.