Use Zoom AI to Capture Action Items from Coordination Calls

What This Does

Zoom's meeting summary automatically transcribes and summarizes every coordination call, extracting the specific action items so you don't have to take notes while also talking, and nothing falls through the cracks.

Before You Start

• You have a Zoom account (meeting summary is included with eligible paid Zoom Workplace plans, Pro or higher. $15/mo)
• You're logged in to Zoom
• The meeting summary is turned on in your account settings

Steps

1. Turn on meeting summary in your Zoom settings

Sign in at zoom.us and open Settings. Look for the meeting summary controls in the AI section and turn on automatic meeting summaries, including the action items option. These settings apply to all future meetings automatically. Zoom used to call these features "AI Companion" and dropped that name in 2026, so older help articles and colleagues may still use the old term.

What you should see: The controls switch to the on position. You'll also see a disclaimer that participants will be notified when AI is active.

2. Start your coordination call as usual

Host the call through Zoom as you normally would. Zoom will automatically notify participants that AI features are active. If the summary doesn't start on its own, hover over the AI icon in the meeting toolbar, tick the Meeting summary checkbox, and click Start Zoom AI.

Troubleshooting: If you're joining someone else's meeting (not hosting), the meeting summary may not be available. Ask them to turn it on, or record your own notes from calls you don't host.

3. After the call, find your AI summary

End the meeting. Within 1-2 minutes, Zoom emails you the meeting summary. You can also find it in the Zoom web portal under Meetings → Previous Meetings → select your meeting → Summary tab.

The summary includes: key topics discussed, decisions made, and a list of action items with implied owners.

4. Review and paste relevant notes into your transaction file

Skim the action items. Look for anything assigned to you, your agent, the lender, or any other party. Copy the relevant action items into your transaction file notes in Dotloop/SkySlope/your platform.

Real Example

Scenario: You're on a 15-minute call with a lender who's updating you on a delayed appraisal for 4521 Oak Lane.

What you do: Host the Zoom call. Talk normally. After the call ends, check the AI summary.

What you get: "Meeting Summary: Discussed appraisal delay for 4521 Oak Lane. Appraiser rescheduled for Thursday. Action items: TC to notify buyer's agent of revised timeline by EOD today. Lender to extend rate lock through April 10. Follow up on appraisal results by Friday."

Time saved: 10 minutes of note-taking during and after the call, replaced by a 60-second review of the AI summary.

Tips

• If a call happens on the phone (not Zoom), use Otter.ai as an alternative. it transcribes phone calls and provides similar AI summaries
• For calls where you can't record, use ChatGPT right after: type your bullet-point notes and ask it to format them as action items
• Paste your Zoom summaries directly into your transaction platform notes to build a clean audit trail

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