AI-enabled meeting assistance tools can improve accessibility, reduce administrative effort, and support note-taking and participation in meetings. Examples include meeting transcription, AI-generated summaries, action items, AI companions, and third-party meeting assistants.
When using AI-enabled meeting assistants:
- Only use tools that are approved for the classification of information being discussed;
- Ensure participants are appropriately informed when meetings are being recorded or transcribed;
- Review AI-generated notes and summaries before sharing them;
- Manage recordings and transcripts in accordance with University requirements; and
- Be aware that meeting organisers may remove unapproved AI assistants from meetings
Microsoft Teams and Zoom provide University-supported recording and transcription capabilities and will be suitable for many meeting scenarios.
Third-party AI meeting assistants
Third-party AI meeting assistants (such as Otter.ai, Fireflies.ai and similar services) must not be used unless they are approved for the classification of information reasonably expected to be discussed.
These services often connect directly to your Teams or Zoom account and may be configured to:
- Automatically join meetings
- Record and transcribe conversations
- Generate and distribute meeting summaries, or
- Retain meeting information outside University-managed systems and controls
Before using any third-party meeting assistant, review its settings and disable automatic meeting participation and other features that could result in unintended recording or disclosure of meeting information.
Helpful guides:
Stop Otter notetaker from automatically joining your meetings
How to stop Fireflies from auto-joining your meetings (disable auto-join settings)
How to remove Fireflies from a meeting (or stop it from joining) as a meeting host
Further information
Additional guidance on AI-enabled recording, transcription and meeting assistance is currently being finalised and will be published in the University Policy Library in due course.
In the meantime, staff should refer to:
AI Tools Guidance
Staff use of AI systems – policy and procedures
If you are unsure whether a tool is approved or appropriate for a particular meeting, contact AskOtago.