Mixmax’s Meeting Copilot handles the heavy lifting of online meetings — taking notes, summarizing key points, outlining action items, and drafting follow-up emails—so you can focus on the conversation, not the keyboard.
Enable the Meeting Copilot
Note: The Meeting Copilot is available on the Growth, Growth + CRM, and Enterprise plans.
Languages Supported: English only.
To enable the Meeting Copilot, first, you need to make sure that the following Zoom settings are enabled in your Zoom account.
Automated captions
Embed passcode in invite link for one-click join
You can find these in Zoom's Settings > Meeting tab. Click here to learn more about Zoom's Automated Captioning.
Once you have your Zoom settings sorted, you need to configure your Mixmax settings next. To utilize the powerful features of the Mixmax Meeting Copilot, navigate to Settings > Personal > Meeting Copilot.
From there, you can toggle the Meeting Copilot for Zoom.
In the settings page, users can also manage which meetings the Mixmax Copilot will join: meetings you are the host of, and/or external/internal meetings.
Note: For Zoom meetings, the Meeting Copilot will automatically join any meetings you've accepted that match your "Joining meetings" settings — even if you join from a mobile device or choose not to join at all.
To prevent the Copilot from joining a specific meeting, consider removing the event from your calendar at least 20 minutes before it starts. Alternatively, the meeting host can manually remove participants from the Zoom call as needed.
Meeting Copilot and Zoom
Once the Meeting Copilot is enabled in the settings, it will transcribe your Zoom calls.
Once a Zoom call starts, the Mixmax Copilot will join the waiting room, and users need to allow it into the meeting. Note, the Copilot will stay for 15 minutes in the waiting room and leave after that if not admitted.
After Copilot has joined, it will start silently recording the meeting captions.
The Meeting Copilot does not record any audio or video content of your calls.
Email Summary & Follow-up
Once the meeting is complete, you will receive an email summary from [email protected] with the meeting details.
Only you and other Mixmax users who are in the call and also have AI Meeting Copilot enabled will receive the meeting summary.
NOTE: To receive a meeting summary, at least two people must join the meeting, and the meeting must last at least 2 minutes.
The AI Meet Copilot will transcribe the meeting as long as it is enabled. If you disable it during a call, you will still receive a summary for the part where it was enabled.
The email summary notification will include:
Summary of the meeting
Participants
Key points of interest and pain points
Next steps and action items
Within the email, there will also be an option to "Generate follow-up email".
Clicking "Generate follow-up email" will automatically open a pre-drafted email in Gmail's compose window to send to your meeting participants.
How to disable the Meeting Copilot
To disable the Meeting Copilot, navigate to Settings > Personal > Meeting Copilot.
You can then toggle the setting OFF. After doing so, the Meeting Copilot will be disabled.
FAQ
What if my Zoom meeting uses a passcode? Can the Copilot still join?
If the meeting uses a passcode, it needs to be embedded into the link. Otherwise, the Mixmax Copilot will not join the call.
Will Copilot join last-minute events?
Calendar syncing can have up to a 15-minute delay, meaning that for meetings updated or created with a Zoom link last minute, Copilot will not join the Zoom meeting.
What happens if the Copilot is removed from the Zoom meeting?
There is no way to add Copilot back into the Zoom meeting once a user has removed it.
Note, if there is no transcript detected for 10 minutes, the Copilot will automatically leave the Zoom meeting.