AI meeting assistant that acts during the meeting: what Teams Facilitator, Zoom AI Companion, Google Meet Gemini and InterMIND's Mia do in the room (2026)

For two years "AI in meetings" meant one thing: a note taker. It listened, and after the call it mailed a summary. That job is done — every platform has it, and we mapped who keeps what afterwards in the recap guide.

The next job is different. An AI meeting assistant works during the meeting: it reminds the room what the last session decided, notes a commitment the moment someone makes it, schedules the follow-up when the host asks, and, near the end, says which agenda items were never touched. G2 now lists this as its own feature group for video conferencing — "Agentic AI", with three abilities: proactive assistance, autonomous task execution and decision making.

This guide is in two halves. First, how to run a meeting with an AI participant so that it actually helps — what to put in the invite, how to address it, who should be allowed to give it orders, what to check at the end. Second, the documented map: what Microsoft Teams, Zoom and Google Meet ship today under this heading, and what InterMIND's Mia does. Every vendor fact is quoted from that vendor's public documentation, checked September 2026, linked at the end.

Note taker, assistant, agent — the three words

A note taker listens and writes afterwards. It never speaks in the meeting. Zoom's Meeting Summary, Teams Recap and Google Meet's "Take notes for me" are note takers; their output is the post-meeting record.

An assistant answers during the meeting when asked — "what did we agree on the budget?", "catch me up" — from the transcript and the material it can reach. Zoom's in-meeting questions, Ask Gemini in Meet and InterMIND's Mia answering by name are assistants.

An agent does two more things. It speaks up on its own when something in the conversation warrants it (a commitment, a question nobody answered, the clock), and it acts on a request — schedules, records, sends — instead of describing how you could. Microsoft calls its version Facilitator; Zoom's is ZoomMate; InterMIND's is Mia. The rest of this guide is about that third word, and the two questions it raises in every organization: when is it allowed to interrupt, and who is allowed to give it orders.

How to run a meeting with an AI participant

The mechanics differ per platform (below), but the practice is the same on all of them.

1. Give it an agenda before the meeting. An agent that knows the agenda can tell you what was skipped; one that doesn't can only summarize. In Teams the agenda is read from the invite or the meeting notes; in InterMIND it is the meeting's agenda note; in Zoom and Meet there is no agenda input for the assistant today.
2. Decide who may command it. In a customer call, the customer should be able to ask the assistant a question and should not be able to schedule your team's follow-up. Check which platform lets you separate the two before the call, not during it.
3. Address it by name, in a full sentence. "Mia, what did we decide on the vendor last time?" works; a keyword does not. The assistants below trigger on a name, an @-mention or a button — the sentence after that is what the model reads.
4. Let it record commitments as they happen. "I'll send the estimate by Friday" is the most valuable sentence of the meeting and the one most often lost. An agent that writes it into the chat the moment it is said produces a recap nobody has to reconstruct.
5. Use the last five minutes. Ask it what is still open and which agenda items were not covered. If it can schedule the follow-up, do it in the room, while everyone is there to object to the date.
6. Keep the undo close. Every action the agent takes should be reversible from where it was announced. If the platform has no undo, treat its actions as proposals and confirm them yourself.
7. Know what it heard. An assistant that joins as a participant is in the recording and the transcript; one that listens through the transcript is not. Both are fine — but tell external participants which one is in the room.

Microsoft Teams: Facilitator

Facilitator is Microsoft's agent for Teams meetings. Microsoft's documentation describes it as "an AI-powered agent that helps keep meetings focused, organized, and action-oriented by surfacing agendas, tracking progress, and capturing key highlights in real time". Unlike Copilot in Teams, whose prompts "are private to that individual user", Facilitator "acts like an assistant sitting in your users' meetings": a prompt to it and its reply are shown "within the meeting's conversation for everyone to see".

Speaks up on its own. It "checks for a meeting agenda from the meeting invite and the meeting notes Loop component and then sends the agenda in the meeting chat", keeps "visual timeline markers to track topics and time, with reminders at midway and wrap-up", "@mentions absent participants in the meeting chat when they've been mentioned multiple times", and "summarizes key decisions and open questions from meeting discussion" into collaborative real-time notes.

Acts on request. Licensed users "can interact with the agent by mentioning it in the chat, for example '@Facilitator add these topics to the agenda…'"; it offers "Word document creation in meeting or post meeting, for example '@Facilitator, create a BRD based on this meeting for the executive review'", and "AI-powered Q&A from meeting and web content". "Task tracking integration with Planner" is listed as public preview.

Who may command it. "A Microsoft Copilot license is required to add Facilitator to a meeting or turn it on during a meeting"; "only meeting participants who are organizers or presenters and are using Teams for web or desktop can turn Facilitator on or off"; "unlicensed users can't prompt Facilitator, but they can see others' prompts to Facilitator and Facilitator's responses". It "isn't supported in 1:1 chats, group chats, or external chats and meetings".

Language. When turned on, the user "is prompted to select the language participants are speaking during the meeting. The language selected must match the spoken language during the meeting, or notes aren't generated." "AI-generated notes for meetings only support meetings where a single language is spoken."

Where the output lives. Notes are "stored as a .loop file in a OneDrive folder titled Meetings of the user who initiated Facilitator", and "any content generated by Facilitator during the meeting can be accessed both through meeting chat and meeting notes in Recap".

Zoom: AI Companion in the meeting, ZoomMate after it

In the meeting. Zoom's Meeting questions with AI "allow meeting participants to ask questions about the content of the meeting discussions", with preset questions "Catch me up", "Was my name mentioned?" and "What are the action items?". The host configures who may ask: "All participants and invitees", "All participants only from when they join", internal participants only, or "Only meeting hosts". It works on the live meeting's "speech to text data", on Zoom Workplace Pro, Pro Plus, Business, Business Plus, Enterprise, Enterprise Plus or Enterprise Bundle accounts, in "more than 30 languages", where "quality of supported languages varies by language, audio quality, and other factors". Zoom's documentation does not describe the assistant speaking up unprompted during the meeting.

After it. ZoomMate, "generally available today" as of 1 June 2026 "for online and direct customers in North America" and "starting at $20 per user per month with included AI credits", "turns meetings into finished work, automatically creating presentations, documents, spreadsheets, reports, and project plans"; it can "update records, create follow-up tasks, draft customer communications, and trigger onboarding or support workflows" and "schedules events in Google Calendar or Microsoft Outlook". Before a meeting it can "pull key information from Google Docs, open Jira issues, and surface recent Slack discussions". Zoom's launch page does not state whether these actions run autonomously or after a user's confirmation. EMEA and APAC availability is announced for later in 2026.

Google Meet: Ask Gemini during the call, next steps after it

In the meeting. Ask Gemini in Meet lets a participant "summarize ongoing discussions, or get a recap of what someone said", "identify key takeaways, decisions, and action items" and "catch up on what you missed if you joined late". It answers from meeting captions, the user's accessible Workspace files and public web content, on request: Google's announcement describes prompts the user types, not suggestions the assistant volunteers. At launch (rollout from 29 September 2025) it was available to Business Plus customers, "only meetings in English are currently supported", desktop only, not in breakout rooms, and "no caption data will be stored after the meeting ends".

After it. "Take notes for me" adds a "suggested next steps" section — "AI-powered identification and organization of next steps and follow-ups discussed during the meeting" — to the notes document; the reader can "review and edit the next steps and follow-ups as needed, and even assign the task to someone". Assignment is a person's click, not the assistant's. Available on Business Standard and Plus, Enterprise Standard and Plus and the listed add-ons; announced 18 February 2025. Google's documentation does not describe the assistant scheduling a meeting or writing to a calendar on a participant's request.

The axis the three share

Lay the three next to each other and the same four lines appear:

• Who speaks first. Facilitator posts the agenda, the timeline reminders and the notes on its own. Zoom's in-meeting AI Companion and Ask Gemini answer when asked; their documentation describes no unprompted turn.
• Who may give orders. Facilitator: licensed organizers and presenters, internal meetings only. Zoom: host-configured, down to "only meeting hosts". Meet: whoever has the edition; the assistant does not take actions, so the question does not arise.
• What "do it" does. Facilitator drafts a Word document and, in preview, tracks tasks in Planner. ZoomMate schedules calendar events and creates tasks after the meeting. Meet identifies next steps and leaves the assignment to a person.
• In which language. Facilitator takes notes in the one language selected for the meeting. Zoom's in-meeting questions work in more than thirty languages. Ask Gemini launched in English. None of the three documents an assistant that answers each participant in that participant's language.

That last line is where InterMIND starts.

InterMIND: Mia, the AI participant of the meeting

Mia is the AI participant of an InterMIND meeting. She listens through the meeting transcript — she is not in the recording and not in the transcript herself — and every participant hears her in their own language: the answer is written natively in each language present in the room and voiced on each participant's device. Guests in the meeting can address her too. All of it runs on the organization's own cloud gateway (Azure OpenAI in the EU Data Zone by default, Google Vertex AI in the EU on request, or the organization's own model endpoint), with AI switchable off per organization; the details are in the AI features documentation.

Answers by name — or in your private chat with her. "Mia, what did we agree on last time?" aloud, or a line in the private mode of the meeting chat (the lock next to the message field; every line there is for her, no name needed, and you can hand her a document to read). She answers from this session's transcript, chat and shared documents, and from the recaps of the room's previous sessions. Asked aloud, she answers aloud to the whole room, each participant in their own language; asked privately, she answers in that thread only, saved for you in this room, where nobody else sees it. Her name is needed once: after a spoken answer the conversation stays open for about a minute and as long as the exchange goes on, so anyone can follow up without her name; alone in the room with her, no name at all. Start talking and she stops.

Speaks up on her own — in the chat, never over a voice. At the start she posts what the previous session decided and left open and what is on today's agenda note; halfway through and five minutes before the scheduled end, what has been decided, what is open and which agenda items were not touched; when someone takes something on, "Noted: Anna — send the estimate by Friday"; when a question hangs unanswered and the answer is in a previous recap, a shared document or the chat, she posts it with its source. She does not guess and does not search the web. "Mia, be quiet" stops her own notes for the rest of the meeting; she posts at most twenty an hour.

Acts on the host's word. The host and moderators can tell her to act; other participants can ask questions but cannot give orders. She does it right away and confirms aloud and in the chat, where the host sees an Undo button for as long as the meeting lasts ("Mia, undo that" works too):

• "Mia, set up a follow-up next Thursday at three" — a new meeting is created, its link lands in the chat, and the event goes into the commander's connected Google or Microsoft calendar in their own time zone.
• "Mia, note the decision: we go with vendor B" — the note appears in the chat and is part of the recap.
• "Mia, send the recap to Pipedrive" — the recap of this meeting also goes to that address from the host's confirmed recap address book.

Proposes the next step. Before the end she weighs the agenda against what was said and proposes one concrete step — a follow-up for the items not covered, or an owner for a decision that was made but never stated. "Mia, yes" from the host executes it.

Mia in meetings is on paid plans and switched on by default there; one switch under Integrations turns all of her off for the organization. On the free plan she is not in the room.

The comparison, in one table

See it instead of reading about it

• Read how Mia works — the documentation page, including how an owner switches her notes and actions on and off.
• Try the live demo — no signup; speak, and hear the room translated per listener.
• See the benchmark — per-pair, monthly translation quality on real traffic, with the methodology public.

FAQ

What is an AI meeting assistant? An AI participant of the meeting that answers questions during the call from the transcript and the material it can reach, and — in its agentic form — speaks up on its own and takes actions on a participant's request. A note taker, by contrast, only writes after the call.

What does Microsoft Teams Facilitator do during a meeting? According to Microsoft's documentation it posts the agenda from the invite or meeting notes into the chat, keeps timeline markers "with reminders at midway and wrap-up", writes collaborative real-time notes, summarizes decisions and open questions, answers questions from meeting and web content, and on request creates a Word document or edits the agenda; Planner task tracking is in preview.

Do I need a Copilot license for Facilitator? Yes: "A Microsoft Copilot license is required to add Facilitator to a meeting or turn it on during a meeting." Unlicensed participants can read its notes and responses but cannot prompt it.

Can Zoom AI Companion answer questions during a meeting? Yes. Meeting questions with AI lets participants ask about the live discussion, with presets such as "Catch me up" and "What are the action items?"; the host decides whether all participants, only internal ones or only hosts may ask. Zoom lists it for Workplace Pro and higher accounts, in more than 30 languages.

What is ZoomMate? Zoom's AI teammate, generally available in North America since 1 June 2026 from $20 per user per month with AI credits. Zoom describes it creating documents, tasks and records after meetings and scheduling events in Google Calendar or Outlook; its launch page does not say whether these run autonomously or after confirmation.

Does Google Meet have an AI assistant during the meeting? Ask Gemini in Meet answers a participant's questions during the call — summaries, decisions, action items, catch-up — from captions and Workspace files. It launched in English for Business Plus in September 2025. Suggested next steps appear afterwards in the notes document, where a person assigns them.

Can an AI meeting assistant schedule the follow-up meeting? Depends on the platform. ZoomMate schedules calendar events after the meeting. Facilitator's documentation describes documents and Planner tasks, not calendar events. Meet leaves assignment to a person. InterMIND's Mia creates the follow-up meeting and the calendar event on the host's word, during the meeting, with an Undo.

Who controls what the AI assistant is allowed to do? In Teams, only licensed organizers and presenters can turn Facilitator on or prompt it. In Zoom, the host sets who may ask questions. In InterMIND, the host and moderators can give Mia orders, other participants can only ask her questions, and an owner or admin can switch her notes and actions off for the whole organization.

Can participants who speak different languages use one AI assistant? Facilitator takes notes in the one language selected for the meeting. Zoom's in-meeting questions work in more than 30 languages, one per question. Ask Gemini launched in English. Mia answers each participant in that participant's language, in one meeting.

Is the AI assistant in the recording? Mia is not: she listens through the transcript and her voice never crosses another participant's microphone, so she is neither in the recording nor in the transcript. Check the other platforms' documentation for their own model; Facilitator's notes are stored as a Loop file and treated as meeting transcript data.

Sources: Microsoft Learn — Set up Facilitator in Microsoft Teams, Microsoft Support — Facilitator in Microsoft Teams meetings, Zoom Support — Meeting questions with AI, Zoom — Zoom launches ZoomMate, Google Workspace Updates — Ask Gemini in Meet, Google Workspace Updates — "Take notes for me" now captures "next steps", InterMIND documentation — AI features. Vendors change plans, features, prices and language lists over time; check their pages for the current state. All facts checked September 2026.