Read.ai and Google Calendar Integration
Overview
Swarthmore permits the use of Read.ai with Zoom meetings, but we do not allow Read.ai to be connected to institutional Google calendars or integrated with our Zoom account.
If you would like to use AI-generated meeting summaries or transcripts, we recommend using Zoom AI Companion, which is built into Zoom and can be managed through our existing Zoom environment.
Why can't I connect Read.ai to my calendar?
Connecting Read.ai to your calendar gives Read.ai access to your calendar events and allows it to determine which meetings it should attend. Depending on the user's Read.ai settings, the service can automatically join meetings on the user's calendar.
We have chosen not to allow this type of calendar integration because it can create several privacy and meeting-management concerns:
AI bots may join meetings when you are not attending
When Read.ai is connected to a calendar, it can automatically join meetings based on the user's settings. This means a Read.ai bot may appear in a meeting even when the person who owns the Read.ai account is not actually attending the meeting.
For example, someone could have a meeting on their calendar that they are unable to attend. Read.ai may still join the meeting and record or analyze the conversation on their behalf.
Other participants may not know why the bot is there
A Read.ai bot appears as a participant in the meeting. Other attendees may not know who authorized the bot, why it is attending, or what information it is collecting.
This can be particularly confusing for meetings where participants did not expect an AI notetaker to be present.
Read.ai can generate meeting reports and summaries and, depending on the user's configuration, share those reports with meeting participants.
This can result in participants receiving a meeting summary even though they were not aware that Read.ai was being used to record or analyze the meeting.
Connecting Read.ai can unintentionally create an account
Read.ai's sign-up and integration process can make it easy for someone to unintentionally create a Read.ai account. For example, a person may receive a Read.ai meeting summary from another participant and follow the prompts to access it. This can result in an account being created and, depending on the settings selected during setup, a calendar being connected.
Read.ai acknowledges that users may create an account while attempting to access a meeting report shared by another Read.ai user.
Once a calendar is connected, Read.ai can use the calendar to identify meetings and determine which meetings to join.
Can I still use Read.ai with Zoom?
Yes. You may use Read.ai with Zoom meetings, but you should not connect Read.ai to your institutional calendar or integrate your Read.ai account with our Zoom environment.
If you manually invite Read.ai to a Zoom meeting, be aware that all meeting participants should understand that an AI notetaker is present and that the meeting may be recorded, transcribed, or summarized.
Hosts should also consider whether the use of an external AI service is appropriate for the meeting and its content.
Recommended alternative: Zoom AI Companion
For meetings where AI-generated summaries or transcripts are appropriate, we recommend using Zoom AI Companion.
Zoom AI Companion is integrated into our existing Zoom environment and provides meeting features such as AI-generated meeting summaries and transcripts. When Meeting Summary is enabled, participants are shown an indication that Zoom AI features are active.
Zoom also provides controls for hosts and administrators to manage AI Companion and meeting summary settings.
Zoom AI Companion documentation:
Using Meeting Summary with AI — Zoom Support
If you accidentally created a Read.ai account
If you accidentally created a Read.ai account or connected your calendar, you can deactivate your account and disconnect your calendar.
Read.ai's instructions for deactivating an account include disconnecting all connected calendars.
Read.ai account deactivation instructions:
How do I deactivate my Read account? — Read Help Center
If you want to completely remove your Read.ai account and its associated data, Read.ai also provides an option to delete the account.
If you need help deactivating your account, please contact support.swarthmore.edu.
Institutional AI guidance
For additional information about using AI tools at Swarthmore College, please see Guidelines on the Use of Artificial Intelligence (AI).