How can IT monitor automation in Zoom Workplace to prevent calendar spam?

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IT can monitor automation in Zoom Docs to prevent calendar spam by combining administrative controls, API-based monitoring, and user education. The strategy involves managing who can use the AI scheduling features, auditing for abnormal activity, and enforcing strict calendar integration rules.

When Zoom Workplace pulls availability from multiple tenants, you can implement robust guest access policies that balance collaboration with security. The core principle is to provide visibility into shared calendars for scheduling while maintaining strict access controls over meetings and confidential information. This is achieved by using a combination of Zoom's built-in settings and controls from your integrated calendar provider, such as Microsoft 365 or Google Workspace.

When Zoom Workplace emails participants to negotiate new times automatically, Data Loss Prevention (DLP) controls apply at two main points: the email channel itself and the Zoom Workplace platform where the negotiation data originates. The controls prevent sensitive information from being accidentally or maliciously shared via these automated emails.

To configure AI-assisted scheduling in Zoom Workplace to respect working hours and Do Not Disturb (DND) status, you must ensure two key things: that your personal availability is accurately set, and that your external calendars are properly connected and configured. Zoom's AI assistant, AI Companion, uses this synced calendar information to intelligently resolve conflicts.

• Step 1: Set up your working hours

Your personal working hours are the primary source of truth for the AI assistant when booking meetings. This must be set in the Zoom web portal and will be respected by the AI, including for the ""Quick Schedule"" feature in Team Chat.

• Step 2: Connect your external calendar

The AI assistant relies on a synchronized calendar to understand your free and busy times. This is essential for preventing the AI from scheduling a meeting during a DND period or when you are already booked.

• Step 3: Configure Do Not Disturb (DND) settings

While your calendar integration handles busy times from existing meetings, your DND status provides an extra layer of protection from instant disruptions.