Zoom

Video conferencing, webinars & events

Collaboration & Communication
Subscription

For · IT departments and HR teams at organisations with 50 to 5000 employees

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Zoom has evolved from a video conferencing tool into a full communication platform with telephony, webinars, contact center solutions, and AI features. After the explosive growth during the pandemic, many organizations were left with oversized Zoom contracts that were never revised.
Zoom operates with a user-based licensing model. Most organizations pay for more hosts than they actually need. Moreover, add-ons like Zoom Phone and Zoom Webinar are often purchased separately without strategic consideration.

Purchasing Considerations

Audit active hosts before renewal
Zoom provides insight into actual usage via the admin portal. Check how many hosts have been active in the last 90 days. In most organisations, 20-40% of seats are inactive.
Bundle add-ons smartly
Zoom Phone, Webinar and Rooms are often purchased separately. Significant discounts can be negotiated through a bundle deal. Always ask about the all-in suite pricing.
Compare with Microsoft Teams
If the organisation already uses Microsoft 365, Teams may be a free alternative for part of the Zoom functionality. This creates leverage during negotiation.

Compliance Risks

Data storage outside the EU
Zoom stores recordings and chat logs by default in US data centres. Additional settings and contractual agreements are needed for GDPR compliance.
Ghost users after reorganisations
During reorganisations, Zoom accounts are rarely deactivated immediately. Licences remain active for employees who left long ago.

Frequently Asked Questions about Zoom

Frequently asked questions about Zoom licenses and purchasing.

Can I downgrade my Zoom contract mid-term?

Mid-term downgrade is not possible with most Zoom contracts without a penalty clause. You can adjust volume at the next renewal. SoftVaro guides this process and negotiates an earlier exit if possible.

What is the difference between Zoom Business and Enterprise?

Business suits organisations up to 300 employees. Enterprise offers unlimited hosts, dedicated customer success and better SLAs. Beware: Enterprise often requires a minimum commitment that may not always be necessary.