Zoom

Video conferencing, webinars & events

Collaboration & Communication
Subscription

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

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Zoom has evolved from a video conferencing tool to a full communications platform with telephony, webinars, contact centre solutions, and AI capabilities. After explosive growth during the pandemic, many organisations were left with oversized Zoom contracts that have never been reviewed.
Zoom operates a user-based licence model. Most organisations pay for more hosts than they actually need. Additionally, add-ons like Zoom Phone and Zoom Webinar are often purchased separately without strategic consideration.

Procurement considerations

Audit active hosts before renewal
Zoom provides insight into actual usage via the admin portal. Check how many hosts have been active over the past 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 all-in suite pricing.
Compare with Microsoft Teams
If the organisation already uses Microsoft 365, Teams may be a free alternative for part of Zoom’s functionality. This creates leverage in negotiations.

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 required for GDPR compliance.
Ghost users after reorganisations
During reorganisations, Zoom accounts are rarely deactivated immediately. Licences continue for employees who have long left the organisation.

Frequently asked questions about Zoom

Frequently asked questions about Zoom licences and procurement.

Can I downgrade my Zoom contract mid-term?

Mid-term downgrades are generally not possible without penalty clauses in most Zoom contracts. However, you can adjust the volume at the next renewal. SoftVaro assists in this process and negotiates an earlier exit if possible.

What is the difference between Zoom Business and Enterprise?

Business is suitable for organisations up to 300 employees. Enterprise offers unlimited hosts, dedicated customer success, and better SLAs. Beware: Enterprise often requires a minimum commitment which isn’t always necessary.