Zoom

Video conferencing, webinars and business telephony

Collaboration & Communication
Subscription

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

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Zoom has grown from a video conferencing tool into a complete communication platform with telephony, webinars, contact center solutions, and AI functionalities. After the explosive growth during the pandemic, many organizations were left with oversized Zoom contracts that were never reviewed.
Zoom operates with a user-based licensing model. Most organizations pay for more hosts than they actually need. Moreover, add-ons such as 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 in the past 90 days. In most organizations, 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 organization already uses Microsoft 365, Teams might be a free alternative for part of Zoom's functionality. This creates leverage in negotiation.

Compliance risks

Data storage outside the EU
Zoom stores recordings and chat logs by default in US data centers. Additional settings and contractual agreements are required for GDPR compliance.
Ghost users after reorganizations
Zoom accounts are rarely deactivated immediately after reorganizations. Licenses remain active for employees who have long since left.

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 with most Zoom contracts without a penalty clause. However, you can adjust the volume at the next renewal. SoftVaro supports this process and negotiates an earlier exit if possible.

What is the difference between Zoom Business and Enterprise?

Business is suitable for organizations up to 300 employees. Enterprise offers unlimited hosts, dedicated customer success, and better SLAs. Beware: Enterprise often requires a minimum purchase that is not always necessary.