Zoom

Video conferencing, webinars & events

Collaboration & Communication
Subscription

For · IT departments and HR teams at organizations 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.

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 the seats are inactive.
Bundle add-ons smartly
Zoom Phone, Webinar, and Rooms are often purchased separately. Significant discounts can be negotiated via a bundle deal. Always ask for all-in suite pricing.
Compare with Microsoft Teams
If the organization 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 centers. For GDPR compliance, additional settings and contractual agreements are necessary.
Ghost users after reorganizations
During reorganizations, Zoom accounts are rarely deactivated immediately. Licenses remain active for employees who have long since left the company.

Frequently asked questions about Zoom

Frequently asked questions about Zoom licenses and procurement.

Can I downgrade my Zoom contract midterm?

Midterm downgrades are not possible with most Zoom contracts without penalty clauses. However, you can adjust the volume during the next renewal. SoftVaro assists this process and negotiates an earlier exit where 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. Note: Enterprise often requires a minimum commitment that may not always be necessary.