Zoom

Video conferencing, webinars and business telephony

Collaboration & Communication
Subscription

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

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

Procurement considerations

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

Compliance risks

Data storage outside the EU
Zoom stores recordings and chat logs by default in US data centres. For GDPR compliance, additional settings and contractual agreements are required.
Ghost users after reorganisations
During reorganisations, Zoom accounts are rarely deactivated immediately. Licences remain active for employees who have long since 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 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 organisations up to 300 employees. Enterprise offers unlimited hosts, dedicated customer success and better SLAs. Be careful: Enterprise often requires a minimum commitment that isn’t always necessary.