How To Manage Zoom Licenses Effectively with CloudEagle.ai

‍

Are you finding it hard to manage your Zoom licenses?

If your organization relies on Zoom for meetings and collaboration, managing many licenses can quickly become overwhelming. Plus, you may be paying for features that no one on your team even uses.

So, how do you find the right balance?

Here’s where CloudEagle.ai comes in. This feature-rich SaaS management and procurement platform with advanced license management capabilities simplifies Zoom license management.

The platform tracks usage, identifies unused or duplicate licenses, reclaims and reassigns licenses based on needs, and ensures you’re not overspending on unnecessary features.

With CloudEagle.ai, you gain clear insights, smart recommendations, and automated processes to optimize your Zoom licenses. Say goodbye to chasing renewal details from stakeholders and confusion, and hello to a smarter, more efficient way of managing your licenses.

Let’s see how CloudEagle.ai can help you optimize your Zoom license management.

‍

TL;DR

• CloudEagle.ai tracks Zoom usage to identify underused or duplicate licenses and allows you to reclaim them through license reclamation workflows, so you're only paying for what’s actively needed.
• By continuously monitoring your Zoom licenses, CloudEagle.ai highlights inefficiencies and provides recommendations to optimize subscriptions, preventing unnecessary costs from unused features or excess licenses.
• CloudEagle.ai automates renewal reminders and offers price benchmarking, helping you secure better rates, avoid overpaying, and negotiate more favorable terms.
• Real-time insights into license usage allow CloudEagle.ai to prevent unauthorized access, ensuring only approved users can access Zoom and minimizing security risks.
• When employees leave, CloudEagle.ai’s automated offboarding workflows instantly revoke their licenses, ensuring data security and freeing up licenses for other team members.

‍

Why must you manage your Zoom licenses?

Managing Zoom licenses might seem like a small task, but getting it right is key to your organization’s success. Proper Zoom license management helps you save costs, allocate resources effectively, and ensure security. Here’s why it matters:

1. Cost efficiency: If you’re paying for unused Zoom licenses, you’re wasting money. For instance, if you have 250 licenses but only 180 people actively use Zoom, you’re paying for 70 that aren’t needed. By tracking usage, you can cut down on unnecessary licenses and keep your costs in check.

2. Optimal resource allocation: With license management, you can allocate resources based on your team's needs. Whether your company is growing or shrinking, you can easily adjust the number of licenses to avoid overspending while ensuring everyone who needs access has it.

3. Compliance and security: Proper management of your Zoom licenses ensures you stay on top of Zoom’s terms and conditions, helping you avoid compliance issues. Without it, you risk using more licenses than you're entitled to, which can lead to security vulnerabilities or legal problems.

4. Stay audit-ready: In case of an audit, having proper records of your Zoom licenses is a lifesaver. Proper license tracking ensures you always have the information you need to pass any audit smoothly, without scrambling to find the details.

5. Prevent unauthorized use: If you’re not monitoring your Zoom licenses, some users might access the platform without proper authorization. This could lead to security breaches or unauthorized data access, putting your organization's sensitive information at risk.

‍

Common Challenges in Managing Zoom Licenses

Managing Zoom licenses can get tricky as your team expands. You may encounter some common challenges that complicate the process.

Let’s explore these issues and how they can impact your organization.

1. Manual license tracking: If you’re manually tracking Zoom licenses, like using spreadsheets, it can be time-consuming and prone to mistakes. It’s easy to lose track of who has access, how many licenses are being used, or when renewals are coming up. Without a proper system in place, you might end up overspending on unused licenses or miss renewal dates altogether.

‍

‍

Check out this customer success story to see how Remediant effortlessly tracked app usage, licenses, and spend data with CloudEagle.

2. License overlap: If your departments are purchasing their own Zoom licenses without knowing others have already done so, you could be paying for duplicate licenses. License overlap is easy to miss, but it’s costly.

3. Shadow IT: Your organization can come across Shadow IT when employees use Zoom without going through official channels or notifying IT admins. This creates security risks and complicates license management. You may not even be aware of how many people are using the platform outside your control, making it difficult to track usage and costs.

4. Renewal confusion: Keeping track of Zoom license renewals can be tricky without the right system. Missing Zoom license renewals or paying for features you don’t need can lead to unexpected costs or service disruptions. It’s important to stay on top of renewal dates and have clear visibility into your subscriptions to avoid these issues.

5. Ineffective offboarding: When employees leave, their Zoom licenses should be promptly revoked. Failing to do so can lead to unnecessary costs and security risks. If licenses aren’t canceled or reassigned quickly, former employees might still have access to your platform.

‍

How CloudEagle.ai Enhances Zoom License Management?

You can simplify Zoom license management with CloudEagle.ai. The platform helps you track usage, optimize costs, and manage renewals effortlessly. Here’s how the tool does it:

1. Seamless integration with Zoom admin console

With CloudEagle.ai, you can easily integrate your Zoom Admin Console to manage your licenses. This integration automatically syncs all your license data, user activity, and subscription details in real-time. It eliminates the complexity of managing Zoom licenses across different systems.

‍

‍

You don’t need to manually update information or use multiple platforms—everything you need is in one central dashboard. You can track license counts, renewal dates, and user activity, all with ease. You’ll always have accurate, up-to-date information at your fingertips.

2. Centralized license management

Managing Zoom licenses across different teams and departments can be a challenge, but with CloudEagle.ai, you get a centralized system to handle everything. You’ll have a clear view of your licenses, users, and subscriptions in one place.

‍

‍

You can track how many licenses are assigned, identify which ones are nearing expiration, and check which departments are using more or fewer licenses. Centralizing this information simplifies decision-making and fosters collaboration between IT and finance, helping optimize resources and reduce costs.

3. Real-time usage analytics & shadow IT detection

CloudEagle.ai offers real-time analytics that shows you how your Zoom licenses are being used. You can easily spot active licenses, identify underused ones, and find redundant accounts. This helps you make smarter decisions, ensuring you only pay for what’s necessary.

Also, CloudEagle.ai offers advanced usage insights for Zoom, allowing you to filter and analyze activities through options like the 'Activity Type' drop-down. For instance, you can track specific metrics, such as meetings hosted or recorded, ensuring deeper visibility into Zoom usage.

‍

‍

You can also detect Shadow IT, where employees may use Zoom without going through the official channels. CloudEagle.ai gives you visibility into all Zoom usage, even from unauthorized accounts, so you can take action to address security risks or prevent unnecessary licenses.

4. Role-based license provisioning

With CloudEagle.ai, you can automate role-based license provisioning. When a new employee joins your team, they automatically receive the correct Zoom license based on their role.

If an employee changes roles or departments, the platform automatically updates their license to match their new responsibilities, ensuring they have the right apps for the job.

By automating this process, you ensure that no employee has more licenses than they need, preventing over-licensing and reducing unnecessary costs. This also speeds up onboarding, as new employees will have their licenses assigned without waiting for IT to manually intervene.

5. License reclamation workflows

Unused Zoom licenses can drain your budget, but with CloudEagle.ai, you can easily reclaim them. The platform tracks license usage and flags underutilized accounts. When a license is identified as unused, you can reclaim and harvest it. When there's a new requirement, you can reassign the license to the appropriate user.

By using license reclamation workflows, CloudEagle.ai ensures your Zoom licenses are always fully utilized, maximizing your investment and preventing wasted resources. This automated process removes the need for manual tracking, saving your IT team time and effort.

‍

‍

Discover how RingCentral saved over 1.2 million dollars in license harvesting with CloudEagle, cutting costs and saving time effortlessly.

6. Optimize Zoom license costs

With CloudEagle.ai, you can easily optimize your Zoom license costs. The platform provides detailed usage reports that help you identify which licenses are actively being used and which aren’t. You can then downgrade or upgrade your subscriptions to match your actual needs, avoiding the cost of unused licenses.

CloudEagle.ai also flags underutilized licenses during renewal cycles, so you can make adjustments before committing to new terms. By using real-time data, you can ensure that your Zoom licenses align with your current organizational needs and avoid overspending.

7. Automate renewal reminders

CloudEagle.ai offers automated renewal workflows that are triggered by renewal dates, streamlining the entire process—from approvals to license reductions—ensuring everything runs smoothly. These reminders help you avoid auto-renewals for licenses you no longer need.

With CloudEagle.ai, you’ll never miss a Zoom license renewal. The platform sends automated reminders well in advance of renewal dates, giving you time to review usage and make any necessary adjustments.

‍

‍

‍

You can also adjust your subscription based on current usage, so you’re not paying for features or licenses that are underused. CloudEagle.ai ensures your Zoom subscription is always aligned with your business needs, saving you from unexpected costs.

Also, CloudEagle.ai’s price benchmarking feature helps you secure the best deals on license renewals. By comparing your current contracts with industry pricing standards, it ensures better rates and prevents overpaying.

8. Leverage vendor dashboards

CloudEagle.ai gives you access to vendor dashboards that provide a comprehensive view of your Zoom subscription data. You can track key details like license usage, renewal dates, and spending patterns, helping you make smarter decisions about your Zoom subscriptions.

‍

‍

With these dashboards, you can easily spot areas where you're overspending or where unused licenses can be reclaimed. You'll also gain insights into usage trends, allowing you to adjust your Zoom licenses in advance and keep your subscription optimized.

9. Simplify app access requests

CloudEagle.ai streamlines the process of granting Zoom access. Instead of dealing with emails or manual requests, employees can easily submit access requests directly through the platform or Slack. Managers can review and approve requests in real-time, ensuring employees get the apps they need without delays.

This process ensures that employees receive the right licenses promptly and helps avoid bottlenecks in the approval process. Each request is logged and tracked, providing transparency and compliance with licensing policies.

CloudEagle.ai makes app access management simple and efficient, ensuring that only authorized users have access to Zoom apps while reducing administrative overhead.

10. Secure offboarding

When an employee leaves, CloudEagle.ai automates the revocation of their Zoom access, ensuring quick deprovisioning of licenses. With automated offboarding workflows, you don’t have to worry about missed steps.

‍

‍

This reduces security risks and prevents unnecessary charges for unused licenses. Former employees are promptly removed from Zoom, keeping your system secure and compliant.

‍

Conclusion

Managing your Zoom licenses effectively is key to optimizing SaaS costs, staying compliant, and ensuring security across your organization. Without proper license management, you risk overspending, missing renewals, and exposing yourself to security issues.

A streamlined license management system ensures you only pay for the licenses you need. With CloudEagle.ai, you can manage your Zoom licenses effectively. The platform offers real-time tracking, automated alerts, and clear insights to help you optimize your SaaS spending and maximize the value of your licenses.

Are you ready to take control of your Zoom licenses and save money?

Schedule a demo to see how CloudEagle.ai simplifies Zoom license management.

‍