Best Video Conferencing Software for 2026: 12 tools compared for buyers
Choosing the best video conferencing software depends on who joins your calls and what they need to do there. This page compares twelve products, from suite-based tools such as Microsoft Teams and Google Meet to webinar platforms, open-source options and browser-first rooms. It is meant for buyers, IT leads and team managers who must pick a tool that people will actually open every day.
Each product was judged on fit for a given team, the meeting features it ships, how quickly a new user can join and host, and how openly limits and prices are stated. Alongside the basics, the page also lists what each vendor publishes on security, admin controls and contract terms, which helps when you build a shortlist.
Our shortlist at a glance
- Best for regulated teams
Dialpad MeetingsDialpad Meetings lists SOC 2 Type II, ISO 27001 and a one-click BAA for HIPAA, and live AI transcription is included in the product.
$15 user/month (Dialpad Connect Standard) - Best certified all-rounder
Zoom WorkplaceZoom's trust center lists SOC 2 Type 2, ISO 27001, FedRAMP Moderate and PCI DSS, and every paid seat gets unlimited AI summaries and cloud recording.
$14.16 per user/month billed annually (Pro); $16.99 billed monthly - Easiest rollout for small teams
WherebyWhereby runs in the browser with permanent room links, needs no install, offers a free plan, and is hosted mostly in the EU with ISO 27001.
$0 Free; Pro $10.99/host/month - Best for Workspace admins
Google MeetGoogle Meet is managed through the Workspace edition, joins natively from Calendar and Gmail, and offers client-side encryption and data regions for admins.
$7 per user/month (Business Starter, annual commitment) - Best for recurring webinar programs
LivestormLivestorm is built around webinars, hosts up to 3,000 live attendees, includes polls and analytics, and does not charge for extra team members.
Pro from EUR 2.50 per attendee (EUR only) - Best for per-organizer licensing with SSO
GoTo MeetingGoTo Meeting licenses only the organizer, supports 150 to 250 attendees, and includes single sign-on on every plan.
USD 12 per organizer/month billed annually (Professional)
What is video conferencing software?
Video conferencing software connects people in a live call over the internet, with camera, microphone and screen sharing. Teams use it for daily check-ins, sales demos, interviews, training and company-wide meetings. Beyond the call itself, most products add chat, recordings, scheduled links, polls and phone or browser access. What separates one product from another is the ceiling on attendees and meeting length, the admin and security controls, whether webinars and room systems are included, and how closely it works with your calendar and chat tools.
Video Conferencing Software side by side
| Tool | Best for | Starting price | Free plan or trial |
|---|---|---|---|
| Dialpad Meetings | Best for regulated teams. | $15 user/month (Dialpad Connect Standard) | No |
| Zoom Workplace | Best certified all-rounder. | $14.16 per user/month billed annually (Pro); $16.99 billed monthly | Free plan |
| Whereby | Easiest rollout for small teams. | $0 Free; Pro $10.99/host/month | Free plan |
| Google Meet | Best for Workspace admins. | $7 per user/month (Business Starter, annual commitment) | Free plan, Free trial |
| Livestorm | Best for recurring webinar programs. | Pro from EUR 2.50 per attendee (EUR only) | Free trial |
| GoTo Meeting | Best for per-organizer licensing with SSO. | USD 12 per organizer/month billed annually (Professional) | Free trial |
 Slack | Teams wanting channel-based chat with a large app ecosystem. | $8.75/user/month monthly, about $7.25/user/month billed annually (Pro) | Free plan |
 Microsoft Teams | Organizations already on Microsoft 365 and Entra ID. | $4.00/user/month paid yearly (Teams Essentials) | Free plan |
 Zoho Meeting | Small teams already on Zoho apps that want meetings and webinars from one vendor. | $1 per host per month (Standard, billed annually; Zoho blog, Nov 2022, updated Sep 2023) | Free plan, Free trial |
 RingCentral Video | Companies already on RingCentral phone/messaging that want video in the same admin console. | Free (Video Pro); Pro+ about $10 per user per month billed annually per third-party report | Free plan, Free trial |
 Jitsi Meet | Teams with IT staff who want to self-host and control data. | Free | Free plan |
 Cisco Webex | Enterprises that want meetings plus calling and room hardware from one vendor. | Free plan; paid tiers not published by the vendor (third-party lists Meet about $12 per user/month annual) | Free plan |
Prices as published by each vendor on October 24, 2026. "Contact sales" means the vendor publishes no price.
The 12 video conferencing software tools in detail
Best for regulated teams
Dialpad Meetings
Meetings module of Dialpad's AI communications platform, bundled with calling and messaging.
Makes sense when Dialpad already carries your phone calls and you want video on the same login. SOC 2 Type II, ISO certifications and a one-click BAA help healthcare buyers. Data is stored in the US, and the Large Meetings add-on stretches capacity to 1,500 attendees.
- Best for
- Teams already buying Dialpad for calling that want meetings in the same app.
Key features
- Participant and meeting length limits
- Large Meetings add-on raises limit to 1,500; base limit not stated.
- Security and compliance
- SOC 2 Type II, ISO 27001/27017/27018, HIPAA-ready with one-click BAA.
- Recording and AI transcription
- Live AI transcription included; recordings and chat transcripts accessible.
- Calendar and chat integrations
- Microsoft 365 and Google Calendar; Salesforce activity logging.
Pros
- Good audio and video quality.
- Easy to use.
Cons
- Mobile app glitches when switching networks.
Pricing: $15 user/month (Dialpad Connect Standard)
Best certified all-rounder
Zoom Workplace
Video meetings platform that bundles team chat, whiteboard and AI note-taking into per-user Pro and Business plans.
Meetings are the main event here, and chat plus whiteboard come along on the same seat. Capacity depends on plan: 100 on Pro, 300 on Business, up to 1,000 on Enterprise. Free meetings stop at 40 minutes. Webinars and Large Meetings cost extra, and prices are not on the plans page.
- Best for
- Teams whose main need is reliable video meetings with chat attached.
- Company size
- Small business to enterprise.
Key features
- Participant and meeting length limits
- Basic 100 and 40 min; Pro 100; Business 300; Enterprise up to 1,000; 30 hour max on paid plans.
- Security and compliance
- Trust center lists SOC 2 Type 2, ISO 27001, FedRAMP Moderate, PCI DSS.
- Recording and AI transcription
- Local recording on Basic; 10 GB cloud per license on Pro and Business; unlimited cloud on Enterprise; AI summaries unlimited on paid plans.
- Webinars and large events
- Webinars and Large Meetings are paid add-ons (prices not published on the plans page)
Pros
- Good video quality and easy screen sharing.
- Simple scheduling and joining.
Cons
- Feature set seen as limited versus suites.
- Connectivity issues and meeting fatigue.
Pricing: $14.16 per user/month billed annually (Pro); $16.99 billed monthly · Free plan
Easiest rollout for small teams
Whereby
Browser-based video meetings with permanent room links, hosted mostly in the EU.
Attendees click a permanent room link in the browser, with nothing to install, which suits consultants and small teams meeting clients. Free allows 4 attendees for 30 minutes; Pro at $10.99 and Business at $13.99 raise that to 100 and 200. EU hosting with ISO 27001 helps privacy reviews.
- Best for
- Small teams and client-facing professionals who want link-based rooms without installs.
- Company size
- Individuals and small teams; Embedded product for developers.
Key features
- Participant and meeting length limits
- Free 4 attendees/30 min; Pro 100; Business 200; unlimited length on paid.
- Security and compliance
- ISO 27001; AES-256 at rest, TLS 1.2; E2E on small rooms; HIPAA not mentioned.
- Recording and AI transcription
- Local recording; unlimited recording on Pro; AI transcription not mentioned.
- Calendar and chat integrations
- Google Calendar named; Slack and Teams not mentioned.
Pros
- Easy to join from a browser with no install.
Pricing: $0 Free; Pro $10.99/host/month · Free plan
Best for Workspace admins
Google Meet
Video meetings built into Google Workspace, with participant limits and recording set by the Workspace edition.
Google Meet is video calling built into Google Workspace, with attendee limits and recording set by the edition. It is a natural choice for teams that already use Calendar and Gmail, with limits from 100 to 1,000 participants.
- Best for
- Teams already on Google Workspace that want meetings tied to Calendar and Gmail.
- Company size
- Starter, Standard and Plus capped at 300 users; Enterprise has no user cap.
Key features
- Participant and meeting length limits
- 100 (Starter), 150 (Standard), 500 (Plus), 1,000 (Enterprise); meetings up to 24 hours.
- Security and compliance
- Google lists FedRAMP, HIPAA and ISO/IEC programs for Workspace; client-side encryption and data regions offered; specific SOC reports not confirmed by the vendor.
- Recording and AI transcription
- Recording to Drive not supported on Starter; included from Standard.
- Calendar and chat integrations
- Native to Google Calendar, Gmail and Chat.
Pros
- Easy to join from a browser with no install.
- Good fit with Calendar and the rest of Workspace.
- Solid audio and video quality for small meetings.
Cons
- Screen sharing glitches reported.
- Recording and time limits on lower tiers.
- Video can pixelate in large calls.
Pricing: $7 per user/month (Business Starter, annual commitment) · Free plan, Free trial
Best for recurring webinar programs
Livestorm
Browser-based webinar and virtual event platform sold by yearly attendee credits rather than per host.
Livestorm is a browser-based webinar and virtual event platform sold by yearly attendee credits. It stands out for recurring webinars with unlimited team members, polls, analytics and events up to 3,000 live attendees.
- Best for
- Marketing teams running recurring webinars with unlimited team members.
- Company size
- Mid-size marketing and events teams to enterprise.
Key features
- Participant and meeting length limits
- 3,000 live attendees per event on Pro and Enterprise; 4 h (Pro) / 12 h (Enterprise)
- Security and compliance
- SAML SSO sold as an add-on.
- Recording and AI transcription
- Recording with start/pause/stop on Pro.
- Webinars and large events
- Core product: webinars and events, unlimited events on Pro.
Pros
- Interactive features such as polls.
- Attendees join in the browser without install.
- Strong analytics.
Cons
- Limited branding and landing page customization on lower tiers.
- Pricey for small teams.
Pricing: Pro from EUR 2.50 per attendee (EUR only) · Free trial
Best for per-organizer licensing with SSO
GoTo Meeting
Per-organizer meeting tool with 150 to 250 attendee plans and SSO on every plan.
Costs follow organizers rather than attendees, so a firm with a few hosts and many guests pays little. Professional seats 150 and Business 250, and SSO comes with every plan. Ask whether cloud recording and transcription are limited to Business and Enterprise, and note the Professional price of USD 12.
- Best for
- Small and mid-size businesses that want per-organizer pricing instead of per-attendee.
- Company size
- SMB to mid-market.
Key features
- Participant and meeting length limits
- 150 (Professional), 250 (Business), Enterprise up to 250 per vendor page.
- Security and compliance
- SSO, encrypted sessions, end-to-end encryption, meeting lock; certifications not listed on the page.
- Recording and AI transcription
- Cloud recording and transcription appear to be Business and Enterprise only (inferred from checkmarks)
- Webinars and large events
- Advanced webinar features appear Enterprise only; webinars also sold as a separate product.
Pros
- Easy to use and set up (G2 sub-scores 8.8 and 8.6)
Pricing: USD 12 per organizer/month billed annually (Professional) · Free trial
Slack
Channel-based team chat with huddles and Slack Connect, sold per user in Free, Pro, Business+ and Enterprise+ plans.
Slack is channel-based team chat with huddles and Slack Connect, sold per user in Free, Pro, Business+ and Enterprise+ plans. It stands out for its app ecosystem and a long list of security certifications, though free huddles are 1:1 only.
- Best for
- Teams wanting channel-based chat with a large app ecosystem.
- Company size
- Small teams to large enterprises (Enterprise Grid)
Key features
- Security and compliance
- SOC 2 Type II and SOC 3, ISO 27001/27017/27018/27701/42001, HIPAA configurable, FedRAMP Moderate (Enterprise/Enterprise+), GovSlack FedRAMP High, C5, ENS High.
Pros
- Very easy to use (G2 ease of use about 9.1)
- Strong app and integration ecosystem.
Cons
- Notification overload and channel sprawl.
- Limited message history on free plan.
Pricing: $8.75/user/month monthly, about $7.25/user/month billed annually (Pro) · Free plan
Microsoft Teams
Microsoft's chat, meetings and calling app, sold standalone as Teams Essentials or bundled in Microsoft 365 plans.
A Microsoft 365 organization gets sign-in through Entra ID and file storage in SharePoint without another vendor. Smaller companies can buy Teams Essentials at $4.00 per user yearly and host 300 attendees. Rooms hardware is licensed separately, and clients feel heavy on older laptops, so pilot on them.
- Best for
- Organizations already on Microsoft 365 and Entra ID.
- Company size
- Small businesses (Essentials, Business) to enterprises (E3/E5)
Key features
- Participant and meeting length limits
- 300 on Essentials and Business plans; 1,000 on F1/F3/E3/E5 and similar; breakout rooms only up to 1,000 attendees; meetings and events capped at 30 hours.
- Security and compliance
- Built on Entra ID and Microsoft 365 compliance; certification list not confirmed by the vendor.
- Recording and AI transcription
- Recording max 4 hours or 1.5 GB, then restarts; recordings not uploaded stay downloadable 20 days.
- Calendar and chat integrations
- Tight Outlook and SharePoint integration; files stored in SharePoint (up to 250 GB per file)
Pros
- Easy to use, strong file sharing and communication features.
- Tight fit with Microsoft 365.
Cons
- Performance issues and heavy resource use.
- Complicated interface, slow loading.
Pricing: $4.00/user/month paid yearly (Teams Essentials) · Free plan
Zoho Meeting
Web meeting and webinar tool from Zoho, sold per host with participant tiers from 10 to 250.
Licensing is per host with tiers from 10 to 250 participants, so cost scales with the largest meeting you run. Zoho customers get the easiest fit, with webinars as a separate product. In a trial, check audio and video quality and recording access, which some reviewers criticize, and confirm the price.
- Best for
- Small teams already on Zoho apps that want meetings and webinars from one vendor.
- Company size
- Small to mid-size teams, Zoho ecosystem users.
Key features
- Participant and meeting length limits
- Up to 250 participants per tier list; meetings up to 24 hours on Standard.
- Security and compliance
- SSL and 128-bit AES transport encryption, meeting lock/password, CSV action log; certifications not confirmed by the vendor.
- Recording and AI transcription
- Cloud recording 5 GB per host on Standard; transcription listed on Professional.
- Calendar and chat integrations
- Zoho and Google calendars; Microsoft calendar and Slack not mentioned.
Pros
- Reliable and simple for non-technical users.
- Works well with other Zoho products.
Cons
- Video and audio quality problems reported by some reviewers.
- Missing features and limited recording access.
Pricing: $1 per host per month (Standard, billed annually; Zoho blog, Nov 2022, updated Sep 2023) · Free plan, Free trial
RingCentral Video
Video meetings and webinars from RingCentral, sold mostly as part of its business phone and messaging bundle.
RingCentral Video provides meetings and webinars, mostly sold with RingCentral's business phone and messaging bundle. It fits companies already on RingCentral that want video in the same admin console, and a free tier exists for occasional calls.
- Best for
- Companies already on RingCentral phone/messaging that want video in the same admin console.
- Company size
- Small to enterprise, strongest where RingCentral phone is already used.
Key features
- Participant and meeting length limits
- Third-party: 100 participants/50 min free, 200/24 h Pro+ (not confirmed by the vendor)
- Security and compliance
- Trust center lists HITRUST, PCI DSS, SOC 2, SOC 3, GDPR, Cyber Essentials Plus, HIPAA.
- Recording and AI transcription
- AI call and meeting summaries listed as AI Assistant, depending on tier.
Pros
- Quick setup.
- Low lag in meetings.
Cons
- Lag and app freezes.
- Missing transcriptions and glitches.
- Pricey versus Zoom and similar tools.
- Support score lower than setup score.
Pricing: Free (Video Pro); Pro+ about $10 per user per month billed annually per third-party report · Free plan, Free trial
Jitsi Meet
Open-source video meeting software you can self-host, or use via the free meet.jit.si and 8x8's JaaS hosted service.
IT-capable teams can run it on their own servers and keep data in-house, or developers can embed video through JaaS, which is free up to 25 endpoints. The public meet.jit.si service needs no setup. There is no managed SSO or vendor compliance certificate, so regulated buyers need another route.
- Best for
- Teams with IT staff who want to self-host and control data.
- Company size
- Small teams and developers; self-hosting needs IT skills.
Key features
- Security and compliance
- DTLS-SRTP transport encryption; optional E2EE for audio/video/screen share in Chromium 83+ and Electron, not chat or polls; no vendor certifications found.
- Recording and AI transcription
- JaaS lists recordings and transcriptions.
Best for
- Teams with IT staff who want to self-host and control data.
- Developers embedding video in apps via JaaS iFrame API.
Not ideal for
- Buyers wanting managed admin, SSO and support without running servers.
- Regulated teams needing vendor compliance certificates.
Pricing: Free · Free plan
Cisco Webex
Cisco's meetings, calling and events suite aimed at enterprise and hybrid-office rollouts.
Large organizations that prefer one vendor for meetings, calling and room hardware are the realistic buyers. Public pricing is hard to pin down, and third-party sources conflict, so insist on a written quote. Treat reported limits of roughly 100 on Free and 200 on Meet as unconfirmed until the vendor says so.
- Best for
- Enterprises that want meetings plus calling and room hardware from one vendor.
- Company size
- Enterprise focus.
Key features
- Participant and meeting length limits
- Free about 100; paid Meet about 200 per third-party sources; not confirmed by the vendor.
Best for
- Enterprises that want meetings plus calling and room hardware from one vendor.
Not ideal for
- Small teams wanting a transparent price list (figures vary by source)
Pricing: Free plan; paid tiers not published by the vendor (third-party lists Meet about $12 per user/month annual) · Free plan
What to look for in video conferencing software
A good shortlist starts with the situation, not the feature list. Decide who joins (staff only, customers, large audiences), which suite you already run, and what your security team requires. Then check the criteria below in order: scale and meeting limits, admin and compliance controls, recording, integrations, webinars and rooms. Test the finalists with a real meeting that includes an outside guest.
Pricing model
Video tools are licensed per host, per organizer, per user or by attendee credits, and some are only sold inside a suite. Free plans usually cap attendees and meeting length. Ask which add-ons, such as webinars or large meetings, are priced separately and what changes at renewal.
- Dialpad Meetings: Bundled in Dialpad Connect, per user.
- Zoom Workplace: Per user, monthly or annual; free Basic tier.
- Whereby: Per host: Free, Pro $10.99, Business $13.99 per month.
- Google Meet: Per user via Google Workspace edition; no standalone paid Meet license.
- Livestorm: Yearly attendee-credit pack; team members free.
Target company size
A tool built for ten-person teams behaves differently from one designed for thousands of seats. Look at whether admin consoles, SSO and support match your headcount, not just whether the product can start a call. Ask the vendor for a reference customer of your size.
- Zoom Workplace: Small business to enterprise.
- Whereby: Individuals and small teams; Embedded product for developers.
- Google Meet: Starter, Standard and Plus capped at 300 users; Enterprise has no user cap.
- Livestorm: Mid-size marketing and events teams to enterprise.
- GoTo Meeting: SMB to mid-market.
Participant and meeting length limits
Attendee caps and meeting duration decide whether a tool can host an all-hands, a customer call or a training day. Limits often differ by plan, so read the cap for the tier you would buy. Confirm in a demo what happens when a meeting hits the time limit.
- Dialpad Meetings: Large Meetings add-on raises limit to 1,500; base limit not stated.
- Zoom Workplace: Basic 100 and 40 min; Pro 100; Business 300; Enterprise up to 1,000; 30 hour max on paid plans.
- Whereby: Free 4 attendees/30 min; Pro 100; Business 200; unlimited length on paid.
- Google Meet: 100 (Starter), 150 (Standard), 500 (Plus), 1,000 (Enterprise); meetings up to 24 hours.
- Livestorm: 3,000 live attendees per event on Pro and Enterprise; 4 h (Pro) / 12 h (Enterprise)
Security and compliance
This covers encryption, single sign-on, meeting locks and passwords, and the certifications a vendor publishes, such as SOC 2, ISO 27001 or HIPAA support. Strong tools document these clearly and offer admin policies; weak ones leave gaps or hide them behind sales calls. Ask for the trust center and a signed BAA if you handle health data.
- Dialpad Meetings: SOC 2 Type II, ISO 27001/27017/27018, HIPAA-ready with one-click BAA.
- Zoom Workplace: Trust center lists SOC 2 Type 2, ISO 27001, FedRAMP Moderate, PCI DSS.
- Whereby: ISO 27001; AES-256 at rest, TLS 1.2; E2E on small rooms; HIPAA not mentioned.
- Google Meet: Google lists FedRAMP, HIPAA and ISO/IEC programs for Workspace; client-side encryption and data regions offered; specific SOC reports not confirmed by the vendor.
- Livestorm: SAML SSO sold as an add-on.
Recording and AI transcription
Recording, transcripts and AI summaries turn a meeting into something people can review later. Strong tools offer cloud storage, searchable transcripts and summaries on the plan you buy, while weaker ones limit storage or restrict recording to higher tiers. Check storage per license and who can access recordings.
- Dialpad Meetings: Live AI transcription included; recordings and chat transcripts accessible.
- Zoom Workplace: Local recording on Basic; 10 GB cloud per license on Pro and Business; unlimited cloud on Enterprise; AI summaries unlimited on paid plans.
- Whereby: Local recording; unlimited recording on Pro; AI transcription not mentioned.
- Google Meet: Recording to Drive not supported on Starter; included from Standard.
- Livestorm: Recording with start/pause/stop on Pro.
Calendar and chat integrations
Meetings work best when they start from the calendar and chat tools your team already uses. Native links with Google Calendar, Outlook, Slack or Teams save steps for every attendee. Test scheduling a meeting from your own calendar and joining from a phone.
- Dialpad Meetings: Microsoft 365 and Google Calendar; Salesforce activity logging.
- Whereby: Google Calendar named; Slack and Teams not mentioned.
- Google Meet: Native to Google Calendar, Gmail and Chat.
- Microsoft Teams: Tight Outlook and SharePoint integration; files stored in SharePoint (up to 250 GB per file)
- Zoho Meeting: Zoho and Google calendars; Microsoft calendar and Slack not mentioned.
Webinars and large events
Webinars add registration, polls, Q&A and larger audiences, and some vendors include them while others sell them as a separate product. Decide whether you run occasional events or a regular program. Ask what the attendee limit is and whether the price covers it.
- Dialpad Meetings: Large Meetings add-on up to 1,500.
- Zoom Workplace: Webinars and Large Meetings are paid add-ons (prices not published on the plans page)
- Google Meet: In-domain live streaming on Enterprise (internal viewers, 8-hour stream limit, manual recording)
- Livestorm: Core product: webinars and events, unlimited events on Pro.
- GoTo Meeting: Advanced webinar features appear Enterprise only; webinars also sold as a separate product.
Meeting room and hardware support
Hybrid offices need room systems, displays and certified devices that join the same meetings as remote staff. Check whether rooms are licensed separately and which hardware the vendor supports. A demo in your own meeting room shows more than a spec sheet.
- Dialpad Meetings: Dialpad Meetings for Rooms, one-click video rooms.
- Whereby: Not described; browser-based.
- Microsoft Teams: Teams Rooms licensed separately.
- Zoho Meeting: Meeting rooms sold separately; hardware support not described.
Buying video conferencing software: security, admin and vendor checks
Once a tool fits the team, the purchase depends on what the vendor commits to in writing: single sign-on, user provisioning, audit logs, where data lives and the contract. The checks below use each vendor's public pages, so a blank means "ask", not "no".
- Try before you buy
- 11 of 12
- Publish SAML SSO
- 3 of 12
- Publish SCIM provisioning
- 1 of 12
- Publish a DPA
- 2 of 12
2 free trials, 9 free plans
Dialpad Meetings, GoTo Meeting and Slack
Slack
Dialpad Meetings and Slack
Must-haves and what each vendor publishes
A blank is not a no, but it is work for your security review. Slack publishes the most (4 of 5); Cisco Webex, Microsoft Teams, RingCentral Video and Zoho Meeting and 1 more publish none of these controls, so every question goes to their sales team. Tick what your team requires; vendors that drop out show why, and the budget check prices the plan that actually includes single sign-on when you require it.
All 12 vendors shown. Tick a must-have to filter. ● published with the plan, ◐ mentioned without plan or details, ○ not on the vendor's public pages.
| Vendor | SAML SSO | SCIM | Audit logs | Data residency | DPA |
|---|---|---|---|---|---|
| Slack4 of 5 published | ● PublishedBusiness+ | ● PublishedBusiness+ | ● PublishedEnterprise+ | ○ Not published | ● Published |
| Dialpad Meetings2 of 5 published | ● PublishedConnect Enterprise | ○ Not published | ○ Not published | ○ Not published | ● Published |
| Google Meet1 of 5 published | ○ Not published | ○ Not published | ○ Not published | ● PublishedData region options offered; enterprise data regions listed… | ○ Not published |
| GoTo Meeting1 of 5 published | ● PublishedAll plans | ○ Not published | ○ Not published | ○ Not published | ○ Not published |
| Whereby1 of 5 published | ○ Not published | ○ Not published | ○ Not published | ● PublishedEU (AWS Dublin) | ○ Not published |
| Jitsi Meet0 of 5 published | ○ Not published | ○ Not published | ○ Not published | ◐ MentionedSelf-hosting lets you choose location | ○ Not published |
| Livestorm0 of 5 published | ◐ MentionedAdd-on, not in Pro/Enterprise highlights | ○ Not published | ○ Not published | ○ Not published | ○ Not published |
| Cisco Webex0 of 5 published | ○ Not published | ○ Not published | ○ Not published | ○ Not published | ○ Not published |
| Microsoft Teams0 of 5 published | ○ Not published | ○ Not published | ○ Not published | ○ Not published | ○ Not published |
| RingCentral Video0 of 5 published | ○ Not published | ○ Not published | ○ Not published | ○ Not published | ○ Not published |
| Zoho Meeting0 of 5 published | ○ Not published | ○ Not published | ○ Not published | ○ Not published | ○ Not published |
| Zoom Workplace0 of 5 published | ○ Not published | ○ Not published | ○ Not published | ○ Not published | ○ Not published |
How to evaluate video conferencing tools in a trial
Video quality looks fine in a short demo, so the differences show up when you test with your real setup. This section turns each criterion into a trial task and a vendor question. Run a pilot with different teams, include a guest from outside your company, test a recorded meeting and review the admin console. Then compare answers on security, limits and support, and write down anything the vendor says but does not document.
Pricing model
Ask how licenses are counted: per user, per host, per organizer or per attendee, since this changes who needs a paid seat. In the trial, check what a guest can do without a license. Ask for a quote on your actual host count and which features are tier-gated.
Target company size
Ask whether the tool was built for a team of your size and what admin controls it offers. Check onboarding effort, support channels and rollout tooling. Request a reference customer with similar headcount and industry, and ask what they changed after the first quarter.
Participant and meeting length limits
Test a meeting at your largest realistic size, such as an all-hands or client webinar, and note audio, video and chat behavior. Ask for the maximum attendees and session length on your plan and what happens at the limit. Zoom's free tier caps meetings at 40 minutes, so check the limits of any free option you plan to use.
Security and compliance
Ask for SOC 2 or ISO reports, a BAA if you handle health data, and the data processing agreement. Check which plan includes SSO and whether SCIM is offered, since Slack lists both on Business+. Confirm data storage location, as Dialpad's trust page lists US storage and Whereby offers EU hosting, and test admin controls such as lobby, passcodes and recording permissions.
Recording and AI transcription
Record a trial meeting and check where the file lives, how long it is kept and who can access it. Test transcripts or AI summaries for accuracy with your accents and terminology. Ask whether recording is on your plan, since Google Meet does not offer it on Business Starter.
Calendar and chat integrations
Schedule a meeting from your calendar, join from chat and test the resulting links for external guests. Ask which integrations are native and which need an API or third party. A tool that does not fit your suite creates daily friction for every employee.
Webinars and large events
If you run external events, test registration, branding, polls, Q&A and attendee limits in the trial. Ask whether webinars are included or sold as a separate product, as with GoTo Meeting. Check analytics and follow-up features, since Livestorm is built around recurring webinars.
Meeting room and hardware support
List your rooms, displays and cameras, and ask which devices the vendor certifies. Test a hybrid meeting with remote participants joining a room. Ask who supplies and supports room hardware, since Webex positions meetings, calling and rooms together while Microsoft sells Teams Rooms as separate licenses.
Questions to ask video conferencing vendors
Public pricing pages and feature lists rarely settle the questions that matter in a rollout. In this category several tools leave SSO plans, data storage, add-on prices or webinar terms unstated. Use the questions below in every vendor call, take notes against the same list and ask for important answers to be included in the order form or security documentation.
What are the attendee and duration limits on our plan?
Ask for the maximum participants and meeting length on the exact plan you would buy, and what is needed to go higher. Add-ons such as large meetings are sold separately. This decides whether your all-hands fits.
Which plan includes SSO, SCIM and admin controls?
Vendors differ, and some pages do not state the plan. Ask for the plan name, the identity providers supported and the admin controls on offer. Get it in writing before you assume a cheaper tier is enough.
Where is meeting and recording data stored?
Ask where data lives and whether you can choose a region. Some vendors offer EU hosting and others store data in the US. Request the data processing agreement and a list of subprocessors.
What compliance evidence can you provide?
Ask for SOC 2 or ISO reports and, if relevant, a BAA for HIPAA. Self-hosted tools such as Jitsi Meet shift responsibility to your team. Match the evidence to what your auditors require.
How do recording, transcripts and AI features work?
Ask where recordings are stored, how long they are retained and who can see AI summaries. Clarify whether these features are included in your plan or sold separately. This matters for privacy as much as for convenience.
What are the terms and exit options?
Ask about billing period, notice for cancellation and renewal price changes. Check how recordings and meeting data can be exported. Some vendors offer monthly billing while others use annual or multi-year contracts.
How to run the decision
Run the decision as a pilot with clear requirements. Write down meeting types, maximum attendees, security needs and integrations, then test two or three tools with real meetings, including guests and a recorded session. Get written answers on SSO plans, data location, compliance and add-on terms. Involve IT, security and a few daily users, and choose the tool that fits your stack with the least friction.
Our recommendation
Match the tool to your situation first: use the suite you already pay for, add a webinar platform for events, and choose a certified vendor if you handle regulated data. Narrow the list to two or three tools and run a real meeting with an outside guest in each. Before signing, ask each vendor for its security documents and written contract terms.
Video Conferencing Software: frequently asked questions
What is video conferencing software?
It is the tool behind live online meetings: people join by audio and video, share screens, chat and often record the session. Companies use it for stand-ups, client calls, hiring interviews and larger webinars.
What is the best video conferencing software for small businesses?
Match the tool to the suite you already pay for. Teams Essentials suits Microsoft shops and seats 300 attendees, Google Meet comes with Workspace, and Whereby opens from a browser link and has a free plan. Decide based on guest experience and attendee size.
Is there free video conferencing software?
Yes. Zoom, Google Meet, Whereby, Microsoft Teams and Zoho Meeting all have free plans, usually with caps on attendees or meeting length. Jitsi Meet is free open source software that you can self-host.
What features should video conferencing software have?
Look for stable audio and video, screen sharing, recording, calendar links and clear attendee and duration limits. Admin controls such as single sign-on and meeting locks matter as soon as more than a few people use it.
Do I need a separate tool if I already have Microsoft 365 or Google Workspace?
Frequently not, because Teams and Meet ship with those suites. Reasons to add one are bigger webinars, tighter compliance demands or meeting rooms the suite does not handle.
Which video conferencing software include SSO below the enterprise plan?
GoTo Meeting (Appears included in all plans (inferred from checkmarks)); Microsoft Teams (Via Microsoft Entra ID, included with the Microsoft 365 tenant (plan-level detail not confirmed by the vendor)). The other tools either reserve SAML SSO for their top tier or do not say on their public pages.