Find the eleven Zoom licenses nobody is using

What does license reclamation actually involve?

Opening the user list, sorting by last login, cross-checking against a leavers list kept in a different system, then working out whether the person who has not hosted a meeting in four months is on parental leave or gone. It takes an afternoon and recovers real money, so it happens once a year instead of quarterly.

A companion reads the user list and the usage reports, pairs them with whatever leavers list you point it at, and gives you names with dates. Deactivating anyone waits for you, because removing a license from an employee on leave generates a memorable email.

How bad is the recording situation?

Cloud recording storage accumulates until the bill changes, and much of it is recurring internal standups from two years ago.

Reading the recording list with sizes, dates and hosts turns that into a ten-minute decision. Deletion is irreversible, so it stays behind confirmation, one reviewed batch at a time.

Account settings drift in predictable ways

Waiting rooms disabled on a group, recording permissions widened for an all-hands, local recording enabled for somebody in 2023. Individually harmless, collectively the reason a security review runs long.

Give a companion your written policy and it reads the account and group settings and reports what differs, as a list of specific settings with the group they belong to.

Offboarding, in one list instead of five tabs

The leaver’s license, their scheduled meetings, their recordings, their group memberships, and whether anyone needs their recurring meeting transferred before the account goes. Ten minutes per leaver, which is why the last step gets forgotten.

The actions stay gated because they are irreversible and touch other people’s calendars. Broader offboarding patterns, including the parts that are not Zoom, are in ai for it admins.

Frequently asked questions