Best Video Conferencing Service and System Reviews of 2019

Video conferencing services are an increasingly important communication tool for businesses of all sizes, allowing team members or stakeholders in different locations to meet "face to face" with high-definition video and audio feeds. The best video conferencing solutions make communicating with team members and customers across the world an easy process.

It's not only for face-to-face communication; video conferencing software also makes actual collaboration easier. Team members can work together in real time, with tools to help them brainstorm and hash out ideas together. Features like screen sharing, whiteboarding and presenter swapping all contribute to an environment that breeds new ideas and solutions, rather than just discussion.

The best conferencing services can record and store both video and audio in high definition. This lets team members refer back to a meeting session so they can stay on track or refine an idea. Many services also offer transcripts of these recordings.

Buying Guide

How Much Do Video Conferencing Services Cost?

Pricing for video conference services can vary greatly. Many of today's top services are cloud-based, basing prices on the number of host licenses an organization needs. For businesses that host only one meeting at a time, one license is enough. If multiple employees need to host video meetings at the same time, then your business needs multiple host licenses. Simply joining a meeting doesn't require a license, though there is often a cap on the total number of meeting participants.

While many providers offer free plans, some restrict how long a meeting can last and how many people can attend a video conference on these plans. Paid plans generally allow for unlimited meetings, with higher participant caps and no restrictions on meeting length. These plans can cost anywhere from $5 to $50 per host per month.

The other cost to consider is in-room equipment, such as cameras and microphones. If you want to equip your conference rooms with this hardware, you can expect to pay anywhere from a few hundred to several thousand dollars. Prices vary by the quality of the products you choose and how many rooms you want them in.

Many of the video conference services we looked into offer several different plans. The cost of each service plan is usually based on several factors:

Meeting participants: The first major consideration is how many meeting participants you anticipate. Generally, the more participants you need for video conferences, the higher your costs. It's important to partner with a vendor that offers service plans appropriate for your number of users; you don't want to waste money on perpetually empty seats just because you narrowly missed the cutoff for a lower plan.

Video streams: In addition to how many people you want in a meeting, you have to determine how many of those participants you want on camera at one time. Some services restrict how many video feeds can be on at once, while others allow everyone to have their camera on.

Features: The way features impact price depends on the company. Some companies we reviewed offer all their features at every plan level, while others limit the best features to their highest-cost subscriptions. It's important to list your must-have features before browsing services. That way, you can focus on the subscription plans that meet your needs and compare price points across companies, apples to apples.

Add-ons: Some video conference platforms offer add-ons to augment the capabilities of a subscription plan for an extra fee. Typical options include increasing the number of participants, the recording storage space or similar features. Add-ons are a way to expand your subscription package without bumping up to the next pricing tier.

Onsite equipment: Another potential cost is in-room equipment for your office. If you want to equip your conference rooms with video conferencing capabilities, you will need some added hardware. This includes cameras, microphones, speakers and a device to control the software.

Free vs. Paid Video Conferencing Service Plans

For businesses on a tight budget, a free service can be a huge advantage. However, when considering whether to choose a free service or pay for one, you need to factor in a lot more than just the final cost.

While many providers offer free plans, some of these plans restrict how long a meeting can last and how many people can attend. Many free plans also provide far fewer features and tools than paid offerings.

Paid plans generally don't limit the number of meetings you can hold or their length, and they allow more participants. Paid plans also typically have several tiers that include different features. These plans generally cost $5 to $50 per host per month.

To make the best choice for your business, you first need to conduct an internal audit of your specific needs. How often do you hold meetings? How long do they typically last? How many people generally attend? Once you have those answers, you need to dial in on the features your business could benefit from. Once you have a complete picture of your needs, you will be able to make an informed decision based on more than just price.

Here is a breakdown of your potential options to give you a better idea of the differences between not only free and paid plans, but also different paid plan levels.

Tier	Free	Basic	Midrange	Enterprise
Max # of participants	10-50	25-50	50-100	100+
Included features	HD video, screen sharing, limited meeting length, mobile apps, dial-in conference line	Everything in free plans plus unlimited meeting length, whiteboarding, meeting locks, recording	Everything in basic plans plus cloud storage for recording, transcriptions, customizable URLs	Everything in midrange plans plus advanced analytics, custom branding
Cost	$0	$5-$10 per host per month	$10-$20 per host per month	$20+ per host per month

Some service providers, particularly those focused on enterprise companies or conference room hardware, don't post their pricing, requiring you to get a quote from a company sales representative. These systems can generally be built out to custom specifications and require a more complex installation and implementation process, so it's important to discuss your needs in detail before establishing an estimated cost.

Since most video conference solutions are cloud-based, many providers offer a limited free trial. This lets you take the software for a spin, giving you a better understanding of what you'll get before you start discussing which plan is best for you. However, some companies restrict features or set limits in their trial and free versions.

Before making a final decision, make sure you understand exactly what you'll get for your money. For example, if you were given a demo of the highest pricing tier available but then purchase the midrange subscription, you might find you're missing some of the features the demo sold you on. Most video conference companies clearly spell out which features are available in which plans on their websites.

Video Conferencing Equipment

Even though many of today's video conferencing systems are cloud-based, you might still need to purchase some equipment. If you just plan to use your computer, tablet or mobile device to host or join conferences, you probably won't need additional equipment. However, if you have a conference room in your office that you want to be able to host meetings from, you will need to install some hardware.

You will need a few main pieces of equipment to make a room suitable for hosting video conferences:

Camera: You can choose from a wide range of cameras for your video conferencing needs. Some basic low-grade cameras offer HD, but they don't include many of the benefits of more expensive options. More expensive cameras can do things like pan the room and key in on the person speaking. Pricing for cameras can vary greatly; for example, Logitech cameras range from $300 to $1,300.

Microphone: Making sure your meeting attendants can hear you and other speakers is critical to any video conference, which is why you need a microphone that can pick up everyone in the room who is speaking. Prices for microphones range from less than $50 to a few hundred dollars.

Speakers: Oftentimes, you can buy a microphone with built-in speakers. You can also purchase stand-alone speakers, which, similarly to microphones, can cost $50 to several hundred dollars.

Monitor: The monitor is another piece of the video conferencing room puzzle. There is a wide range of options for monitors. You can buy strictly a monitor or hook the system up to a television. Prices vary greatly based on the size you select.

The other component that you need is something to control the software. You can usually run it through a tablet or laptop, but some businesses prefer to purchase a dedicated console that stays in the conference room to control the meeting. Logitech consoles run from $300 to $850.

While you have the option to purchase all of the items separately on your own, many video conferencing services offer room packages that you can purchase as a complete set.

If you are a remote worker, and your computer doesn't have a built-in camera and microphone, you may need to purchase a webcam and microphone headset. For individual use, neither of these pieces of equipment will break the bank.

Community Expert Insights

We heard from more than 50 video conferencing users, and the consensus was clear: The most popular solution today is Zoom. The vast majority of those we spoke to said they use Zoom and like most of what it has to offer.

Ryan Joos, a member of the business.com community and owner and founder of Vulpine Marketing, said he has been using Zoom for the past six months.

"It has really good functionality, great connections, ability to screen-share and even record meetings," Joos told business.com.

Deborah Sweeney, CEO of MyCorporation, is also a fan of Zoom.

"The video quality is also extremely clear and does not freeze up," Sweeney said. "I like how you can go on audio and video as well. You can hit mute on audio as needed, so the leadership may speak and turn off, or on, your video as needed."

Dustin Vann, owner and CEO of Trusy Social, said he began using Zoom during the coronavirus pandemic, and it is a service he will continue to use.

"The team likes that it is both a video conferencing tool and something where we can share notes and ideas all in one place," Vann said. "It is just like having a meeting in the office. We have used Skype for Business a few times, but Zoom is much more interactive and intuitive."

While many are using Zoom these days, we did hear from users finding success with other platforms. Vickie Pierre, a videographer who works in marketing and public relations for MyCarInsurance123.com, said that since her company relies heavily on Office 365, Microsoft Teams was a natural fit. She said Teams makes video communication fairly simple and intuitive.

"As you're conferencing, Teams provides a space in which you can share files, update documents and hold chats," Pierre said. "Once your video conference is in progress, you also have the option of recording it to Microsoft Stream, where it will remain saved and available for download for up to 30 days."

Krista Neher, CEO of Boot Camp Digital, said she has been using GoToMeeting for years. She has stuck with it for so long because she finds it reliable and easy to integrate with other software or programs she uses. She also likes that it provides a meeting phone number for those who can't join by video.

"Some of our clients in Asia don't always have the best internet, so having the option to dial in is helpful," Neher said.

Sophie Summers, vice president of marketing for ProPrivacy, said her team uses RingCentral because they like having their business phone system and video conferencing system on one platform.

"The primary reason for choosing it was getting the video, screen share, and messaging along with the VoIP phone service plans," Summers said. "Instead of using separate services, we relied on one."

Video Conferencing Features

Video conferencing platforms do more than facilitate face-to-face talks over the internet, although they excel at connecting teams with HD audio and video. They are also full-scale collaboration tools with an arsenal of features to help teams better engage with one another and develop ideas right on the computer screen.

Here are some of the video conferencing features we think businesses will find most valuable:

HD video: Most video conferencing services provide high-definition video so every participant on camera shows up crystal clear. High-quality video is a key component of any conferencing solution.
Screen sharing: One of the most important collaboration features is the ability for presenters to share their desktops. Whether you need to walk colleagues through presentations and files or you're training new employees or clients on how to use a system, the ability to share your screen is invaluable.
Recording: The best video conferencing services allow users to record and store both video and audio. This is useful for crucial meetings where big topics are up for discussion or for webinars that include useful training materials. It also means you can keep track of meetings or interactions that clients might want to review later.
Cloud storage: Many services allow users to archive their recordings in the cloud. Storage space varies by company, and the price may depend on your service plan. Archiving past meetings in the cloud ensures that you will always have access to them, should you need to review a previous conference.
Dial-in numbers: There are times when not everyone is able to join a video conference on camera. To give those participants a way to join, most video conferencing solutions provide toll-free numbers for people to call and listen in via audio feed. Some platforms also provide international numbers for those joining from overseas.
Whiteboard: This immensely useful collaboration tool allows users to mark up documents or sketch out ideas in a cooperative brainstorming process. Whiteboarding tools are great for sessions where multiple participants are spitballing in-depth ideas that others could better understand through visual representations.
Calendar integration: Many video conferencing services integrate with popular calendar programs like Outlook and Google Calendar, allowing you to schedule meetings straight from these apps. Once you schedule the video conferences, the meeting automatically shows on your calendars.
Polls and surveys: Users can create polls or surveys for the audience so presenters can gain feedback or insights on the topic at hand. The information could be used to determine a specific course of action, delegate responsibilities or simply solicit feedback to improve future workflows. You can generally create polls with single-choice, multiple-choice or open-ended questions.
Group messaging: Some of the best video conferencing services include in-app chat tools that allow users to send messages to all of those attending the meeting. This useful tool lets participants share an opinion without interrupting the speaker.
Subaccounts: This feature enables you to grant other users access to a specific account without divulging your login credentials. All subaccount users receive their own private login credentials, as well as their own allocation of storage space for recording and storing video and audio.
Operating systems: Since most of today's systems are cloud-based, they provide the flexibility of access on all computers. Most systems are accessible on both Mac and Windows computers.
Mobile apps: Most video conference solutions have mobile apps for iOS and Android devices. Users can generally join and host meetings from these mobile apps.
Meeting locks: For added security, some video conferencing solutions allow hosts to make sure only those who are supposed to be attending can access the meeting.
Integrations: Most video conferencing systems can integrate with various popular programs, including Outlook and G Suite. These integrations allow you to schedule meetings directly from those programs. Other popular integrations are Slack and Salesforce.

Other features businesses might find valuable are single sign-on, recording transcripts, open APIs, virtual waiting rooms, custom branding and the option for multiple people to host a single meeting.

Some video conferencing services now incorporate artificial intelligence in their platforms. Specifically, providers are using AI and machine learning to allow a video conferencing system to automatically take notes of key points and make recaps of the meeting for those who were unable to attend.

Video Conferencing FAQs

Does video conferencing software have a good ROI?

While return on investment for video conferencing services will be different for every company based on its needs and how it operates, it's safe to say that most organizations will quickly see a benefit to their bottom line.

Video conferencing software allows businesses to cut back on travel costs and increase collaboration efforts among employees, which will boost productivity.

According to video conferencing service provider Highfive, these solutions also reduce a business's carbon footprint, speed up the time to market for strategic projects, allow employers to meet employee demands for flexibility, and increase morale thanks to better employee work-life balance.

To give organizations a better idea of video conferencing's ROI, Highfive developed a formula to estimate the benefit:

ROI = investment revenue – investment cost/investment cost

In this formula, investment revenue is the money that video helps a business save or generate, while investment cost is the money you spend on the video conference solution.

Highfive conducted a sample ROI for a fictitious company of 200 people. You can see the specifics, but based on the formula it developed, this fake company's ROI for cloud-based video conferencing services was more than 23,000%.

What is video conferencing software?

Video conferencing is increasingly popular in today's emerging remote work environment, as it gives employees an easy way to connect with each other. With lower overhead costs, smaller offices and reports of increased productivity driving companies to accommodate remote employees, video conferencing software provides an avenue for workers to stay engaged with one another and the business.

Video can provide that next level of connection in a way audio conferencing simply can't match. For teams to work at their best, they need to engage in the most meaningful communication possible.

Video conferencing software was developed to achieve exactly that kind of meaningful communication. With this software, teams can interact as if they were in the same room, even when they are thousands of miles apart. Scattered teams can come together as if they were sitting around a conference table to see, hear and interact with one another.

Video conferencing apps are largely cloud-based, but there are also conference room solutions that focus more on hardware and local implementation.

What hardware do you need for video conferencing?

When it comes to video conference services, you may need a bunch of hardware or no hardware at all. It all depends how you plan to use it. If you just plan to make calls where everyone connects via their computer or mobile device, then no actual hardware is required. Users can simply log in to the service through a desktop or mobile app, and the cameras and microphones on their computers and devices have all the functionality they need.

You need actual video conferencing equipment when you want to create a dedicated space in your office for video meetings. This could be a conference room, a huddle space or any other area where you want to hold video conferences. In these instances, you will need several pieces of hardware, including a video camera, microphone, speaker and display monitor. The other piece of hardware a video room needs is a device to run the video conference software, such as a computer or tablet. This is how you access the video conference system, control meetings and share your screen.

The quality of this equipment varies greatly, so research what is available and how it matches up with your needs.

What are the advantages of video conferencing?

Video conference meetings provide a number of benefits. One of the biggest is that everyone can see each other during a meeting. Unlike conference calls, where you only hear what everyone is saying, video calls allow all of the attendees to see each other when they are talking.

People can understand more of what is being said when they can see the speaker's expressions. A lot can be lost in translation if people can't see each other.

When remote employees have the opportunity to participate in video meetings where they can see their in-office colleagues, it can make them feel more like part of a team and not just someone on the other end of a phone.

Video conferencing can also save organizations a lot of money. Instead of traveling to meet with far-flung employees, customers or colleagues, you can hold face-to-face meetings from wherever you're based. This can result in significant cost savings.

Less travel also benefits the environment. Research from Chorus.ai and Zoom found that virtual meetings, compared to traveling for face-to-face meetings, can significantly reduce a company's carbon footprint.

The study compared a virtual meeting with an in-person meeting that required someone to travel from New York to San Francisco. When you factor in the plane trip, transportation to and from the airport, lodging, and food, the in-person meeting used 1,515 pounds of carbon dioxide. The virtual meeting, factoring in a commute to and from the office, used just 9 pounds of carbon dioxide.

What are the best practices for working remotely?

Today, many businesses use video conferencing systems to facilitate remote work. Giving your employees access to quality video conferencing software is a must in today's working environment. With easy-to-use video conferencing software, you can build your workforce with employees from anywhere around the globe and still have them feel connected to one another. With the proper software, remote workers can conduct one-on-one meetings with each other, departments can meet as a group, and entire companies can participate in town-hall types of conferences.

Our Methodology

To select the best video conference services for businesses, we created a list of more than 30 reputable companies based on our own research, other reviews and online rankings.

From there, we eliminated vendors that emphasize video conferencing hardware rather than complete video conference services. We also eliminated video conference providers that specialize in hardware to be used with another service's software.

After some initial research into the remaining vendors, we cut our list down to 13 finalists: 8x8, Amazon Chime, Arkadin, ClickMeeting, GoToMeeting, Highfive, Intermedia, Join.me, Microsoft Teams, RingCentral, Webex, Zoho Meeting and Zoom.

We then conducted in-depth research into each finalist. We scoured their websites, read user comments, reviewed Better Business Bureau ratings and complaints, and tested the services when free trials were available. After we narrowed down the list to our final contenders, we contacted each company, posing as business owners, to assess the customer service.

Please note that our process is based on using the same research methods that are available to business owners. We didn't speak to PR representatives or company executives. Similar to what a potential buyer does when selecting a service or software, we perform all of our research by visiting company websites, calling customer service departments and testing out the systems through free trials.

We analyzed each service and made our final choices based on ease of use, features, number of supported meeting participants, number of video feeds that can be on at one time, cost and customer service.

Reviews

GoToMeeting: Best for Smaller Businesses

GoToMeeting

You can easily schedule meetings via Microsoft Outlook and Google Calendar integrations.

GoToMeeting utilizes artificial intelligence and machine learning to provide meeting recaps.

With GoToMeeting, you are limited to 25 cameras on at one time.

GoToMeeting by LogMeIn is a complete video conferencing service that includes a wealth of features, is easy to use and provides top-notch customer support. For these reasons and more, GoToMeeting is our choice as the best video conferencing service for smaller businesses.

The best video conference system for smaller businesses should be easy to use and accommodate a large number of attendees. GoToMeeting does both. Plus, it offers a wide range of features, including essentials such as HD video conferencing, recording and dial-in conference lines.

GoToMeeting offers several different service plans that support anywhere from 10 to 2,000 participants in each meeting. Up to 25 people can be shown at one time. If you need to host a meeting with more than 25 participants, you can still choose which attendees you want on camera at any given time.

The system is easy to use. GoToMeeting is simple to implement and doesn't have a steep learning curve, making it ideal for smaller businesses that often don't have the luxury of a full-time IT team on staff.

GoToMeeting Pricing

GoToMeeting offers three pricing plans. You choose the level of service that fits your needs and budget. The plans vary in cost, the number of participants that can join a meeting, how many video feeds can be displayed at one time and the included features.

GoToMeeting charges on a per-host basis. If your business only conducts one video conference at a time, you likely only need one host license. However, if you want multiple employees to be able to host meetings at the same time, then you will need more than one license.

Here is a breakdown of GoToMeeting's service plans:

Professional

Cost: $14 per host, per month when billed monthly; $12 per host, per month when billed annually
Participants: 150
Webcams: 25
Features: HD video, screen sharing, web audio, dial-in conference lines, unlimited meetings with no time limits, business messaging, mobile apps, call me, dial out, and single-sign on.

Business

Cost: $19 per host, per month when billed monthly; $16 per host, per month when billed annually
Participants: 250
Webcams: 25
Features: Everything in the professional plan, plus unlimited cloud recording, transcription, slide-to-PDF, smart assistant, note taking, drawing tools, keyboard and mouse sharing, meeting locks, and mobile cloud recording.

Enterprise

Cost: Custom rates
Participants: Up to 3,000
Webcams: 25
Features: Everything in the Business plan, plus InRoom Link access, a dedicated customer success manager, and onboarding and training.

GoToMeeting also offers a 14-day free trial.

Features

GoToMeeting has several valuable features and tools for small businesses, but not all users have access to all of the features. The service plan you select determines the features you can use.

Among the conferencing tools all users at any plan level have at their disposal are web audio, screen sharing, unlimited meetings, dial-in phone numbers, messaging and HD video.

In addition, all users have the option to use the mobile app, which is available on iOS and Android devices. The mobile app features a new "commuter mode" that is designed to provide a distraction-free experience when in a conference by turning your entire screen into a red or green audio/mute button. It also lets you save on data usage by disabling video and screen sharing. The mobile app, for business plan users, also includes mobile cloud recording. In addition, Siri mobile voice commands are offered on iOS devices.

Features in the upgraded service plans include meeting locks, unlimited recording, recording transcripts, personal meeting rooms, drawing tools, keyboard and mouse sharing, active directories, and in-room links.

Business plan users can take advantage of GoToMeeting's smart assistant tools, which uses machine learning to transcribe what is happening in the meeting. This saves everyone time from having to take their own notes. It also provides a recap of the meeting for those who couldn't attend.

GoToMeeting offers enhanced calendar integrations for Office 365 and Google Calendar. Additionally, the platform integrates with several other popular programs, including Slack and Salesforce.

For an added fee, all users have access to advanced webinar features. These include on-demand webinars, polls, handouts and marketing integrations.

GoToMeeting Pros

We were especially pleased with how simple the software is to use. This is a significant advantage to businesses without a full-time IT staff. When testing out this software, we found the entire process easy, from signing up to scheduling and hosting conferences.

You can host and join meetings in various ways. There are desktop apps for Macs and PCs, mobile apps for iOS and Android devices, and a web app that lets anyone join meetings from a web browser.

The signup process is completely online. Once you're signed up and logged in, you can start a meeting instantly or schedule a video conference for later. You can also schedule a video conference from Outlook and Google Calendar with the software's integrations. Both options are simple, but the integrations streamline the scheduling process with your calendars. Once a meeting is scheduled, an email invitation is sent to attendees.

In the virtual conference room, the video and audio are crystal clear. The buttons for turning microphones and video feeds on and off are all clearly labeled, and it's easy to share your screen.

We were also pleased with GoToMeeting's customer support. Not only is it easy to contact the company by phone, but its website is filled with helpful support materials.

The incorporation of artificial intelligence into the platform is another positive. Having the service take notes for you can be a huge advantage. Not only does it help you focus on what is being said, rather than having to take notes, it also provides a solid recap of what happened in case you missed or forgot something.

GoToMeeting Cons

One potential negative of GoToMeeting is the limit on active video feeds. The Starter plan limits it to 11, while the other plans allow 25 cameras to be on at one time. In most cases, this probably won't be a problem for small businesses. However, if you host larger video conferences, restrictions on the number of live cameras might be problematic. The good news is that meeting hosts turn cameras on and off at their discretion.

We were a little disappointed in GoToMeeting's live chat support. While we initially had a good experience, our most recent interactions were less than ideal. The system's chatbot does a reasonably good job of trying to provide some immediate answers, but when you try to connect with a live agent, you are unable to do and must leave your contact info for a rep to get back to you.

Customer Support

We were impressed with the support we received from GoToMeeting. We contacted the company by phone and live chat, posing as a small business owner interested in video conferencing services.

We received equally high levels of service over the phone and during our initial live chat, and the two representatives we communicated with were similarly helpful. Both answered our questions in enough detail to give us a clear understanding of how the system works, what it offers and how much it costs. We discussed the number of participants allowed on each call, how many video feeds can be on at once, how the meeting controls work, contracts, billing options and what sets GoToMeeting apart from its competitors.

We were pleased that at no time did any of the representatives pressure us to sign up for the service. Oftentimes, company representatives try to strong-arm you into committing to the service over the phone, but that was not the case here.

As we mentioned above, however, the live chat experience we had most recently wasn't as impressive as our previous interactions.

All users can contact GoToMeeting's support department over the phone or online 24/7. GoToMeeting's website also has a wide selection of helpful training materials, including user guides and videos.

Webex

WebEx gives users two platforms in one. WebEx Meetings allows for video conferencing, while WebEx Teams allows for internal collaboration.

No restrictions on meeting length on the free plan.

Limited customer support options with some service plans.

Today, more than ever, businesses are prioritizing collaboration. To facilitate that, many organizations are turning to video conferencing to foster teamwork among their employees. This is where Webex by Cisco excels. Its features include messaging options, file sharing and the ability to start video calls in the middle of an online chat. It's for these reasons and many more that Webex is our choice as the best video and calling conference service for collaboration and for remote teams.

With Webex, you get two services in one: Webex Meetings and Webex Teams. Webex Meetings is a full-service video conferencing solution that can host meetings with up to 200 participants at a time. What's nice is that everyone in the meeting can be on camera at the same time. Additionally, Webex Meetings offers all the essential video conference features, including screen sharing and meeting recording.

The second service, Webex Teams, is a separate platform that all Webex Meetings users can access. Using the Teams app, employees can work together in one digital location. Staff can message one another, make video calls, host group video meetings, share files and bounce ideas off each other via the app's whiteboard tools.

Webex Pricing

With Webex, you have a choice of four service plans. Plans differ in price, the minimum number of host licenses, the maximum number of video meeting participants, customer support options, features and cloud storage. There are no time limits on the meetings, regardless of the plan you select.

Webex charges on a per-host, per-month basis, so to get the full value out of the Webex Teams platform, all of your employees will need their own license.

Here are the specifics on each plan.

Free

Cost: $0
Meeting participants: Up to 100
Features: Desktop, application, file and whiteboard sharing options; HD video; active speaker, thumbnail, grid and floating views; personal rooms; web apps; calendar integrations; instant and scheduled meetings; host meeting controls; Q&A, polling and raise-hand features; interactive whiteboards; unlimited messaging and file sharing; emoji and GIF sharing; mobile screen sharing; and mobile voice command integrations
Customer support: Online support only

Starter

Cost: $14.95 per host, per month
Meeting participants: Up to 50
Cloud storage: 5GB
Features: Everything in the free plan, plus recording transcriptions, MP4 meeting recordings, customizable personal room links, the ability to join from a video system or application, user management and administrative controls
Customer support: Available during business hours
Optional add-ons: Domestic and international Call Me

Plus

Cost: $19.95 per host, per month
Meeting participants: Up to 100
Cloud storage: 5GB
Features: Everything in the Starter plan, plus the ability to assign alternate hosts (and schedule meetings on behalf of the host), customizable Webex site URL, administrative portal, and analytics and troubleshooting
Customer support: 24/7

Cost: $29.95 per host, per month
Host licenses: Minimum of 5 per month
Meeting participants: Up to 200
Cloud storage: 10GB
Features: Everything in the Plus plan, plus branding and customizations, single sign-on, and Microsoft Exchange and Active Directory sync
Customer support: 24/7 phone support
If you pay annually rather than monthly, Cisco gives your business a 10% discount and four months free. Monthly paid plan users can get one month of free service upon signing up.

All three paid plans offer both domestic and international Call Me options for an added cost. For domestic callers, the feature is $4 per host, per month. For the international Call Me feature, the cost is $42.25 per host, per month.

Webex Pros

Webex is an excellent choice for businesses that need both a video conference solution and collaboration platform. The biggest benefit of Webex is that you essentially get two platforms in one: On one side, you have a full video conference service that allows you to host video conferences with large numbers of participants inside and outside your organization. On the other side, you have Webex Teams, which gives you a platform designed specifically to allow your staff to connect with each other.

With Webex Teams, employees can collaborate on ideas via messaging, video meetings and whiteboarding. Bundling this dedicated digital space with your conference call software saves you money; your business won't need to purchase a subscription to another team-based collaboration program.

Another plus of Webex is its free service tier that allows up to 100 meeting participants and doesn't limit how long you can host a meeting. Most of the other video conferencing services we looked into that offer free plans have either smaller participant maximums or restrictions on how long each meeting can last.

Webex Cons

One downside to Webex is the fee for the Call Me feature. Many conferencing services we evaluated include this tool for no extra cost.

Another negative is that customer support is limited on the free and starter plans. With the free plan, you only have online customer service options, while the starter plan limits you to calling support representatives during regular business hours.

Webex Conference Calling Features

In addition to being the best video conferencing service for collaboration, Webex is the best conference calling service for remote teams.

By allowing users to connect by phone, Webex combines web conferencing and conference calling into one service. This option opens your meetings to people who can't be in front of their computers at the scheduled time, making it great for remote workers or staff whose work takes them out of the office regularly. Webex provides both toll-free and toll numbers, and you can dial in from anywhere around the world.

There are two options for hosting conference calls. One is for the host to log in online. Once the host has connected to the meeting via computer, everyone else can call in. The second option is for the host to choose a separate type of meeting room that allows everyone, including the host, to join by phone.

All Webex users, regardless of the plan they choose, have a dial-in phone option. The system also features many valuable tools that conference call services offer, such as call recording. All meetings can be recorded and shared as MP4A audio files.

Another feature for audio participants is the Call Me tool. With this, audio participants don't have to dial in. Instead, the meeting automatically calls them at the time it is scheduled to start, so they don't have to remember the dial-in number and the access code.

Webex also allows the host to view a list of all the meeting's participants. You can pass along presenter controls so that participants can present ideas, plans and strategies to the other attendees.

View all our recommendations for conference calling services on our best picks page.

Webex Features

Between Webex Meetings and Webex Teams, there are several features that businesses of all sizes will find valuable, such as 720p HD video, speaker views that automatically shift the display to whoever is speaking, screen or application sharing, and meeting recordings that can be stored in the cloud.

Webex Meetings has both desktop and mobile apps plus a web app that gives you full control of the conference from your web browser. Meetings can also serve as a conference call service. Everyone invited to attend a meeting gets a dial-in number that allows them to join by phone. While these participants can't see others or anything shared on the screen, they can listen in and share their thoughts. This solution integrates with several popular programs, including Office 365, Outlook and Google Calendar.

Webex Teams has its own set of features, such as group messaging with notifications, file sharing, and whiteboarding that allows users to add drawings and notes to existing documents for collaboration.

We were satisfied with the customer support we received from Webex. We contacted the company by phone and live chat, posing as a business owner interested in video conferencing and conference calling solutions.

Our call was immediately taken by a helpful representative who answered our questions thoroughly. We were especially pleased with how he explained the difference between Webex Meetings and Webex Teams as well as how they complement each other. We also discussed the various features and the cost structure.

In addition to being thorough in his answers, the representative was the only one we spoke with during our research on different systems who followed up after our call with an email that included additional information.

We were also impressed with the service we received over live chat. We were quickly connected with a support agent who answered all our questions in detail, and she sent along several links to articles that provided even more information.

Webex has an impressive website filled with helpful support materials, including training guides and how-to videos.

Zoom: Best Overall

Zoom

Zoom offers nearly all of its features to all users, regardless of which service plan they are using.

You can host or join meetings from the Zoom mobile app, which is available on iOS and Android devices.

Users on the free service plan are limited to 40-minute meetings.

Zoom is our choice as the best overall video conferencing service. This comprehensive cloud-based video conference platform is intuitive and effective, and it supports up to 1,000 participants at a time. Zoom stands out for a number of reasons. The system is easy to use, is available in multiple price points that can fit any business's budget, and it is reliable. It also has all the essential features a business needs in a video conferencing platform, in addition to ancillary features that are useful for collaboration and brainstorming. When using Zoom, participants can access it from various locations and devices. Meeting attendees can tap into the software from desktop and mobile apps, as well as from in-room setups, and first-time users require little to no training on the platform.

Zoom Pricing

Zoom has a free plan, as well as three paid service plans, with pricing structured on a per-host basis. A host license is required for each person in your company who needs to host a meeting.

Each of the service plans differ based on price, the minimum number of hosts, the maximum number of meeting participants and the included features. Here's more about Zoom's four service plans.

Cost: $0
Meeting time limit: 40 minutes (for three or more participants)
Minimum number of hosts: 1
Included participants: 100
Features: HD video and voice, active speaker view, full-screen and gallery views, simultaneous screen share, telephone dial-in numbers, desktop and application sharing, virtual backgrounds, personal rooms or meeting IDs, instant or scheduled meetings, calendar integrations, local recording, private and group chat, host controls, raise-hand options, breakout rooms, and whiteboarding
Support: Online only

Pro

Cost: $14.99 per host, per month
Meeting time limit: 24 hours
Minimum number of hosts: 1
Included participants: 100
Features: Everything in the Free plan, plus administration controls, custom personal meeting IDs, assign scheduler, 1GB of cloud recording, reporting and Rest API
Support: Online only
Optional Add-ons: Extra cloud recording storage (starting at $40, per month); H.323/SIP room connector (starting at $49 per month); Zoom room (starting at $49 per month); join by toll-free dialing or call me (starting at $100 per month); and video webinars (starting at $40 per month).

Cost: $19.99 per host, per month
Meeting time limit: 24 hours
Minimum number of hosts: 10
Included participants: 300
Features: Everything in the Pro plan, plus an admin dashboard, vanity URLs, option for on-premises deployment, managed domains, single sign-on, company branding, custom emails and cloud recording transcripts
Support: Dedicated phone support
Optional Add-ons: Join by toll-free dialing or call me (starting at $100 per month);

Cost: $19.99 per host, per month
Meeting time limit: 24 hours
Minimum number of hosts: 50
Included participants: 500; Enterprise Plus included 1,000
Features: Everything in the Business plan, plus unlimited cloud storage, executive business reviews, and bundled discounts on webinars and Zoom Rooms
Support: Dedicated customer success manager

If you want increased meeting capacity, you can buy added blocks of 500 or 1,000 attendees that cost $65 and $105 per host, per month, respectively for the Pro plan and $70 and $110 per host, per month for the Business and Enterprise plans.

Zoom Features

Of the video conferencing systems we researched, few had more to offer in terms of features and tools than Zoom.

Some of Zoom's most valuable features include HD video and audio, simultaneous screen sharing, desktop and app sharing, meeting recording with both local and cloud storage, and the ability to host both scheduled and instant meetings.

Other important features include private and group chats, a tool that allows participants to "raise their hand" so as not to interrupt the speaker, breakout rooms for smaller group discussions, and whiteboarding for brainstorming and sketching ideas.

Zoom is unique in that nearly all of its features are available on every plan level – even the free plan. The meeting time is limited (40 minutes), but you still have access to Zoom's most valuable features. The free edition is so robust, it might even be suitable for very small businesses that only have an occasional need for conferencing.

The integration with Gmail, Microsoft Office 365 and Microsoft Outlook allows you to schedule meetings directly from those programs. And once invitations are sent out, those video meetings are automatically placed on your calendar. Zoom offers extensions and add-ons for Firefox, Chrome, Safari.

The Zoom app, available for iOS and Android devices, allows a user to host or join a meeting, instant message with those in the video chat, and share their screen.

Zoom offers a few features that large organizations will find appealing. This includes custom branding, custom emails, single sign-on, vanity URLs, and executive business reviews that feature detailed trending adoption analysis, ROI tracking, and product roadmap discussions.

Zoom secures its platform with SSL encryption and AES 256-bit encryption.

Zoom Pros

There's a lot to like about Zoom. One of our favorite aspects is that all participants in a video conference can have their video feeds on at one time. Other video conference services we examined limited the number of cameras that could be turned on at once. Instead of having to select which participants appear on camera, meeting hosts can concentrate on running the Zoom meeting and participating in the discussion.

The system's ease of use is another advantage of Zoom. The platform is very straightforward and simple to understand for both meeting hosts and those attending the video conference.

While its list of features is long, the dashboard is not cluttered or difficult to navigate. Zoom automatically displays the video feed of the active participant, which is generally the person speaking or sharing their screen. When you share your screen or use the whiteboarding tool, you have the option to hand control off to another presenter or exit the screen-sharing mode.

Zoom Cons

One downside to Zoom is the time restriction on meetings in Zoom's free plan. Being limited to just 40 minutes could be a problem for some businesses. But being able to access the Zoom platform, and most of its features, for free is enticing to small businesses on a tight budget.

Also, be aware that if you choose the Free or Pro plan, you'll have limited support options.

Community Experts

As part of our research, we queried a number of business owners and professionals. Of the more than 50 we heard from, the vast majority use Zoom and are very happy with the service they receive.

Dustin Vann, founder and CEO of Trusy Social, said his team recently started using Zoom when they were all forced to work from home and are quite pleased with it. He said they will continue using it even after they return to their office.

"The team likes that it is both a video conferencing tool and something where we can share notes and ideas all in one place. It is just like having a meeting in the office," Vann told business.com.

Shaan Patel, founder and CEO of Prep Expert, said Zoom is their video conferencing platform of choice.

"What we like about it is the ease of use, the ability to screen share and connectivity," said Patel. "Right now, there aren't too many other features we'd think about adding to it, because it serves our basic needs well, and we rarely experience lag with the video quality."

We were impressed with the customer support we received from Zoom. We contacted Zoom by phone posing as a business owner interested in the service.

Our call was answered immediately by a friendly representative who answered our questions. She gave detailed answers and never once pressured us into signing up for the service. She thoroughly explained the specs of each plan, including participant numbers and how many video streams could be used at one time, as well as the costs, annual contracts and conference room capabilities. We were pleased with the call and the overall level of service.

Zoom offers different levels of customer support depending on the plan you choose. All paid subscriptions have access to 24/7 online support and live chat, while higher levels gain access to dedicated phone support. The Enterprise plan has a dedicated account manager who acts as a point person when issues or questions arise.

In addition to the personal support, you'll find helpful training materials, including video tutorials, on Zoom's website.

8x8: Best for Unified Communications

8x8

A desktop app allows users to make and receive calls from their computer.

Audio and video conferencing support up to 50 participants at a time.

The 8x8 Express plan does not include online faxing.

8x8 is our choice as both the best phone system for small businesses and best video conference service in a unified communications system. The Voice over Internet Protocol (VoIP) phone system is hosted in the cloud, and it is easy to use, affordable and reliable. Each license includes video conferencing capabilities that gives each employee the ability to host meetings with up to 100 people at a time.

Several factors make this an excellent phone system for small businesses. For example, you don't need full-time IT staff because with a cloud-hosted VoIP system like 8x8, there is nothing to install, and the phone system provider handles all maintenance and upgrades.

Additionally, with tools like auto attendants, voicemail, voicemail-to-email, ring groups, mobile apps and conference calling, 8x8 offers a wide range of phone features at an affordable price.

This is an excellent unified communication system that is well suited for small businesses, especially those looking for a VoIP phone system with video conferencing capabilities and all the accessories they could want. 8x8 also provides excellent customer support, offers contact center services and supports businesses with multiple locations.

8x8 Pricing

8x8 offers four small business service plans that differ in the included features and prices. However, all 8x8 plans include unlimited calling, text messaging, instant messaging, an auto attendant, voicemail, mobile and desktop apps, and integrations with G Suite and Office 365.

Each plan includes audio and video conferencing that allows for meetings with up to 50 people at a time, or as many as a 100 if you want stream the conference over YouTube.

Here's a breakdown of the plans:

The Express plan is $12 per user, per month. This plan is designed for very small businesses with just a handful of employees.
The X2 edition is $25 per user, per month. This plan has a 14-country unlimited calling zone, and includes voicemail transcription, single sign-on, CRM integration, call recording, unlimited online faxing and cross-platform team messaging. It also has advanced calling features and an advanced auto attendant.
The X4 edition is $45 per user, per month. It includes everything in the X2 edition plus a 47-country unlimited calling zone, operator switchboard and caller analytics.
The X6 edition is $115 per user, per month. It includes everything in the X4 edition plus 4,000 contact center minutes, skills-based routing, IVR, queued and web callback, post-call survey, native CRM and knowledgebase, and contact center reporting and analytics.

Customers sign at least a 12-month contract. Fees are paid monthly, not annually.

Ease of Use

8x8 is a cloud-hosted VoIP system that doesn't require any special equipment or wiring. Since the system runs on a data connection, all businesses have to do to use 8x8 is properly configure their routers and ensure they have the necessary bandwidth to handle the volume of calls they expect. With that, it's as simple as plugging phones into an Ethernet port to start making and receiving calls.

A benefit of a cloud-based system is that you aren't responsible for any of the system's maintenance or upgrades. 8x8 handles all of that for you.

For established businesses, 8x8 allows you to bring your current phone number with you for no additional cost. This process typically takes at least eight days for a local number and up to five weeks for a toll-free number.

The entire system is controlled via an online portal. Admins log in to the portal (which 8x8 refers to as the configuration manager) to assign employee telephone numbers and extensions, set up the automated attendant, and create ring groups. All of this can be completed on a self-service basis and doesn't require the assistance of an IT team.

Employees can also log in to the portal to manage their phone features from anywhere. From the portal, they can access the softphone, check their voicemail, view a company directory, message other users, see which of their co-workers are free and which are busy, and conduct online video conferences. There is also a desktop app that employees can download to access the system.

To get businesses up and running smoothly, 8x8 provides one free hour of training from a technical installation specialist. More hands-on and onsite training is available at an extra cost.

8x8 is an extremely reliable service. It has a 99.999% uptime, meaning the system is only down for a few minutes each year. In addition to its high uptime, 8x8 has 15 data centers worldwide. This built-in redundancy allows the company to easily move data around should one of its centers go down. All of the data centers are SSAE 16 audited.

8x8 offers all of the calling, collaboration and mobile tools small businesses find most valuable. In total, the system has more than 50 standard features and more than 20 optional features.

There's a mobile app employees can use to tap into their business phone lines from their smartphones. With the app, which is available on iOS and Android devices, employees can make and receive calls, chat with other employees, check their voicemail, see the status of co-workers, join and collaborate in online meetings, and view online faxes.

Video Conferencing

Each user license includes video conferencing services. This means all users can host HD-quality video meetings whenever they choose with up to 50 participants. What's nice is that all of those attending a meeting can be seen on users' screens. Other video conferencing services we evaluated limit the number of video feeds that can be on during a video conference.

You have the option of expanding the reach of a conference by streaming it over your YouTube channel. With this approach, which basically turns your conference into a webinar of sorts, as many as 100 people can attend your meeting. However, in this scenario, not everyone can have their camera turned on.

8x8's video conferencing system has a range of features, including both HD video and audio for crystal-clear picture and sound. One of the most useful tools is screen sharing. The meeting host can share their desktop with attendees, which is helpful when giving a presentation, highlighting information in a document or explaining how to use the software.

This video conferencing service also includes meeting recording options, integrated scheduling with Microsoft Outlook and Google Calendar, the ability to add co-hosts to a meeting, and team and private chat tools.

You can start or join an 8x8 video conference from a computer or mobile device, and you can add video conferencing equipment to a conference room to participate in meetings that way.

If attendees can't join a meeting over video feed, dial-in numbers allow them to connect by phone. While they won't be able to see what is going on, they can still hear the audio and join in the conversation.

All of 8x8's service plans include video conferencing. There is no additional cost for these services. You can find more information on these services on our video conferencing best picks page.

Conference Calling

8x8 has a conference calling service built into its phone system service. With the conference bridge feature, which is included at no extra charge, each employee can hold their own conference call with up to 15 callers.

If your company is looking to host conference calls with more than 15 callers, you will need to use a conference calling service. These services allow for hundreds, sometimes thousands, of people on each call. You can find more information on these services on our conference call services best picks page.

8x8 provides some of the best customer service we encountered during our research. We contacted the company multiple times by phone, email and live chat, posing as a small business owner interested in phone systems. Our calls were all immediately answered, and the representatives we spoke with were extremely helpful.

They answered our questions thoroughly and left us with a clear understanding of what the service offers and how it works. We never felt pressured to make an immediate decision on the service. Not all of the services we evaluated operated in that manner.

We followed up with some representatives by email. Each time, they quickly answered our messages, providing us with the information we were looking for. In addition, they always offered to host a call with us to discuss the issue in more detail and answer any other questions we had.

We also tested 8x8's live chat support. While you are initially greeted by a chatbot that tries to answer your question first, you can request to connect with a live person. When we did so, our questions were answered right away.

Customer support is available by phone, email, chat and the 8x8 website 24/7/365.

While 8x8 offers round-the-clock support, there are times when the representative you are speaking with might be in another country. This can be a problem if you need service at an irregular hour and can't get the level of support you expect. That being said, each of our interactions with the company, regardless of the time we reached out, was a positive one.

Additionally, the website features a number of valuable resources, including white papers, infographics, data sheets, videos and webinars.

	Zoom	GoToMeeting	WebEx	8x8
Free tier	Yes	No	Yes	No
No. of service plans	4	3	4	6
Max no. of participants	1,000	3,000	200	100
No. of video feeds on at once	Unlimited	25	Unlimited	50

The Best Video Conferencing Service Reviews of 2020

By Chad Brooks , business.com Staff | Updated Oct 16, 2020

Find the Right Video Conferencing System for Your Business

Compare Our Best Picks

Reviews

GoToMeeting: Best for Smaller Businesses

GoToMeeting Pricing

Professional

Business

Enterprise

Features

GoToMeeting Pros

GoToMeeting Cons

Customer Support

Webex: Best for Collaboration

Webex Pricing

Free

Starter

Plus

Business

Webex Pros

Webex Cons

Webex Conference Calling Features

Webex Features

Customer Support

Zoom: Best Overall

Zoom Pricing

Free

Pro

Business

Enterprise

Zoom Features

Zoom Pros

Zoom Cons

Community Experts

Customer Support

8x8: Best for Unified Communications

8x8 Pricing

Ease of Use

Video Conferencing

Conference Calling

Customer Support

Buying Guide

How Much Do Video Conferencing Services Cost?

Free vs. Paid Video Conferencing Service Plans

Video Conferencing Equipment

Community Expert Insights

Video Conferencing Features

Video Conferencing FAQs

Does video conferencing software have a good ROI?

What is video conferencing software?

What hardware do you need for video conferencing?

What are the advantages of video conferencing?

What are the best practices for working remotely?

Our Methodology

Services

By
Chad Brooks
,
business.com Staff
| Updated
Oct 16, 2020