How Licenses Work

The Core Concept

1 License = 1 Concurrent Meeting

A license gives your organization the ability to run one meeting at a time. Licenses aren't assigned to specific people — they're shared across your entire organization. When someone starts a meeting, one license is in use. When that meeting ends, the license becomes available for anyone else to use.

With 5 licenses, up to 5 meetings can run simultaneously. The 6th person who tries to start a meeting will need to wait until one of the active meetings ends.

License Pool Mechanics

How the Pool Works

When your organization has multiple licenses, they form a shared pool:

Organization: Acme Corp
Plan: Pro
Licenses: 10

Available Pool: 10 concurrent meetings

Any member of your organization can start a meeting if a license is available. When the meeting ends, that license returns to the pool.

Real-Time Tracking

The system tracks active meetings in real-time:

At any moment, if fewer than 10 meetings are active, anyone can start a new one.

Pool Exhaustion

When all licenses are in use, attempting to start a new meeting triggers a "pool exhausted" state:

Options when pool is exhausted:

1. Wait — A license will free up when any active meeting ends
2. End another meeting — If you have permission, end a lower-priority meeting
3. Upgrade — Add more licenses to your plan (takes effect immediately)
4. Contact admin — Ask your organization admin to allocate more licenses

Licenses and Large Meetings

The Large Meetings add-on increases participant capacity for a meeting. Since each active meeting uses one license, you can't have more Large Meetings add-ons than you have licenses — there's no meeting to apply the extra capacity to.

If you have 10 licenses but only 3 hosts run large events, you only need 3 Large Meetings add-ons.

Sizing Your License Count

Step 1: Identify Peak Concurrent Usage

The key question is: How many meetings typically run at the same time during your busiest periods?

Step 2: Consider Usage Patterns

Think about your meeting culture:

• Heavy external meetings: Sales teams, consultants → Higher license needs
• Mostly async work: Engineering teams with few meetings → Lower license needs
• Regular all-hands: Large recurring meetings → May need Large Meetings add-on rather than more licenses

Step 3: Monitor and Adjust

After you've been using the platform:

1. Check the Usage & Analytics page in Admin Panel
2. Review peak concurrent usage over the past 30 days
3. Look for pool exhaustion events (times when all licenses were in use)
4. Adjust license count based on actual patterns

License Allocation Examples

Example 1: Small Agency

Organization: Creative Agency
Team Size: 15 people
Plan: Pro (5 licenses)

Typical Day:
- 9:00 AM: Design team standup (1 license)
- 10:00 AM: Client presentation (1 license)
- 11:00 AM: Two internal project meetings (2 licenses)
- 2:00 PM: Client workshop (1 license)
- 3:00 PM: Three parallel client calls (3 licenses) ← Peak

Peak usage: 3-4 licenses
Buffer: 5 licenses provides room for unexpected meetings

Example 2: Sales Team

Organization: SaaS Company Sales Dept
Team Size: 30 sales reps
Plan: Business (20 licenses)

Typical Day:
- Constant client demos and calls throughout the day
- Peak hours: 10 AM - 12 PM, 2 PM - 4 PM
- Maximum observed: 18 simultaneous calls

Peak usage: 18 licenses
Buffer: 20 licenses handles burst capacity
Large Meetings: 5 add-ons for webinars

Example 3: Enterprise

Organization: Large Enterprise
Team Size: 500 employees across departments
Plan: Business (50 licenses)

Typical Day:
- Multiple departments running parallel meetings
- Executive town halls (Large Meetings add-on)
- Training sessions and workshops
- Peak observed: 45 concurrent meetings

Peak usage: 45 licenses
Buffer: 50 licenses for growth
Large Meetings: 10 add-ons for company events

What Licenses Include

Each license unlocks:

Frequently Asked Questions

For Existing Users: What Changed

If you've used our platform before, you may remember that "Rooms" used to represent your concurrent meeting capacity — every meeting had to be conducted in a room, and rooms were what you paid for. This has changed.

The New Model

Why the Change?

Separating the concepts gives you more flexibility. Rooms handle how people access meetings. Licenses handle how many meetings can run simultaneously. They work together but serve different purposes.

Meetings With and Without Rooms

Meetings no longer require rooms. You now have two options:

• Meeting without a room: Has a meeting link only. Simple and direct.
• Meeting in a room: Has both a meeting link and a room link. More flexibility for how participants access the meeting.

When Room Links Are Useful

Room links are persistent — they don't change between meetings. This is valuable when:

• Recurring meetings (coming soon): Share the room link once with a password. Participants can always access the correct session without needing a new link each time.
• Office hours or drop-ins: Keep the same room link for ongoing availability; passwords control which session people join.
• Client or team rooms: A dedicated entry point for a group, with different meetings happening at scheduled times.

Meeting links, by contrast, are specific to a single meeting instance.

What Are Licenses?

Licenses are what rooms used to be in terms of billing: your organization's concurrent meeting capacity. 1 license = 1 meeting running at a time. Licenses are pooled and shared — see The Core Concept above.

Related Documentation

• Plan Comparison — Compare Pro and Business license limits
• Managing Your Subscription — Add or reduce licenses
• Large Meetings Add-on — Increase participant capacity