Enterprise meeting software: What to look for and platforms to compare

Enterprise meeting software is a platform that lets large organizations run secure video and audio meetings at scale, with the admin controls, integrations, and AI features IT and security teams need to manage it across the business. Most platforms cover the basics well, so the bigger decision is often where meetings live: in a standalone app, or on the same platform as your calls, messages, and customer conversations.

That choice shapes more than the meeting itself. When meetings run alongside the rest of your communications, the conversations in them can become part of the same record your teams use to make decisions, instead of recordings that sit in a separate tool.

Below, we cover what enterprise meeting software is, the features worth evaluating, how to compare pricing, and several widely used platforms to consider, including Zoom Workplace and Microsoft Teams.

What is enterprise meeting software?

Enterprise meeting software is video conferencing built for the scale, security, and administration needs of large organizations. It covers internal meetings, customer and partner calls, training sessions, and company-wide events, and it gives IT central control over users, settings, and data.

Compared with consumer video calling apps, enterprise platforms typically add:

• Scale: larger participant limits and options for all-hands meetings and events

• Centralized administration: user provisioning, single sign-on (SSO), and company-wide meeting policies

• Security controls: meeting PINs, locks, waiting rooms, and host moderation

• Integrations: calendars, productivity suites, CRMs, and meeting room hardware

• AI features: live transcription, meeting summaries, and action items

• Enterprise support: service-level agreements and dedicated support channels

You may also see the term “meeting management software.” That category usually refers to tools for agendas, minutes, and board meeting workflows rather than video conferencing. The two overlap most around AI: when a meeting platform captures transcripts, summaries, and action items automatically, it handles much of the follow-up that meeting management tools were built for.

Why run meetings on the same platform as calling and messaging?

Running meetings on the same platform as your phone system and messaging can reduce the number of tools IT manages and the number of apps employees switch between. It also means a phone call or chat can turn into a video meeting without anyone leaving the conversation they’re already in.

The larger benefit is what happens to the conversation afterward. Many organizations treat meeting recordings as a separate archive, disconnected from sales calls, support interactions, and the customer data in their CRM. When meetings, calls, messages, and contact center conversations run on one platform, their transcripts and summaries can sit in the same place. That gives leaders a fuller view of what customers and teams are saying, and a clearer basis for decisions.

In practice, this can help teams:

• Keep context together: a customer meeting, the follow-up call, and the support conversation that came after can be reviewed side by side

• Reduce manual note-taking: AI transcripts and summaries capture what was said and what comes next

• Simplify administration: one set of users, permissions, and policies across communication channels

• Get a deeper understanding of customers: patterns across meetings and calls can surface questions, objections, and needs that a single conversation may not show

The short version: turn interactions into operational insight, rather than leaving meeting knowledge in a separate tool.

Key features to evaluate in enterprise meeting software

The features below tend to separate enterprise-ready platforms from basic video calling. Weigh each against how your teams actually meet, and involve the people who will use the platform most.

Meeting capacity and large-meeting options

Check the standard participant limit, the maximum meeting length, and what happens when you need more. Many platforms offer a large-meeting or events option for all-hands meetings, often as an add-on, with roles such as host, speaker, and viewer to keep big sessions manageable.

AI transcription, summaries, and action items

AI meeting features are now a core evaluation criterion. Look for live transcription during the meeting, an automatic summary afterward, and action items that capture who agreed to do what. Also check whether summaries can be edited and shared with people who missed the meeting, and whether the same AI works on phone calls, not only meetings. With AI transcription and AI Recaps on the same platform, for example, a meeting summary and a call summary follow the same format and live in the same place.

Security and admin controls

Secure video conferencing starts with host controls such as meeting PINs, meeting locks, waiting rooms, and the ability to mute or remove participants and limit screen sharing. On the admin side, look for SSO, company-wide meeting policies, and recording and transcription notifications. For certifications and data handling, review each vendor’s trust or security center rather than relying on marketing pages; Dialpad publishes its own on the Dialpad Trust Center.

Calendar and business app integrations

Scheduling should work from the calendars your teams already use, such as Google Calendar and Microsoft Outlook through Microsoft 365. Beyond calendars, check integrations with your productivity suite, CRM, and help desk, so meeting activity and summaries can reach the systems where work happens. A vendor’s partner marketplace, like the Dialpad Partner Marketplace, is a quick way to see what connects out of the box.

Phone dial-in and dial-out

Not every participant can join from a laptop. Local and toll-free dial-in numbers help people join from the road, and a dial-out feature can call participants directly when a meeting starts. If your meeting platform also runs your phone system, these options are typically easier to manage.

Meeting room and device support

If your organization has conference rooms, confirm the platform supports the video conferencing equipment you use or plan to buy, and that admins can configure room devices centrally.

Reliability and support

Ask about uptime commitments, how outages are communicated, and which support channels are included in each plan. For example, Dialpad offers a 100% uptime SLA for Enterprise plan customers.

Questions to ask vendors

How to compare enterprise meeting software pricing

Most enterprise meeting software is priced per user, per month, with lower-cost entry plans and custom quotes for large deployments. Headline prices don’t always tell the full story, so compare what each plan actually includes for the way your organization meets.

When you build a pricing comparison, check:

• Standalone vs. bundled: some meeting tools are sold on their own, while others come included with a phone system or a broader communications plan. If you’d otherwise pay for meetings and calling separately, a bundle can lower total cost.

• Which features sit in which tier: recording, transcription, AI summaries, SSO, and admin controls are often reserved for higher plans.

• Add-ons: large meetings, webinars, room systems, toll-free dial-in, and some AI features may cost extra.

• Support and uptime commitments: confirm what support and service-level agreements come with each plan.

• Hidden costs of tool sprawl: separate apps for meetings, calling, and messaging can add licensing, admin time, and integration work.

Vendors change plans and prices often, so confirm current details on each vendor’s pricing page before you decide. Dialpad Meetings is included in plans for Dialpad Connect, Dialpad Support for contact centers, and Dialpad Sell.

Enterprise meeting software platforms to consider

Which companies offer enterprise meeting software? Widely used options include Zoom, Microsoft, Cisco, Google, and Dialpad. The platforms below are listed for informational purposes only and in no particular order; this is not a ranking. Features, plans, and pricing change often, so confirm current details with each vendor.

Zoom Workplace

Zoom is widely known for video meetings. Zoom Workplace brings Zoom Meetings together with team chat, whiteboards, and other collaboration tools, and Zoom offers phone, webinar, and contact center products as well. Its meeting platform includes built-in AI assistant features, with availability depending on plan.

Organizations that already use Zoom for meetings often evaluate how far to extend it into other communication channels.

Microsoft Teams

Microsoft Teams combines chat, meetings, and file collaboration, and it’s included with many Microsoft 365 business and enterprise plans. It connects closely with Outlook, SharePoint, and OneDrive. Calling to and from external phone numbers typically requires additional licensing or a connected calling provider, and AI meeting features depend on which Microsoft licenses you have.

Teams is a common choice for organizations standardized on Microsoft 365.

Cisco Webex

Webex offers meetings, webinars, and calling, along with Cisco’s meeting room devices. It includes AI features for meetings, such as summaries, depending on plan.

Webex is often considered by organizations that already use Cisco for networking, calling, or conference room hardware.

Google Meet

Google Meet is part of Google Workspace and works directly with Google Calendar, Gmail, and Google Docs. AI features for meetings are available with certain Google Workspace editions.

Meet is a natural fit to evaluate for organizations that run on Google Workspace.

Dialpad Meetings

Dialpad Meetings is the video conferencing tool on Dialpad’s platform, included in plans for Dialpad Connect, Dialpad Support for contact centers, and Dialpad Sell, and also available as a standalone Dialpad Meetings Business plan. Meetings support up to 150 participants and run up to five hours, and a Large Meetings add-on expands capacity for events such as company all-hands meetings. Participants can join from a browser, the Dialpad app, or by phone.

Dialpad AI provides live transcripts, action items, and an AI Recap after each meeting, using the same AI that summarizes phone calls. Dialpad Meetings integrates with Google Workspace and Microsoft 365, and it runs alongside calling, messaging, and contact center on one platform.

Dialpad is often considered by organizations that want meetings, phone calls, and customer conversations in one place.

How Dialpad Meetings fits into an AI platform for customer experience

Dialpad Meetings is one part of Dialpad’s AI platform for customer experience. Calling, messaging, meetings, and contact center all run on one platform for UCaaS, CCaaS, and AI agents, sharing one app and one set of customer data. Dialpad Resolve, AI agents for voice and digital interactions, runs on the same platform to help resolve customer requests before they reach a human agent.

For meetings, that shared foundation means:

• One AI layer across conversations: Dialpad AI transcribes and summarizes meetings the same way it handles calls, so meeting recaps and call recaps can be reviewed together

• Fewer handoffs between tools: a call or chat can move into a video meeting in the same app

• Shared context for customer-facing teams: sales, support, and success teams can see what was discussed in meetings and calls in one place, which can help them understand customers more fully

• Centralized administration: IT manages users, settings, and policies for meetings and calling together

Recordings also matter for distributed teams that can’t always attend live. Transportation company C.R. England uses Dialpad for weekly Driver Huddle meetings with drivers across the country:

“What really gave Dialpad the edge was that we could record the call and access the recording through a link. That’s a big deal for us, because if a driver can’t make the weekly meeting, they can go and listen to it.”

- Erik Ekberg, Talent Acquisition and Organizational Development Manager, C.R. England

When meetings sit alongside the rest of your customer conversations, they stop being isolated events and become part of the intelligence your organization uses to make better decisions.