In the post-pandemic world, the way we work has changed fundamentally. Even with a return to office working, the hybrid model has meant video conference group meetings have become the norm to connect colleagues working in different locations.
It’s also facilitated cross-border collaboration; if you have a computer and an internet connection, you can work with anyone, anywhere.
But which web conference tool to pick when the market is flooded with similar-looking software? Each team has different needs. HR requires features like webinar hosting, breakout rooms, and polls, whereas sales and marketing teams require screen sharing and stable connections for client meetings.
You’ll need to balance diverse team needs, compatibility and integration, scalability, cost, privacy, reliability, and user learning curve, to name just a few key considerations.
In this guide, we review the best video conferencing tools.
Zoom
In 2025, Zoom meetings is one of the most popular web conferencing tools used worldwide. It has a user base of over 300 million daily users.
Its versatility sees it called upon for virtual meetings, webinars, online classes, and more.
Key Features of Zoom:
- High-quality audio/video – Zoom supports HD video and audio, allowing users to experience high-quality meetings.
- User-friendly interface – Users can intuitively record meetings, display custom backgrounds, split into breakout rooms with whiteboards to collaborate and brainstorm, and screen share to share desktop and application windows.
- Security measures and encryption standards – Zoom meetings are end-end encrypted, meetings are password protected to ensure access only to invited participants, host-controlled permissions allow control of who can share, chat and record, two-factor authentication adds an additional layer of security.
- Pricing tiers – The tool has a range of user plans to support different user needs:
- Free: no charge – Allows 100 participants, 40-minute group meetings, local recording, team chat, whiteboards, mail and calendar integrations.
- Pro: $13.33/user/month – Allows up to 30-hour meetings, 5 GB of cloud storage, AI companion access, social media reporting, and streaming tools.
- Business: $18.32/user/month – Allows up to 300 participants, SSO, managed domains and company branding, unlimited whiteboards, phone and ticket-based support.
- Enterprise: Custom pricing – This tier takes things further by supporting 500 + participants, offering unlimited cloud storage, a dedicated Customer Success Manager, advanced analytics, and executive business reviews.
Zoom integrates smoothly with Appointlet. Users can generate a unique Zoom conferencing link for each new meeting.
Appointlet users invited to a meeting receive an email confirmation with a “join meeting” button, making it easy to join a call. Team members can also join calls from the Appointlet dashboard, email, and calendar event.
Google Meet
Google Meet is one of the most popular video conferencing tools in 2025. It’s especially popular with organizations and individuals already using other applications in Google Workspace as it integrates directly with Gmail, Google Calendar, and Google Docs. This also makes it a very easy to use platform.
It competes directly with Zoom, Microsoft Teams and WebEx at the top of the global video conferencing market.
Key Features of Google Meet:
- Browser-based access – Google Meet is available as a web app on desktop. Users simply need to open their desktop and navigate to meet.google.com. With no desktop app to install, users can start using it immediately.
- Secure meeting codes – For every meeting and each attendee, Google Meet generates a unique meeting code. These codes are generated automatically when a meeting is scheduled, streamlining the process of joining online meetings by ensuring easy and secure access for participants.
- Dial-in numbers – Allow users to use their phone to dial into a meeting using their phone audio in a video meeting. This is ideal for users on the go, during service interruptions, and when computer microphones or speakers don’t work as expected.
- HD video – And audio offers crisp and clear video calls. Adaptive layouts are also available, featuring spotlight, tiled, and sidebar views. Noise cancellation blocks out background noise, which is perfect for busy environments. Low light mode and auto-framing offer better visuals in challenging spaces.
- Security protocols – Google Meet uses several encryption methods to ensure the security of calls and data. Recorded meetings are encrypted and can only be accessed with unique keys. Your meetings and data are safe on public Wi-Fi, and when they are stored on Google Drive. Access controls allow meeting hosts to decide who can enter a meeting when it is scheduled. Only people with the meeting link or invite can join, whether invites are shared through Google Calendar, Gmail or directly shared. For Google Workspace domains, it’s also possible to limit participants to internal personnel only.
- Pricing tiers – Google Meet is bundled into Google Workspace plans. Its features (and the price you pay) depend on the Workspace subscription you have:
- Business Starter: $6/user/month – 100 participants, no recordings, standard features.
- Business Standard: $12/user/month – 150 participants, Meeting recordings are saved to Drive, breakout rooms, polls, and hand raising.
- Business Plus: $18/month/user – 500 participants, attendee tracking, enhanced security and compliance.
- Enterprise: custom pricing – up to 1,000 participants, live streaming within domain, noise cancellation, advanced support, premium security.
There are several benefits of integrating Google Meet with Appointlet. Users can use our integrations to connect to Google Meet with their favorite apps. Integrate with your email calendar to check for busy events and create new entries when bookings are made.
If you have set up SMS reminders in your Appointlet account, you can include your join link in text messages to attendees.
Additionally, each booking has a unique Google Meet URL, which can prevent disruptions from attendees arriving early or late. Hosts and attendees are the only ones with the meeting link to eliminate outside disruptions.
Microsoft Teams
Like Zoom and Google Meet, Microsoft Teams offers reliable video conferencing capabilities for teams, but it also goes beyond meetings, serving as an all-in-one workspace collaboration hub.
Users can chat, share files, collaborate on live documents and meet, all in the same place
Let’s explore its key distinguishing features.
Key Features of Microsoft Teams:
- Integrated chat – Specific team chat channels allow chats to be organized by project, topic and department.
- File sharing – Teams can share files and co-author documents thanks to integration with the Microsoft suite (Microsoft Word, Excel, OneNote, PowerPoint). Documents can be shared in chats and channels. Users can work on files, editing them at the same time in the Teams app.
- Video meetings – HD audio and video, customizable backgrounds, breakout rooms and screen sharing, all with the ability to share and edit documents during video calls.
- Security and compliance features – Enterprise-grade security is built-in. Benefit from encryption and compliance certifications. Teams is HIPAA, ISO, and SOC compliant.
- Pricing tiers – Microsoft Teams offers several pricing tiers in 2025, including a free option and different paid tiers:
- Microsoft Teams Free: Free – Group meetings up to 60 minutes, up to 100 participants, unlimited chat messages, 5GB of cloud storage per user, data encryption for calls, chats, and files.
- Microsoft Teams Essentials: $4/month/user – Unlimited group meetings up to 30 hours, up to 300 participants per meeting, 10GB of cloud storage per user, phone and web support, integration with Outlook and Google Calendar.
- Microsoft 365 Business Basic: $6/month/user – All features in Teams Essentials, web and mobile Word, Excel, PowerPoint, and Outlook, 1 TB of cloud storage per user, business-class email hosting, standard security features.
- Microsoft 365 Business Standard: $12.50/month/user – All features in Business Basic, desktop version of Office apps, webinars with attendance registration and reporting, Microsoft Loop, and ClipChamp.
- Microsoft 365 Business Premium: $22/month/user – All features in Business Standard, advanced security and compliance tools, cyberthreat protection, device management capabilities.
There are many advantages of using Microsoft Teams with Appointlet scheduling. Appointlet makes it easier to schedule your meetings on Teams and speed up productivity.
Use the whiteboard to collaborate, write, and draw.
Presenter mode allows featured speakers to present using a layout similar to TV news anchors.
Teams can also present slideshow materials with Teams using the Microsoft PowerPoint integration.
GoTo Meeting
Surprisingly, GoTo Meeting was launched in 2004, 16 years before the pandemic bought video conferencing software to the front of many professional’s minds.
It’s known for its simple and clean UI, which makes it easy to use and a reliable tool for businesses.
The interface is easy for hosts and participants to navigate, eliminating unnecessary steps to streamline the meeting scheduling workflow.
Key Features of GoTo Meeting:
- Intuitive controls – Basic functions including screen sharing, mute/unmute and recordings that are easy to find and use for users with all levels of technology savviness.
- Personalized meeting URLs – Users can make a strong impression with personalized meeting rooms. You pick your link, e.g., https://GoToMeet.me/YourName. You can add additional details like your picture, your company branding, your website and location.
- Call recording – Users can access and share meeting recordings from any device using GoTo Meetings cloud recordings.
- High quality – HD video on every call and high-definition Voice over Internet Protocol, so each meeting delivers crystal clear audio and no one misses a word.
- Seamless integrations – Link with top applications including Slack, Salesforce, Outlook, Google Calendar, and Microsoft Teams.
- Pricing tiers – GoTo Meeting offers three pricing tiers:
- Professional: $9.60/user/month – 150 participants, unlimited cloud storage, unlimited meetings.
- Business: $12.80/user/month – 250 participants, AI meeting summary, note taking.
- Enterprise: custom packages – everything in Business plus In Room Link, onboarding, and training.
Aside from its great features, GoTo meeting is a good choice for businesses because of its integration benefits with Appointlet for streamlined scheduling.
When you connect your Appointlet account to GoTo Meeting, all scheduled video calls are assigned a unique meeting room ID. Attendees pick a time and are sent an automated email confirmation and the unique “Join meeting link”, which takes them to that unique room, preventing attendees from disrupting a meeting.
Team members also receive a confirmation and calendar event for each booking. When a meeting is rescheduled or cancelled in Appointlet the email calendar event and GoTo Meeting conference is updated automatically.
Cisco WebEx
Cisco WebEx is considered a robust tool for larger enterprises. It offers enterprise-level security and compliance, has a reliable and scalable infrastructure, advanced AI productivity features, and offers customizations and integrations with top apps.
Let’s investigate the features that make this video conferencing software so appealing for enterprise businesses.
Key Features of Cisco WebEx:
- High-quality video/audio – WebEx offers high-quality calls with HD video, noise removal, voice optimization.
- Document sharing – Upload documents to WebEx, or share your screen so you and meeting participants are on the same page—view, share, and collaborate in real time. Immersive share for presentations creates a collaborative atmosphere and boosts engagement.
- Direct-play video – Optimizes video play by ensuring a higher frame rate for video, animations, and dynamic applications. You can share your desktop audio so all members can hear your audio through WebEx.
- One-click recording – Meetings can be recorded in one click to allow those who can’t attend the chance to catch up. Recordings can be saved to the cloud or your computer.
- Advanced security measures – End-to-end encryption, multi-layered security controls, and compliance with global encryption standards HIPAA, GDPR, FedRAMP, SOC 2 provide peace of mind to enterprises that their data is safe.
- Pricing tiers – WebEx offers a range of pricing tiers suited to different business needs, from smaller teams to global enterprises:
- Free: No cost – Unlimited meetings up to 40 minutes each. Up to 100 participants per meeting, screen sharing, unlimited messaging.
- WebEx Business: $26.95/user/month – Everything in the free plan plus: Recording transcriptions, meeting analytics, and branding capabilities enabling businesses to customize their meeting interface to match their brand identity.
- WebEx Meet: $14.50/user/month – Everything in the free plan plus: Meeting duration up to 24 hours, up to 200 participants, 10 GB cloud storage, AI assistant for meeting summary and notes.
- WebEx Suite: $25/user/month – Everything in WebEx Meet plus: Business phone number with unlimited domestic calling, call any telephone number, visual voicemail, 6-way conference calling.
- WebEx Enterprise: Custom pricing – Everything in WebEx Suite plus: Support for up to 1,000 attendees, unlimited cloud recording, FedRAMP-authorized security compliance, dedicated customer support.
WebEx is best when integrated with Appointlet for more efficient automated scheduling and conferencing.
Users can record meeting transcripts automatically with the voice-to-text feature—it’s a great time-saving alternative to manually taking notes during a call, and reduces employee fatigue, boosting engagement, creativity, and motivation.
WebEx also employs smart gesture recognition technology to detect body language like thumbs up, which can act as quick votes in a meeting.
Appointlet
Appointlet is an essential scheduling tool for organizing efficient and successful virtual meetings, particularly for larger enterprises.
Why? Because our software enables enterprises to schedule meetings with ease across multiple departments, teams, and locations.
Pooled availability calendars balance workload across staff. With co-hosted meetings, multiple team members can be assigned to a team meeting. And before booking a meeting, hosts can check availability before displaying times to attendees.
While Appointlet itself isn’t a traditional web conferencing tool like those we’ve evaluated, our robust integration capabilities with major conferencing platforms make our software indispensable for streamlined virtual meeting coordination.
Integrate with your favorite apps.
Key Features of Appointlet
Appointlet features include:
- Seamless calendar integration – Whether you use Google Calendar or Office 365, integrate Appointlet with your email to ensure you’re never double-booked. Avoid being caught in back-back meetings with our buffer feature, which leaves free time before and after meetings to reduce the chance of lateness and no shows, giving attendees and hosts more time to prepare.
- Automatic scheduling – Using your integrated calendar, Appointlet displays your up-to-date availability. This means hosts can only schedule meetings when attendees are available, eliminating the chance of clashes. Automated confirmation and reminder emails are also sent to ensure attendees never lose track of a meeting again.
- Customizable booking pages – White label Appointlet to remove our branding from your scheduling page and replace it with your own to make a great impression.
- Integration with popular conferencing tools – Such as Zoom, Google Meet, Microsoft Teams, GoTo Meeting, and Cisco WebEx.
- Advanced security measures – Keep your data secure with our advanced security methods, including encryption standards to ensure meeting confidentiality and data protection. All data is encrypted with HTTPS with SSL/TLS encryption, and sensitive data stored on servers is encrypted at rest. Our integrations are secure too, whether you integrate Google Calendar or Zoom, your data is encrypted with OAuth 2.0 protocols, so you never share your passwords directly.
- Pricing and plan options – We offer three plan tiers, offering flexibility to a number of different business needs:
- Free: No charge – Up to 5 members, Up to 25 meetings per month , Connect Zoom, Meet, MS Teams, Webex, and more, cancel and reschedule meetings.
- Premium: $9/user/month – Send automated reminders, unlimited meetings, manually confirm bookings, collect payment, pre-fill form fields, redirect after booking, Zapier (CRM, SMS, Marketing), webhooks, disable Appointlet branding.
- Enterprise: Custom pricing – Everything in premium plus: priority customer support, quarterly account reviews, advanced security measures.
Notable mentions
- Lifesize – This is an easy-to-use, secure and enterprise-ready video conferencing options. Learn more about Lifesize.
- ClickMeeting – ClickMeeting is best for webinars, and its automated features allow businesses to tailor it to their needs.
Best practices for choosing web conferencing tools
Choosing the right tool depends on various factors, including:
- Company size – Smaller businesses and SMEs may be able to operate with the free tier of certain video conferencing software. Others will require advanced security, numerous integrations, generous meeting duration allowances, customizable plans, and dedicated customer support. A company’s size is a key consideration when selecting between web conferencing tools.
- Industry requirements – Appointlet is tailored towards the following industries and departments/business functions:
- Importance of security – Without strong security, confidential information from meetings may be leaked. This can lead to financial loss, reputation damage, and legal issues. Strong security also prevents unauthorized access to business meetings. Weak security increases the risk of eavesdropping in both internal and client calls. Security is vital for regulated industries. Education, healthcare, and finance companies face strict compliance rules, so choosing a video conferencing tool with robust security measures is essential to avoid fines and compliances issues
- Ease of use – Consider the platform’s usability. Is it easy to use for non-tech -savvy users, or is there a steep learning curve that requires training and onboarding? Enterprise options often include training sessions as part of the package.
- Quality of audio/video – High-quality audio helps make the right impression to clients and boosts the efficiency of meetings because no one misses a word. High-quality audio and video is vital during presentations and when showcasing creative work. The more reliance an organization places on video conferencing technology, the greater the business need for quality audio and video.
- Integration capabilities – We’ve covered the importance of robust integrations in detail. When a tool reliably integrates with calendars, project management tools, CRMs, document editors, and messaging apps, teams can book meetings efficiently and auto generate meeting links, reducing manual steps, double bookings, and no shows.
Choosing the right video conferencing software
Choosing a robust, integrated web conferencing solution boosts scheduling efficiency by many factors. So, the decision deserves careful consideration.
Appointlet simplifies scheduling and seamlessly integrates with top conferencing platforms. Whichever conferencing tool you choose, rest assured that Appointlet’s integrations makes meeting scheduling intuitive, efficient, and simple.
See our plans to start simplifying your scheduling workflow, free up more time for preparing for meetings instead of scheduling them, and watch your productivity skyrocket.
