Zoom License Manager

When Covid-19 forced our client — a college with a large network of freelance teachers — to move their classrooms online, they turned to Zoom. It was a platform they already knew, and it worked well. The problem was licensing.

Freelance teachers only needed a Zoom licence on the days they were actually teaching. With over 150 accounts but far fewer paid licences, someone on the admin team had to manually transfer licences each day to whoever was teaching next — a process that was consuming more than an hour of staff time every single day.

The college didn't want to change platforms or overhaul their licensing arrangement. They just needed the daily grind of reassigning licences to go away.

What We Built

Zoom's API is comprehensive, and it gave us everything we needed. After an initial proof of concept confirmed the approach was viable, we built a scheduling system that lets the college plan their lecture timetable in advance — assigning each session to a specific teacher on a specific date.

Each night, the system picks up the next day's schedule automatically, reassigns the Zoom licences to the correct teachers, and sends each teacher a reminder with their meeting link ready to go. No manual steps, no risk of someone being left without a licence on the day.

The Results

The college went from spending over an hour a day on licence admin to spending none. The system handles 20+ meetings per day across 150+ Zoom accounts, with 120+ licences actively managed and redistributed on a rolling basis.

"Just wanted to say the new Zoom Manager is brilliant! So easy to use. Many thanks!"