Zoom Workplace 7.2.1 (48556)

Zoom Workplace is Zoom’s collaboration suite: one app that combines video meetings, Zoom Chat messaging, whiteboards, shared documents, recorded video clips, notes, mail and calendar. The app runs on Windows, macOS and Linux, on Android and iOS devices, and in browsers through the Zoom Web App. A free Basic plan covers one user, while Pro and Business are paid team plans.

Video meetings and host controls

Meetings remain the core of Zoom Workplace. A host starts a meeting immediately or schedules it in advance. Guests join from the invitation link or with the meeting ID and passcode, without needing a Zoom account.

The host decides who may share. A shared screen can be the whole desktop, one application or part of the screen. Multi-share lets several people share at once while others draw and highlight on the content. The host can also spotlight up to nine videos for everyone.

For group work, a meeting can be split into as many as 50 breakout rooms. People can be assigned automatically, placed manually, pre-assigned or left to choose. Hosts and co-hosts move between rooms, add or rename rooms while they are open, and broadcast a message or their audio to every room. A participant can press “Ask for Help” to call the host in.

Live transcription produces captions, and translated captions cover 33 languages. Local recording saves a video file from the desktop app, while cloud recording needs a paid plan. The desktop app has the fullest feature set. The mobile apps cannot record locally or manage breakout rooms, and the Web App drops features such as local recording and video filters.

Messaging with Zoom Chat

Zoom Chat, included on every plan, handles direct messages, group chats and channels. Each meeting can get its own channel, so messages, recordings and links stay together before and after the call. You add external contacts by inviting the email linked to their Zoom account.

A meeting starts from a conversation with one click. Search filters messages, people and files, and tabs pin links and whiteboards to a conversation. Files from Microsoft 365, Google Drive and Figma open inside Zoom Chat. Users can act there on alerts from connected apps such as Jira or Asana. AI tools summarize long threads and suggest replies with an adjustable tone.

Whiteboards and Canvas documents

Zoom Whiteboard offers sticky notes, shapes, smart connectors, drawing, tables, mind maps and LaTeX equations, plus more than 250 templates such as Kanban boards and flowcharts. A board opens from a meeting with one click or works on its own. Users can share it in Zoom Chat for later collaboration. Visitor links bring in people without Zoom accounts with view, comment or edit rights. Boards export as images or PDFs, and users can import Miro, MURAL and Visio boards.

Zoom Canvas, formerly Zoom Docs, is the document editor. Users assemble pages from drag-and-drop blocks holding text, data tables and forms. A page can therefore serve as a wiki, project tracker or meeting agenda. Users can publish pages to the web, and AI can draft or tidy a document.

Recorded clips and personal notes

Zoom Clips records the screen together with the webcam, with annotations during recording. Users can trim clips and share them with permission settings, and viewers reply with reactions and video comments. The free tier allows five two-minute clips at up to 720p; paid tiers remove those limits and add clip stitching, video uploads and viewer insights.

My Notes is a private notepad for meetings, calls and in-person conversations. On desktop, it also covers meetings held in other platforms such as Microsoft Teams. It keeps typed notes, can transcribe microphone and system audio, and generates an AI summary afterwards. Hosts can allow or block its transcription for participants, and it requires a paid account.

AI tools across the suite

Paid Zoom Workplace plans include built-in AI features. These include meeting summaries with next steps that users can send by email or chat, and in-meeting questions about what was missed. They also include chat and email drafting, whiteboard content generation, and call and voicemail summaries. ZoomMate is a separate add-on that searches across Zoom and connected business systems. It automates follow-ups such as scheduling and task creation, and produces documents and presentations from meeting context.

Phone, mail and scheduling

Zoom Phone adds cloud calling with call routing tied to chat and meetings. Mail and Calendar keep email and events in the same app. Zoom Scheduler shares availability, books appointments with outside contacts and sends reminders, working with Zoom, Microsoft and Google calendars.

Differences between Basic, Pro and Business

Basic allows three editable whiteboards and Business removes that limit. Pro adds cloud storage and end-to-end encryption for Mail and Calendar, and Business extends that encryption to Zoom Scheduler.