Zoom vs HighLevel Meeting Rooms: Can You Save Money by Ditching Zoom?

If you’re already using HighLevel for your CRM, marketing automation and appointment bookings, here’s a question worth asking.

Do you still need to pay for Zoom?

In November 2026, HighLevel’s new Meeting Rooms module is bringing video conferencing directly into the platform.

It’s early days, but already it looks like a serious alternative to Zoom for everyday business meetings.

And if you know HighLevel, you’ll know that new features rarely stand still. In true HighLevel style, I expect Meeting Rooms to evolve considerably over the coming months, with new functionality and improvements being added.

But can it really replace Zoom today? What about recordings, transcripts, AI meeting summaries and breakout rooms?

And perhaps most importantly, could switching save you money?

Let’s take a look.

What is HighLevel Meeting Rooms?

HighLevel Meeting Rooms is a video conferencing feature built directly into HighLevel.

You can use it for one-to-one calls, team meetings, client consultations, training sessions and online workshops.

And because it’s part of HighLevel, you don’t need to bolt on another piece of software just to hold a meeting.

That’s important because HighLevel is increasingly becoming a one-stop shop for your marketing, sales and business operations.

You can manage your contacts, automate your marketing, book appointments, sell courses, organise events and now hold video meetings, all from the same platform.

As this is a new module, it’s worth remembering that the functionality available today may look quite different in six or twelve months.

This article reflects the position as of November 2026.

Zoom vs HighLevel Meeting Rooms: Feature Comparison

Let’s start with the basics.

On paper, there’s a lot of overlap.

For many businesses, the features they actually use in Zoom are already available in HighLevel.

But there are some important differences.

Where HighLevel Meeting Rooms Has the Advantage

1. Cost Savings. Why Pay for Zoom If You’ve Already Got HighLevel?

For many businesses, this is the first and most obvious reason to consider switching.

If you’re already paying for HighLevel and your plan includes Meeting Rooms, why pay for Zoom as well?

Zoom does offer a free Basic plan, but it comes with limitations.

The biggest drawback is the 40-minute meeting limit. Even one-to-one meetings are subject to this restriction.

The free plan also has a maximum of 100 participants and doesn’t include cloud recording.

Now, to be fair to Zoom, its free plan does include some useful features, including screen sharing and breakout rooms.

So if you’re only running occasional short meetings, Zoom’s free plan may be perfectly adequate.

But what if you’re running hour-long discovery calls, client consultations or training sessions?

Forty minutes isn’t particularly practical.

To remove that restriction, you’ll generally need a paid Zoom plan.

Zoom Pro is listed at $16.99 per user per month on monthly billing, or $14.16 per user per month when billed annually, before applicable taxes.

That’s potentially over $200 a year for just one user on monthly billing.

Now multiply that by several members of staff.

If you’ve got five people using paid Zoom licences, you’re potentially spending over $1,000 a year.

And that’s before considering any additional subscriptions you might have for recording, transcription and AI meeting notes.

HighLevel Meeting Rooms is included in eligible HighLevel plans, so you may already have access to the video conferencing functionality you need without paying for another subscription.

At MarketerM8, Meeting Rooms is included in our Professional plan at £197 + VAT per month.

Our Starter plan at £97 + VAT per month doesn’t include Meeting Rooms.

You can compare our HighLevel plans here.

Of course, if Zoom’s free plan meets your needs, there’s no subscription saving. And if you need to upgrade your HighLevel plan to access Meeting Rooms, you’ll need to factor that into the calculation.

There may also be recording, storage or AI usage charges to consider.

But if you’re already on an eligible HighLevel plan and paying for Zoom, this is an obvious place to look for savings.

2. Your Meetings Are Part of Your CRM

This is potentially the biggest operational advantage.

Think about a typical customer journey.

Someone visits your website, books a discovery call, receives an automated confirmation and reminder, then joins your meeting.

With HighLevel, you can manage that process from one platform.

You don’t need a separate Zoom integration to generate the meeting link.

And once the meeting is over, you’ve already got the customer’s contact details, appointment history and other information inside your CRM.

Of course, having everything in one system doesn’t automatically mean every meeting action can trigger a workflow. That’s something worth checking before designing more advanced automations.

But the potential is interesting.

3. AI Meeting Summaries and Transcripts. But There’s a Catch!

HighLevel Meeting Rooms supports meeting recordings, speaker-labelled transcripts, AI summaries, decisions and action items.

That’s potentially a big time saver.

But for me personally, there’s a problem.

I use Fathom.ai, and I love it!

I rely on Fathom heavily for recording meetings, creating transcripts, generating summaries and identifying action points.

It’s become an essential part of how I work.

And I’ve taken things a stage further.

I’ve built an automation that takes my Fathom meeting notes, processes them using ChatGPT and automatically adds structured notes to the relevant contact record in HighLevel.

I’ve written about exactly how I do this in my article, How to Integrate Fathom.ai with HighLevel (And Why It’s Worth Doing).

So here’s my dilemma.

At the time of writing, Fathom doesn’t support HighLevel Meeting Rooms.

Fathom works with Zoom, Microsoft Teams and Google Meet, but I haven’t found support for HighLevel Meeting Rooms.

And while HighLevel now has its own AI meeting summaries and transcripts, I haven’t established whether they can match everything I currently get from Fathom.

For example, Fathom gives me a searchable library of past meetings, the ability to ask AI questions about previous conversations, and an automated process for getting useful information into my CRM.

That’s a lot more valuable to me than simply receiving a summary at the end of a call.

So although HighLevel Meeting Rooms could potentially save me the cost of Zoom, I’m not prepared to give up Fathom to make that saving.

For now, this is the main reason I wouldn’t switch.

That could change if either:

1. Fathom introduces support for HighLevel Meeting Rooms.
2. HighLevel develops comparable functionality that can replace my existing Fathom setup.

And given the speed at which HighLevel is developing, I’ll certainly be keeping an eye on this.

But until then, I’ll be sticking with Zoom and Fathom.

4. Breakout Rooms Are Now Available

This is a relatively recent development.

HighLevel introduced breakout rooms in October 2026.

And it’s not just a basic feature.

HighLevel supports up to 100 breakout rooms per meeting, with options for manually or automatically assigning participants, setting timers and sending announcements.

That’s useful if you run training workshops, coaching programmes or group sessions.

For example, you could be running a training session for 20 business owners and split them into smaller groups for an exercise.

Now, it’s important to point out that Zoom also has breakout rooms, even on its free plan.

So this isn’t something HighLevel offers that Zoom doesn’t.

The difference is that HighLevel now provides this functionality as part of its wider business platform.

You can manage your bookings, run the training session and handle follow-up marketing without needing to connect a separate video conferencing system.

And unlike Zoom’s free plan, you’re not working around that 40-minute meeting restriction, although you should check HighLevel’s own meeting duration limits.

5. Integration with Courses, Communities and Events

Here’s where things become particularly interesting for trainers, coaches and event organisers.

HighLevel Meeting Rooms can be used with HighLevel’s wider ecosystem, including courses, communities, events and webinars.

So rather than using one system to sell tickets, another to manage registrations, Zoom to deliver the session and something else to follow up afterwards, you can bring more of the process together.

And remember, HighLevel can also handle email, SMS and WhatsApp marketing to promote your events and follow up with attendees.

Where Zoom Still Has the Advantage

Now, I’m not suggesting everyone should immediately cancel Zoom.

Zoom has been developed specifically for video communications, and it has a mature set of tools.

There are several areas where it may still be the better choice.

1. Large Meetings and Conferences

Zoom publishes clear meeting capacity limits.

Its free Basic plan supports up to 100 participants, but meetings are restricted to 40 minutes.

Paid plans offer longer meetings, generally up to 30 hours, and depending on the plan, higher participant limits.

For example, Zoom Business supports up to 300 participants, with larger capacities available through other plans and add-ons.

HighLevel supports group meetings and breakout rooms, but I would want to verify the current overall participant limits before using it for a large online conference.

2. Advanced Collaboration Tools

Zoom includes features such as collaborative whiteboards and a wider range of meeting controls.

If you’re running complex interactive workshops, these tools may be important.

HighLevel is developing quickly, but I wouldn’t assume every Zoom feature has an equivalent.

3. Telephone Dial-In

Zoom offers telephone dial-in options on eligible plans.

That can be useful when someone has a poor internet connection or simply prefers joining by phone.

I haven’t confirmed an equivalent telephone dial-in feature for HighLevel Meeting Rooms.

4. Familiarity. Everyone Knows What a Zoom Link Is

There’s also something to be said for using software people already know.

“I’ll send you a Zoom link.”

Everyone knows what that means.

Zoom has become so familiar that you rarely need to explain anything. You send someone a link, they click it and join the meeting.

It’s simple, familiar and reassuring, particularly when you’re dealing with clients who aren’t especially confident with technology.

HighLevel Meeting Rooms doesn’t yet have that same level of recognition.

If you tell someone you’re sending them a HighLevel Meeting Rooms link, they may wonder what it is or whether they need to install something.

The good news is that guests can join without needing their own HighLevel account, provided guest access is enabled.

And as more businesses start using HighLevel Meeting Rooms, I expect that familiarity gap to narrow.

But for now, Zoom has a definite advantage when it comes to name recognition and familiarity.

What About Screen Sharing?

For me, this is essential.

A large proportion of my meetings involve showing clients how something works inside HighLevel.

So I need to share my screen, demonstrate features and occasionally play a video.

HighLevel supports screen sharing, including system audio, with screen sharing capabilities of up to 1080p at 30 frames per second.

That sounds perfectly adequate for most software demonstrations and training sessions.

But it’s something I would test before switching completely.

There’s nothing worse than getting halfway through a client training session and discovering a feature doesn’t behave as expected.

Could HighLevel Eventually Replace Zoom AND Fathom?

This is the question I’m particularly interested in.

I currently use Zoom for video meetings and Fathom for recording, transcribing and summarising conversations.

They work well together.

And as I’ve already explained, Fathom has become an essential part of my workflow.

HighLevel now provides video meetings, recordings, transcripts, AI summaries and action items.

So could it eventually replace both?

Potentially.

However, I would want answers to a few questions first:

• Can meetings be recorded and transcribed automatically?
• How accurate are the AI summaries?
• Can I easily download the recording and transcript?
• Can meeting notes automatically update contact records?
• Can action items automatically create tasks inside HighLevel?
• Can I search across my entire meeting history and ask AI questions about previous conversations?
• How long are recordings stored?
• Are there additional charges for storage or AI processing?

For me, this is more important than simply comparing video quality.

If HighLevel can handle the meeting and turn the conversation into useful CRM information and follow-up actions, that could be a major productivity benefit.

But until it can match the functionality I rely on in Fathom, or Fathom itself supports HighLevel Meeting Rooms, I’m staying with my existing setup.

Who Should Consider Switching from Zoom to HighLevel?

I think HighLevel Meeting Rooms is particularly interesting for businesses already using HighLevel.

Consultants and coaches: Run discovery calls, client meetings and coaching sessions without needing a separate video conferencing subscription.

Training businesses: Deliver online training, use breakout rooms and manage course bookings from the same platform.

Sales teams: Connect appointment bookings and video meetings to the CRM where prospects and opportunities are already managed.

Small businesses: Reduce the number of separate software subscriptions and systems staff need to learn.

Event organisers: Bring event promotion, ticketing, registrations, meetings and follow-up marketing closer together.

For larger organisations or businesses running complex conferences, Zoom may still be the better option.

And if you rely heavily on third-party tools such as Fathom, check that those integrations work before switching.

Would I Cancel Zoom Today?

No. And the main reason is Fathom.

It’s not that HighLevel Meeting Rooms lacks the basic video conferencing functionality I need.

For ordinary one-to-one meetings, discovery calls and client consultations, it looks like a credible alternative.

And the addition of breakout rooms makes it even more interesting.

But I rely heavily on Fathom.

Losing that functionality would cost me far more in productivity than I’d save by cancelling Zoom.

So for now, I’m sticking with Zoom and Fathom.

However, I’ll certainly be watching how HighLevel Meeting Rooms develops.

Because if it eventually offers comparable AI meeting intelligence, or Fathom introduces an integration, the calculation changes considerably.

My Conclusion. Is HighLevel Meeting Rooms Better Than Zoom?

Zoom is still an excellent video conferencing platform.

And if you’re happy with its free plan and the 40-minute meeting limit isn’t an issue, there’s probably no compelling financial reason to change.

But if you’re already paying for HighLevel and Zoom, it’s a different story.

You could be paying for two systems when one might do everything you need.

HighLevel Meeting Rooms already offers much of the functionality businesses need for everyday video meetings.

And remember, Meeting Rooms is a new addition to HighLevel in November 2026.

Knowing HighLevel and the speed at which they develop their software, I fully expect Meeting Rooms to become considerably more capable over time.

For me personally, the biggest obstacle to switching is Fathom.ai. I rely on it too heavily to give it up simply to save the cost of Zoom.

But that could change if Fathom introduces an integration or HighLevel develops comparable functionality.

So I’ll be keeping a close eye on Meeting Rooms.

My advice? If you’re already using HighLevel, give Meeting Rooms a try before renewing your next Zoom subscription.

You might discover that you’re paying for software you no longer need.

And even if Meeting Rooms doesn’t quite meet your requirements today, it may well do so in a few months’ time.

Want to Explore What HighLevel Could Do for Your Business?

If you’re already using HighLevel but haven’t explored Meeting Rooms, or you’re considering moving more of your business operations into one platform, let’s have a chat.

I’ve been involved in direct-response marketing since 1996 and marketing automation since 2009. Today I work with businesses in the UK and internationally, helping them get more from HighLevel.

That includes CRM, marketing automation, AI and newer advanced features such as Meeting Rooms.

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