06 steps, audit to review
Six steps, one cutover date.
Moving a team onto a new video conferencing platform for business breaks in predictable places. The home router nobody tested. The recurring meeting whose link still lives in a calendar invite from 2021, the host who has never admitted anyone from a waiting room, the foreman with no number to dial. A Vebex rollout is built around those failures. Six steps, a pilot on monthly licences, and one fixed day when the old links stop being the ones people click.
The rollout rail
From audit to review
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01 / Audit · week 1
We ask about the biggest meeting, not the headcount
Tell us the biggest meeting you run in a month. The licence follows from that number, not from headcount. We also ask how many people join from a truck, a clinic counter or a hotel, which calendar your invites live in, and how many minutes of phone audio you used last quarter if anyone kept the bill.
- You give us
- Largest meeting, host count, calendar system, rough dial-in use
- You get back
- A one-page sizing sheet and a written proposal
- Time on your side
- About 45 minutes
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02 / Pilot · weeks 2 to 3
Ten to twenty-five hosts, running real meetings
A pilot is not a demo. We pick hosts who run the awkward calls: the Monday all-hands and the client review with outside guests, plus at least one field crew check-in. They run them on Vebex for two weeks on a monthly licence. If it falls over, you stop paying at the end of the month and keep everything you recorded.
- Licence basis
- Monthly, per host
- Pilot size
- 10–25 hosts
- What we watch
- Dropped audio, join failures, who falls back to phone
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03 / Network check · during the pilot
Measure the upload side, at home and on site
Most calls fail on the upload side. Your attendees can hear you fine; you cannot hear them. We send every pilot host a two-minute check that records upload, jitter and packet loss from where they actually sit. A 720p tile needs about 1.2 Mbps each way. Anyone below that gets set to audio-first by default, and we tell you how many people that is before cutover.
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04 / Training · week 4
Host training that covers the five buttons people fear
Thirty minutes, live, on a Vebex call. We cover admitting from the waiting room, opening breakout rooms, handing host to someone else when you lose signal, sharing one window instead of the whole desktop, and muting a room without shaming anyone. The session is recorded so the hosts you hire next spring can watch it.
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05 / Cutover · one fixed day
One date, announced two weeks ahead
Split rollouts, where half the company moves this month and half next quarter, produce a season of people joining the wrong call. We set one date. Recurring meetings get new join links through the calendar integration the week before. Keep your previous service running for a fortnight after that day as a fallback. Most teams never open it.
- Notice to staff
- 14 days
- Links rewritten
- Recurring invites, via calendar integration
- Old service
- Your call; we suggest 14 days as fallback
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06 / Review · day 30 after cutover
Thirty days in, we look for what you overbought
Most teams overbuy capacity and underbuy dial-in. At day 30 we compare the proposal with what happened: hosts who never hosted, the real size of the largest meeting, minutes of phone audio, gigabytes of recordings kept. If the tier was too big we say so and the next monthly invoice gets smaller. Annual terms come up only if you ask.
- Compared
- Active hosts, peak meeting, dial-in minutes, storage
- Outcome
- A revised proposal, up or down
01 / 06
Where rollouts stall
The four usual failures
Calendar links that point at the old tool
The single most common problem in week one. A recurring invite created two years ago still carries the previous join link, and nine people sit in an empty room on the old service while the host waits on Vebex. We pull a list of recurring meetings during the audit and rewrite them before cutover. Anything created by hand in a shared mailbox we flag for you to fix, because we cannot reach it.
Licensing for headcount instead of meetings
A company with 400 staff and 60 people who ever start a call does not need 400 host licences. It needs 60, plus a tier that matches its largest meeting. The configurator shows the tier a given meeting size implies. Run it before the audit call and half the conversation is already done.
Forgetting the people who join by phone
Dial-in is not a legacy feature. It is how the site foreman joins from a truck with one bar of signal. If the pilot group are all office staff on fibre, nobody notices that the field team has no number to call until cutover morning. We put at least one phone-only participant in every pilot. See Dial-in for how the per-minute basis works.
Training once and never again
New hosts arrive after the rollout. The recorded training session stays in your workspace with the same retention as any other recording, 30 days unless you change it. We suggest pinning it for 365 days. One hour of 1080p is roughly 600 MB, so a 30-minute session costs very little to keep.
Before you book the audit
Questions people ask about switching
Is Vebex a Zoom alternative for teams that already have Zoom?
Yes, and that is the most frequent starting point. Most teams arrive with an existing online meeting software contract running out. We plan the pilot to finish before your renewal date so you are never paying twice for more than a few weeks.
How long does the whole rollout take?
Five to six weeks from the audit call to cutover for a team of a few hundred, then a review 30 days later. A ten-person company can do it in a week by skipping the pilot. We do not recommend skipping the network check at any size.
Is the rollout priced separately?
The rollout is scoped in the same written proposal as the licences, so you see it before you agree to anything. Licences are quoted on their stated basis: per host per month for Meetings, per attendee block of 500 for Webinars, per minute for phone audio. Nothing on this site is a binding price.
Who is this not for?
A team that wants attendee attention scoring. We do not score who looked away from the camera. That feature does not exist here and will not. Also a team that needs a signed three-year contract on day one: the first proposal is always monthly.
Step 01 starts here
Book the audit call
Send the size of your largest monthly meeting and roughly how many hosts you have. We reply with a written proposal and a date for the audit.