How to Switch from Zoom to Whereby: A Complete Guide
Zoom is the default video conferencing platform for millions of businesses, but it's a US company with data stored on US infrastructure and a history of security controversies. Whereby is a browser-based video platform with European roots and strong Canadian privacy alignment — no app install required, no US data routing by default, and a simpler meeting experience. If your team is spending too much on Zoom or getting frustrated with the download-first experience, Whereby is worth a close look.
What You'll Gain
- No download required: Whereby meetings run entirely in the browser — no app installation, no version updates, no "join from your browser" workarounds. Guests can join with one click.
- Permanent room links: Every Whereby room has a permanent URL. You can share your room link once and use it forever — no generating new meeting links for recurring calls.
- Simpler pricing: Whereby's pricing is room-based rather than host-based, which often works out cheaper for small teams and clients who need their own branded room.
- Privacy-forward infrastructure: Whereby is headquartered in Norway with European data processing — stronger GDPR alignment and no US CLOUD Act exposure compared to Zoom.
- Embeddable rooms: Whereby rooms can be embedded in websites or apps using a simple API — useful for consultation booking, client portals, or in-app video features.
What You Might Miss
- Smaller ecosystem: Zoom's app marketplace has hundreds of integrations. Whereby's integration footprint is smaller — check your key tools work before committing.
- Webinar features: Zoom Webinars is a mature product with registration, panelist management, and analytics. Whereby doesn't have a comparable webinar product.
- Large meetings: For all-hands meetings with 100+ participants, Zoom's capacity and moderation tools are stronger than Whereby's current offering.
- Universal brand recognition: Clients immediately know how to join a Zoom call. Whereby may require a brief orientation for less tech-savvy participants.
What You'll Need
- Admin access to your current Zoom account for data export
- Whereby account (trial available)
- 2–4 hours for initial setup and configuration
- A test group of 5–10 users for the pilot phase
- A communication plan for your team about the transition
Step-by-Step Migration
- Audit your Zoom usage: Identify all recurring meetings, webinars, and Zoom Phone users. Separate use cases that Whereby handles well (team calls, client meetings) from those that need a different solution (webinars, large events).
- Export Zoom recordings: Download all cloud recordings from Zoom's admin portal before cancelling. Store in Google Drive, SharePoint, or your preferred document system.
- Create Whereby workspace: Sign up and create your team workspace. Configure room naming conventions and decide which team members get personal rooms.
- Set up persistent rooms: Create rooms for recurring meetings (e.g., your-company.whereby.com/weekly-standup). Update calendar invites to use permanent Whereby room links.
- Communicate with external partners: Send a brief note to regular external meeting partners explaining the switch. Emphasize the one-click, no-download experience — most will appreciate it.
- Run a pilot week: Switch internal meetings to Whereby for one week while keeping Zoom active. Collect feedback from your team before full migration.
- Cancel Zoom or downgrade: Once confident, cancel or downgrade your Zoom subscription. Keep a free account if needed for one-off external meetings where partners insist on Zoom.
Tips for the Transition
- Whereby's browser-first approach means mobile meetings work without app installs — great for client demos and external calls.
- Use Whereby's "knock" feature (waiting room equivalent) for client-facing rooms to maintain meeting control.
- Integrate with Calendly or your booking tool of choice for seamless scheduling directly into Whereby rooms.
- Whereby's API allows embedding rooms in your product or website — useful for consultants and service businesses.
The Canadian Angle
Whereby processes data under European privacy law, which offers stronger protections than US frameworks. For Canadian businesses handling confidential client information, Whereby's privacy posture is significantly better than Zoom's US-governed infrastructure.
Timeline
Most teams complete the Whereby migration in 1–2 weeks. The biggest time investment is updating recurring calendar invites and briefing external meeting partners.