WebEx License Expiration

12.13.2024

WebEx License Expiration — Frequently Asked Questions

By Elle Hogan

Beginning Feb. 20, 2025, UVA Health will no longer support WebEx as an option for hosting meetings within the organization. In its place, we will formally transition to both Microsoft Teams and Zoom as our primary meeting platforms. This decision comes after much deliberation in determining how best we can streamline collaboration, as well as enhance functionality, security, and ease of use. 

To access the WebEx Transition User Guide, which includes instructions for downloading Zoom on PCs and Macs, information on transitioning meetings from WebEx to Zoom, and additional FAQs, please click here.

Additional information and answers to frequently asked questions can be found below.

What is happening to WebEx at UVA Health?
The UVA Health WebEx license will expire on Feb. 20, 2025. After this date, team members will no longer be able to host meetings using WebEx.

Why is WebEx being discontinued? 
Since Zoom and Microsoft Teams offer similar or better features, HIT has decided not to renew the WebEx license.

Can I still join WebEx meetings hosted by others?
Yes, you can join WebEx meetings hosted by external individuals after February 2025.  

Transitioning from WebEx

What should I do to prepare for the transition?
Meeting organizers need to manually recreate all WebEx meetings using Zoom or Teams before Feb. 20, 2025. Meetings scheduled in WebEx after Feb. 20, 2025 will not function. 

What are the alternatives to WebEx?
UVA Health recommends using Zoom or Microsoft Teams for hosting meetings. 

Zoom Access and Features

How will I get access to Zoom?  
All Medical Center team members already have a Zoom Basic license and can log in with their UVA Health credentials. 

HIT will provide Zoom Host licenses in three phases: 

Phase 1: Current Medical Center WebEx Host License Holders and Heavy Users
- Beginning in mid-January, HIT will provide Zoom Host licenses to WebEx heavy users and executive administrative support team members in the Medical Center.   
Phase 2: Other Medical Center Team Members with WebEx Host Licenses
- Medical Center users who currently hold a WebEx Host license (which is anyone who can currently host a meeting in WebEx) will receive a Zoom Host license by Feb. 20 with no additional action or request needed from the user. You will receive an email from HIT confirming your Zoom Host account is active.
Phase 3: Community Health Team Members
- HIT will provide Zoom Host licenses to users who currently hold a WebEx Host license (which is anyone who can currently host a meeting in WebEx) beginning Feb. 25. All UVACH team members must transition from WebEx to Zoom and Teams by March 31, 2025.
- All other UVACH team members will receive a Zoom Basic license during the Zoom deployment. 
- HIT will deploy the Zoom desktop application to UVACH workstations on an as needed basis during the Zoom deployment.

Phase 1 and Phase 2 users will need to transition all meetings from WebEx to Teams or Zoom by Feb. 20, 2025.  The option to schedule or manage meetings in WebEx will no longer be available for these users after this date. 

How do I install the Zoom application on my computer?
Click this link to see how to download and install the Zoom Application for UVA Health managed laptops/computers.

What are the differences between Zoom Basic and Zoom Host licenses? 

Zoom Basic License: 
- Host meetings up to 40 minutes. 
- Maximum of 100 participants.

Zoom Host License: 
- Host meetings exceeding 40 minutes. 
- Maximum of 1,000 participants.

How do I request a Zoom Host account? 
You can request a Zoom Host account via HIT’s ServiceNow platform using this form.  

What are the key features of Zoom? 

Improved video and audio quality compared to WebEx. 
User-friendly interface. 
AI-powered meeting summaries for productivity. 
Ability to transition seamlessly between phone calls and online meetings.

What if I don’t receive a Zoom Host account by Feb. 20?
If you need to host meetings using Zoom and you have not received a Zoom Host account by Feb. 20, you can submit a request for an account via Service Now by clicking this link.

Microsoft Teams Access and Features

Is Microsoft Teams available to all team members?
Yes, you can log in with your UVA Health credentials. 

What are the key features of Microsoft Teams? 

Chat and file sharing capabilities. 
Available on all UVA Health-managed devices. 
Desktop and web apps for seamless meetings.

Microsoft Teams or Zoom

When should I use Microsoft Teams and when should I use Zoom?
You can use whichever meeting platform you prefer. Microsoft Teams is commonly used for internal meetings since Teams allows participants to add screen shots, pictures, data, files. However, most users do not have the option of adding a dial-in to a Teams meeting. For meetings with external contacts where you need a dial-in option, team members may prefer to use Zoom.

Do Microsoft Teams and Zoom provide adequate protection for Protected Health Information (PHI)?
Both Microsoft Teams and UVA Health Zoom are certified HIPAA-compliant. There are some options for recording and transcription that meeting organizers should be familiar with (on both Teams and Zoom) to ensure the meeting content is not shared with unintended parties. For example, if a meeting participant shares a file in a chat or an organizer shares a meeting recording that contains PHI/PII, the organizer themselves would then be responsible for ensuring that the recipients and means of sharing the file or accessing after the meeting are appropriate and within the HIPAA guidelines.