As video conferencing continues to dominate business communications, a new challenge has emerged for IT leaders: maintaining brand consistency and professional standards across thousands of daily video calls. While organizations have long invested in sophisticated email signature management and corporate identity controls, the visual elements of video meetings�from cluttered home office backgrounds to inconsistent name displays�have largely remained outside IT governance. This gap represents not just a missed branding opportunity, but a potential compliance and security vulnerability that grows more significant as remote and hybrid work models become permanent fixtures of the modern workplace.
Exclaimer, a leader in email signature management solutions, is addressing this oversight with its new Meeting Branding feature, which extends centralized IT control to Zoom, Microsoft Teams, and Google Meet environments. The solution promises to transform video calls from unmanaged brand touchpoints into polished, consistent corporate communications that align with existing identity and compliance policies. In this exclusive VMblog Q&A, Maria Gercas, Senior Director of Product at Exclaimer, explains how Meeting Branding integrates with zero-trust security principles, scales across hybrid and BYOD environments, and represents the company’s broader vision for comprehensive digital communication management. With over 400 enterprises already adopting the feature since launch, Gercas provides insights into why IT teams are prioritizing video call governance and what this means for the future of corporate digital identity.
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VMblog: What IT challenge does Exclaimer’s new Meeting Branding feature solve that hasn’t been addressed before?
Maria Gercas: Video calls have become the frontline of business communication, but most companies still treat them as an afterthought. Too often, employees show up with cluttered home-office backdrops, no clear identifiers of who they are or what company they represent, and little consistency from one call to the next. It’s distracting, it dilutes professionalism, and it wastes those moments that could be building trust. Exclaimer‘s Meeting Branding solves this gap. It gives IT a way to centrally manage how every employee shows up on Zoom, Teams, and Google Meet – turning every meeting into a polished, on-brand experience without any extra admin for the user.
VMblog: How does Meeting Branding integrate with existing identity and compliance policies managed by IT teams?
Gercas: Meeting Branding uses the same identity infrastructure IT already trusts within its organization. It syncs directly with user directories, pulling accurate name and job title data, and locks templates to prevent unauthorized changes. This ensures that user details stay up to date and compliant with internal policies – without manual oversight. It’s a seamless extension of the same principles IT applies to email signature compliance, now brought into the video conferencing space.
VMblog: Why should IT leaders prioritize video call branding alongside their existing security and compliance responsibilities?
Gercas: Think about it: many employees now spend the bulk of their time in video calls. Those meetings are brand moments, repeated hundreds of times a day across your workforce. Just as IT protects email as a regulated channel, it must bring that same oversight to video. Meeting Branding ensures every call is secure, professional, and aligned with corporate identity – reinforcing trust in every interaction.
VMblog: Can you walk us through what centralized control over video call branding looks like in practice?
Gercas: It starts with uploading a branded background and logo into the Exclaimer platform. From there, IT can automatically distribute these assets across Zoom, Teams, and Google Meet. Usernames and titles are pulled from the directory and added to the background automatically. Template locking ensures consistency, while updates to user info trigger background updates, so employees don’t have to lift a finger. It’s set-it-and-forget-it control at scale.
VMblog: How does Meeting Branding align with zero-trust principles and broader security postures in the enterprise?
Gercas: Zero-trust is about minimizing risk by removing reliance on end-user judgment. Meeting Branding does exactly that for video calls. It ensures every visible element is authenticated against the corporate directory and locked down at the template level. Employees can’t introduce unverified or inappropriate visuals. This prevents inadvertent exposure of sensitive data or internal structure while reinforcing consistent, verified identity across all calls. It is very similar to email signatures this way.
VMblog: What kind of adoption have you seen since launch, and what are IT teams saying about it?
Gercas: We’ve already seen adoption by more than 400 enterprises since launch with thousands more registering interest. The feedback has been overwhelmingly positive – especially from IT teams managing large, distributed workforces. They appreciate that the feature is easy to implement, requires no new infrastructure, and delivers immediate visibility and consistency across external-facing teams like sales, customer service, and leadership. IT teams particularly value the automated nature of the solution and how it extends their existing governance capabilities into video communications.
VMblog: Is Meeting Branding compatible with hybrid or BYOD environments where video calls may take place on personal devices?
Gercas: Yes, Meeting Branding was designed with hybrid and BYOD environments in mind. The feature works via the Zoom App Marketplace for automated deployment, and through Exclaimer’s User Details Portal for Teams and Meet. That means whether employees are using corporate laptops or personal devices, their video backgrounds can still be updated and controlled centrally without compromising device autonomy or user privacy.
VMblog: What’s next for Exclaimer in this space – will Meeting Branding evolve beyond backgrounds?
Gercas: Meeting Branding is just the beginning. It marks Exclaimer’s first step beyond email into a broader vision: helping companies manage how they appear across all digital channels. Our mission is to let every organization “communicate with confidence” – whether by email, in meetings, or wherever the next customer interaction happens. Expect us to keep innovating in this space, bringing the same centralized, policy-driven approach that IT teams love about signatures to new forms of communication and brand management.
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