Schedule, run and follow up on webinars that turn attendees into leads.
This step-by-step guide shows how to schedule a webinar in Zoho Meeting, from creating the event to going live. After the walkthrough, you will find plans and pricing, promotion and live-session tips, follow-up in Zoho CRM and troubleshooting.
In Zoho Meeting, open Webinars, click Schedule, add the title, date, time and duration, set up the registration form and presenters, then share the registration link. On the day, start the webinar from Zoho Meeting, use polls and Q&A to engage attendees, and send the recording and a follow-up email afterward.
Webinars have become one of the most effective ways to share knowledge, connect with an audience, and generate leads. But hosting a successful webinar starts with scheduling it the right way.
Zoho Meeting is a powerful platform for both meetings and webinars, offering features that rival popular tools like Zoom. While it can handle one-on-one meetings, many professionals prefer it for webinars because of its flexibility and advanced engagement options.
In this guide, we’ll walk through the process of scheduling a webinar in Zoho Meeting, from setting up the title and description to managing registration, reminders, and post-event follow-up.
From the Zoho Meeting home screen, you have two simple options:
Click “Schedule” directly under the webinar section beside “Broadcast Now”.
Or navigate to the dedicated Webinars tab where all scheduled webinars are listed.
Here, you’ll choose whether to host a Live Webinar or an On-Demand Webinar.
Live Webinar: A real-time session where you engage directly with attendees. For example, weekly business requirement webinars or training sessions.
On-Demand Webinar: A pre-recorded session designed for lead generation. Attendees fill out a form, receive a link, and watch a recording presented as if it were live.
Both options serve different purposes—live for interaction, on-demand for automation. Here’s we’ll discuss the steps more around live webinars.
When scheduling, start by giving your webinar a title. You can also add a short description that appears under the title on the registration page.
👉 Pro Tip: Many organizers include a note like “Please register within 24 hours” so they can plan ahead based on attendance.
Select the date, time, and duration of your webinar. Zoho Meeting also allows you to set recurring webinars (for Live Webinar):
Daily
Weekly
Monthly
Custom schedule
You can create up to 50 recurring sessions at once. After that, you’ll need to create a new webinar.
You’ll also decide whether participants should:
Register and attend each event individually (ideal when you want to track attendance weekly), or
Register once and attend multiple sessions (useful for ongoing series with flexible attendance).
After creating your Webinars, Zoho Meeting lets you assign co-organizers who can:
Edit the event details
Approve attendees
Co-host the session alongside you
This is particularly helpful for teams managing large audiences.
You can run webinars with or without registration:
Without registration: Attendees can join instantly.
With registration: You capture attendee details (name, email, phone number) before granting access.
For lead generation, registration is essential. You can also control approval:
Automatic approval: All registrants get immediate access.
Manual approval: You decide who gets in—perfect for paid webinars or private sessions.
On your webinars, go to the Registration Setup tab for advanced settings
Zoho Meeting allows you to:
Restrict/Allow registration by domain (e.g., only your company’s email addresses).
Redirect registrants to a custom page after registration.
Limit by country.
Require only verified Zoho users.
Webinars work best when they’re interactive. Zoho Meeting lets you prepare in advance with:
Session Files: Upload presentations, handouts, or other resources via Zoho WorkDrive.
Polls: Create single choice, multiple choice, or star rating polls (e.g., “How was this webinar?”).
These tools keep participants engaged and provide useful feedback.
Communication is key to keeping attendees informed. Zoho Meeting provides several email options:
Reply-to Address: Ensures attendee responses go directly to you.
Confirmation Emails: Automatically sent upon registration.
Reminders: Scheduled notifications so attendees don’t miss the session.
Post-Webinar Follow-Up: Send thank-you emails or follow-ups to those who missed the event.
All email templates are customizable, letting you add your branding and personal touch.
Before finalizing, adjust webinar preferences:
Enable or disable Q&A during the session.
Allow anonymous questions.
Record the webinar automatically.
Choose whether to display the attendee list.
Enable emoji reactions for engagement.
Redirect attendees to a specific URL (such as your website) after the session ends.
Once everything is set up, Zoho Meeting generates:
A registration link to share.
Invitation options to send directly to participants.
On the registration page, attendees will see:
The webinar title
The description
Recurring session options (if applicable)
From the organizer’s side, you can:
View and approve pending registrations
Resend invitations
Track poll results and other engagement metrics
By the end of this setup process, your webinar is ready to go. You’ve:
Defined your webinar type
Added essential details
Configured registration and approval
Prepared engagement tools
Set up email communication and preferences
Shared your registration link
From here, you’re fully equipped to run smooth, professional webinars with Zoho Meeting.
Scheduling a webinar in Zoho Meeting is straightforward yet powerful. With features like recurring scheduling, co-organizers, registration controls, engagement tools, and automated reminders, you have everything you need to create a professional event that delivers value to your audience.
Whether you’re hosting live training sessions or building an on-demand lead generation funnel, Zoho Meeting provides the flexibility to fit your needs.
| Plan | Price | Highlights |
|---|---|---|
| Free | $0 | Meetings and webinars up to 60 minutes, up to 100 attendees, screen sharing and chat |
| Meeting Standard and Professional | From about $1 per host per month, billed annually, rising with participant count | Longer meetings, cloud recording, breakout rooms and transcripts on Professional |
| Webinar Standard | From about $8 per organizer per month, billed annually | Webinar recording, co-organizers, longer webinars, integrations |
| Webinar Professional | Priced by attendee tier | Live streaming to YouTube and Facebook, source tracking, registration moderation, advanced analytics |
| Enterprise | Custom | Larger audiences and enterprise controls |
Prices depend on the number of participants or attendees you choose, so check the current Zoho Meeting pricing page for your audience size. Zoho Meeting is included in Zoho One and Zoho Workplace.
Most of a webinar's value comes after it ends. Connect Zoho Meeting to Zoho CRM so registrants and attendees are recorded as leads or contacts, with attendance noted on each record. Send the recording to everyone who registered within a day, then start a short follow-up sequence in Zoho Campaigns; our guide to Zoho Campaigns automation shows how. Offer attendees a meeting through Zoho Bookings, and alert sales in Zoho Cliq when a high-value attendee asks a question or books a call.
| Issue | Likely cause | Fix |
|---|---|---|
| Attendees cannot join | Browser blocking camera, microphone or pop-ups | Ask them to allow permissions or join from the app |
| Poor audio | Built-in laptop microphone or unstable connection | Use a headset and a wired connection where possible |
| Low attendance | Short promotion window or no reminders | Promote two to three weeks ahead and send reminders |
| Recording missing | Recording not started or plan without cloud recording | Start recording at the beginning and check plan features |
| Webinar ended early | Free plan's 60-minute limit | Upgrade for longer sessions before the event |
Zoho Meeting's webinar plans suit most small and mid-sized businesses running regular sessions for up to a few hundred attendees. For large events with thousands of attendees, advanced branding and on-demand webinars, Zoho also offers a dedicated webinar product. Start with Zoho Meeting, and move up when audience size or event complexity demands it.
How Meeting fits with Projects, Cliq, Mail and WorkDrive.
Read the guideBuild follow-up sequences for webinar registrants.
Read the guideOpen Webinars in Zoho Meeting, click Schedule, enter the title, date, time and duration, set up the registration form and presenters, then share the registration link with your audience.
Zoho Meeting's free plan allows webinars up to 60 minutes with up to 100 attendees. Paid webinar plans add longer sessions, recording, co-organizers and larger audiences.
Webinar Standard starts at about $8 per organizer per month on annual billing, with Webinar Professional priced by attendee tier. Prices depend on audience size.
Yes. Paid plans include cloud recording, so you can share the recording with registrants after the webinar.
Yes. Webinar registrants and attendees can be recorded in Zoho CRM, so sales can follow up and you can report on leads from each webinar.
Registration connected to CRM, a follow-up sequence and a clear next step turn attendees into conversations.