Zoho Meeting: Video Meetings and Webinars Priced Per Host, Not Per Seat

Most businesses pay for video meetings by the seat and run webinars on a second tool. Zoho Meeting charges per host, so the ten people who only attend cost nothing, and it covers both meetings and webinars with the same account. The part that matters for a Zoho business is what happens afterwards: recordings on the calendar event, webinar registrants in Zoho CRM, and follow-ups through Zoho Campaigns. Our Zoho Meeting webinar guide walks through a first event; this hub covers the app as a whole. It sits in the Team Collaboration & Projects cluster.

What Zoho Meeting Does

• Meetings: HD video and audio, screen sharing, chat, polls, breakout rooms, whiteboard, host controls, waiting room and lock.
• Joining from the browser without a download, or from desktop and mobile apps.
• Recording to the cloud with storage per host, shareable by link.
• Webinars: registration pages, email reminders, Q&A, polls, raise hand, analytics and on-demand replays.
• Scheduling from Zoho Calendar, Zoho Mail, Zoho Bookings and Outlook.
• Integrations with Zoho CRM, Campaigns, Projects, Bookings and Cliq.
• Security: encryption, passcodes, waiting rooms, co-hosts and regional data centres.

Zoho Meeting Pricing

Prices scale with the participant or attendee tier you choose, and monthly billing costs more. Confirm current figures on the official Zoho Meeting pricing page; Meeting is included in Zoho One.

Meeting, Webinar or Zoho Webinar?

Running a Webinar That Produces Leads

1. Build the registration page with the date, three takeaways and a short form that creates CRM leads.
2. Send reminders a day and an hour before; Meeting does this automatically.
3. Present with one co-host handling Q&A and polls.
4. Record, and publish the on-demand replay the same day.
5. Follow up attendees and no-shows with different Campaigns sequences, and give sales the attendee list with engagement data.
6. Measure registrations, attendance rate and the meetings booked afterwards.

How Meeting Fits the Rest of Zoho

A meeting scheduled from a CRM contact logs against that record with the recording link; a Bookings appointment generates the meeting link automatically; a Projects task can carry its review call; Cliq channels start instant meetings. For webinars, registrants become CRM leads with the webinar as their source, which is the point of running them on Zoho rather than a standalone platform.

Setting Up Meeting for a Team

• License hosts only: the people who schedule and run meetings.
• Set default security: waiting room on, passcodes on, recording to cloud.
• Connect calendars so links appear in invites automatically.
• Create one branded webinar registration template and reuse it.
• Test audio and screen sharing on the devices your team actually uses.

Common Mistakes

• Licensing attendees as hosts.
• Running webinars without connecting CRM, so registrants stay in a spreadsheet.
• No reminder sequence, which halves attendance.
• Recording to local machines and losing the files.
• Choosing a participant tier far above real meeting sizes.

Meeting vs Zoom and Teams

Zoom and Teams have broader feature sets and are often already present through Microsoft or habit. Zoho Meeting’s case is cost per host, webinars included rather than added on, and the CRM and Campaigns connection that makes webinars a lead source. Many Zoho businesses keep Teams or Zoom for internal calls and run webinars on Zoho Meeting for exactly that reason.

Meetings That Respect the Record

For client-facing teams the recording is the deliverable: a kickoff call recorded and linked on the CRM account saves a written summary, and a training session recorded becomes onboarding material. Set recording to start automatically for external meetings, store to the cloud, and share by link with view-only permissions. Storage per host is limited by plan, so archive older recordings to WorkDrive quarterly.

Webinar Formats That Work for Small Businesses

Security Settings Worth Turning On

• Waiting rooms and passcodes for external meetings.
• Co-hosts on every webinar so one person can handle admission and Q&A.
• Lock meeting once everyone is in.
• Regional data centre matching your clients’ expectations.
• Recording consent notices where your jurisdiction requires them.

Measuring Meetings and Webinars

For meetings, the useful numbers are recordings shared and minutes per host, which tell you whether the licence count is right. For webinars: registrations, attendance rate, questions asked, replay views and, in Zoho CRM, the meetings and deals that trace back to each event. A webinar programme that cannot show pipeline after three events needs a different topic, not a different tool.

Getting Started in a Day

1. Sign up on the free plan, install the desktop app and connect your calendar.
2. Run an internal meeting with screen sharing and recording to test the setup.
3. Choose the meeting tier by your largest realistic meeting, not the largest possible.
4. If webinars are the goal, build the registration page, connect CRM and schedule a dry run.
5. License the hosts, set default security, and brief the team on waiting rooms and recording.

Who Zoho Meeting Fits

Related Guides

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