Hosting a Zoom meeting means you create it, invite people, and control it (mute, admit, share, record). This guide shows how to start an instant meeting, schedule one in advance, send the invite, and run it smoothly as host. Works on Windows, Mac, Android, and iPhone. If you host meetings longer than 40 minutes or with more than 100 people, you need a paid Zoom plan — National IT Service supplies these in India with INR billing and GST invoice as an authorised Zoom partner.
Step 1 — Sign in and choose instant or scheduled: Open the Zoom app and sign in. Click "New Meeting" to start right now, or "Schedule" if the meeting is for a future date/time. For business calls, scheduling is better — it generates a fixed link and adds the meeting to your calendar.
You must be signed in to host (joining does not require an account)
Use "Schedule" for recurring team standups so the link never changes
Step 2 — Set the meeting options: When scheduling, set the topic, date, duration, and passcode. Enable "Waiting Room" so you approve each person, turn host/participant video on or off, and choose whether to mute participants on entry. Pick your calendar (Google/Outlook) to auto-add it.
Always keep a passcode or Waiting Room on to prevent gate-crashers
Set "Mute participants on entry" for large meetings
Step 3 — Send the invite: After creating the meeting, click "Copy Invitation" (or "Copy Link") and paste it into WhatsApp, email, or a calendar invite. The invite includes the join link, Meeting ID, and passcode. Attendees just tap the link at meeting time.
WhatsApp is the fastest way to share for Indian teams and clients
The calendar invite auto-reminds attendees 15 minutes before
Step 4 — Start the meeting and admit guests: At meeting time, open Zoom > Meetings > Start. If Waiting Room is on, you'll see "X people are waiting" — click "Admit" for each, or "Admit All". As host you decide who gets in.
Admit people only when you recognise the name
Lock the meeting (Security > Lock Meeting) once everyone has joined
Step 5 — Manage participants during the meeting: Use the "Participants" panel to mute noisy guests, rename people, make someone a co-host, or remove disruptive attendees. The "Security" button lets you disable screen sharing or chat for participants if needed.
Assign a co-host to help admit people and manage chat in big meetings
Use "Mute All" if background noise gets bad
Step 6 — Share, record, and end: Click "Share Screen" to present, "Record" to capture the session (cloud recording on paid plans gives a shareable link + transcript), and "End" > "End Meeting for All" when done. Cloud recordings appear in your Zoom web portal under Recordings.
Cloud recording + meetings over 40 min require a paid license
End "for All" so the meeting fully closes, not just your window
Frequently Asked Questions
Can I host a free Zoom meeting?
Yes, but the free (Basic) plan limits group meetings to 40 minutes and 100 participants. For unlimited duration, 300+ participants, cloud recording, and reporting, you need Zoom Pro, Business, or Business Plus. National IT Service supplies these in India with GST invoice and INR billing.
How many people can join a Zoom meeting I host?
Free and Pro plans allow up to 100 participants. Business allows 300, Business Plus up to 300, and Enterprise up to 1,000. For webinars (broadcast to 500-100,000 attendees) you need Zoom Webinar. We can advise which plan fits your audience size.
How do I stop uninvited people from joining my Zoom meeting?
Turn on Waiting Room (approve each person), require a passcode, and lock the meeting once everyone is in (Security > Lock Meeting). Never post the link publicly. For recurring high-security meetings, enable "Only authenticated users can join".
How do I host a Zoom meeting on my phone?
Open the Zoom Workplace mobile app, sign in, tap "New Meeting" or "Schedule". All host controls — mute, admit from waiting room, share, record — are available in the mobile app, just laid out for a smaller screen.
Hosting long or large meetings? Get a paid Zoom license with no 40-min limit and GST invoice — WhatsApp National IT Service, authorised Zoom partner.