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5 Top-Rated Free Meeting Software

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Barkha Bali

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Coordinating meetings with teammates or clients requires more than just scheduling time, especially if your stakeholders are spread across multiple time zones. Meeting software standardizes the entire process—from planning to follow-up—with tools that offer collaborative agenda building, live Q&A functions, real-time discussions, and integration with feedback platforms. These tools also facilitate post-meeting surveys and generate attendee engagement reports.

If you’re new to using meeting software or seeking an affordable option, starting with a free tool is a suitable way to evaluate software usability before purchasing a paid plan. To help you make the right choice, this article highlights, in alphabetical order, five top-rated free meeting software based on verified software reviews. 

We’ve categorized these products into two categories: dedicated meeting management tools and audience engagement, board management, and event management tools with meeting management capabilities. Regardless of the category, all products include the core meeting software features—meeting management and collaboration tools.

What is free software?

Free software refers to software that users can access without incurring any costs. To meet this criterion, a software solution should grant users free access to either all or some of its features. Software requiring payment after a specific time frame does not qualify as free software.

1. Boardable

Boardable is a nonprofit board management tool with meeting management capabilities. It allows you to schedule and conduct meetings, build and share agendas, and manage documents from within the platform. Its spotlight layout feature enables you to focus the entire meeting’s attention on a specific individual or group, typically the speaker or presenter. Your participants can join a meeting remotely through video or audio calls and share their screens for presentations, demonstrations, or brainstorming sessions.

With Boardable’s free version, you can create unlimited meetings, invite up to two guests (non-users) per meeting, and store up to 10 files in the document center. Consider upgrading to a paid plan to add more guests or access advanced features such as goal-setting modules, polls, meeting recordings, and reporting tools.

Free features

  • Agenda builder: Use pre-installed templates to create meeting agendas and share them with attendees. Within the agenda, you can define the meeting objectives and allocate time for each action item.

  • Minutes maker: Generate the minutes of meeting (MoM) for attendees to view, discuss, and provide feedback on. The meeting coordinator can approve the final version of the MoM.

  • Document center: Create a centralized repository to store various meeting-related documents, including agendas, presentations, minutes, notes, and action items.

Customer support options: Knowledge base

Who should consider Boardable?

Boardable could be a viable option for small businesses or nonprofit organizations looking to improve collaboration among board members. The software helps conduct board meetings and create structured agendas, ensuring meetings remain focused and foster meaningful discussions. Businesses can also allow the attendees to view, discuss, comment on, and co-edit the MoM, promoting collaboration and clarity.

Analysis performed January 2024

Trial/Free Version

  • Free Trial
  • Free Version

Cost to upgrade

$17.99 per user, per month

Billing cycle

Annual

Device compatibility

/ Pro tip

Assess the scheduling automation feature, which eliminates the need to manually enter the details of upcoming meetings into an online calendar or a spreadsheet. This feature also sends automated reminders and follow-up emails for forthcoming meetings. Other automation features to look for include tracking the MoM and generating meeting agendas and reports.

2. Vevox

Vevox is an audience engagement platform with meeting management features. It offers various engagement tools such as live polls, quizzes, surveys, and Q&As for online, in-person, and hybrid meetings. It lets you import polls from another meeting or shared by another Vevox user, eliminating the need to recreate existing polls to save time. You can integrate PowerPoint to run presentations from within the platform as well as access a live Q&A board to receive questions, comments, votes, and feedback from the audience.

Vevox’s free plan supports one user, up to 100 participants per video meeting, and unlimited multiple-choice polls, quizzes, and Q&As. You can switch to a paid plan to add multiple participants or access features such as an AI poll creator and polling moderation.

Free features

  • Password-protected meeting sessions: Add an extra layer of security and control to your online meetings and polling activities with password protection. You can share the password with authorized participants via email, links, or any other secure communication channel.

  • Countdown timer: Run a countdown clock on polls to create a sense of excitement and competition. You can also choose to add music to your countdown timers.

  • Live leaderboard: Display a quiz leaderboard with the scores of each participant. Participants see their individual scores on their screens, while the presenter sees a leaderboard with the actual scores of all participants.

Customer support options: Call, knowledge base, and live chat

Who should consider Vevox?

Businesses looking to boost attendee engagement during online meetings or live sessions could consider Vevox. The software supports active audience participation through features such as live polls, surveys, Q&A sessions, and quizzes. It offers a quiz leaderboard that ranks participants based on their scores or performance in ongoing activities. Additionally, its live chat functionality allows participants to chat, share reactions, and even have side conversations without interrupting the main speaker. Participants can also up-vote other people’s questions or comments by pressing the thumbs-up icon.

Analysis performed January 2024

Trial/Free Version

  • Free Trial
  • Free Version

Cost to upgrade

$10.95 per month

Billing cycle

Annual

Device compatibility

3. Webex Events

Webex Events, formerly Socio, is an event management platform with meeting management capabilities, including screen sharing, file sharing, and one-on-one messaging. To engage attendees, it offers interactive polls, Q&A sessions, surveys, whiteboards, and emoji reactions. You can define attendee roles (e.g., speakers, organizers) and grant access to screen sharing, live chat, breakout room, and call recording features. You can also create custom meeting agendas detailing the topic of discussion and time for each action item, and share them with all participants.

Webex Events’ free plan supports one admin account, one event, and up to 100 attendees annually. It also includes in-session live chat, video on demand, in-session polls, and transcription support in 30+ languages. Consider upgrading to a paid plan to host more events or add more admin accounts.

Free features

  • Video hosting: Upload pre-recorded videos to embed them in your meeting presentations. You can also use password protection or visibility settings to restrict who can view specific videos.

  • Video breakout rooms: Create breakout rooms for an active meeting or session. Breakout rooms are smaller, temporary spaces where participants can gather for focused discussions, brainstorming sessions, or collaborative work.

  • Analytics: Generate meeting reports to get detailed insights into attendee engagement, attendance, poll results, Q&A activities, etc. You can export these reports and use the insights to improve future meetings.

Customer support options: Call, email, knowledge base, and live chat

Who should consider Webex Events?

Webex Events is worth considering for businesses seeking a unified platform to manage both routine meetings and large-scale online events. Besides offering session management, speaker coordination, and video hosting features to improve attendee engagement, Webex Events also helps analyze meeting metrics, including total attendance, participation levels, audience demographics, and interest areas. This analysis gives organizers valuable insights into topics that resonate with their audiences and areas that may need improvement. Understanding attendee preferences empowers organizers to make informed decisions for future meetings.

Analysis performed January 2024

/ Pro tip

Check whether the software allows you to create meeting agendas. Agendas help define the objectives of meetings—what is to be discussed and how much time is to be allocated to each agenda item. Most free online meeting tools let organizers create and share agenda items with team members, fostering accountability and improving meeting productivity.

4. Zoho Meeting

Zoho Meeting is a dedicated online meeting platform with various collaboration features, including screen/application sharing, live chat, and whiteboards. You can schedule meetings, add them to your calendar, and collect RSVPs from invitees. You can send automated reminders that include the link and details of the upcoming meeting. You can also generate post-meeting reports summarizing key takeaways, decisions, and action items.

Zoho Meeting’s free plan allows you to organize unlimited meetings and webinars, and add up to 100 attendees per meeting. Each meeting can run for up to 60 minutes. You can upgrade to a paid plan to increase the participant count or meeting duration. Paid plans also let you add co-hosts and upload and share relevant resource materials with attendees.

Free features

  • Moderator controls: Control various aspects of a meeting, including participant management, screen sharing, chat moderation, recording management, presenter controls, lock meetings, and waiting room approvals. 

  • Attendee engagement tools: Create polls and Q&As and embed them in your presentations to increase attendee interaction. Participants can raise their hands, send messages and emoji reactions, share their screens, and chat with each other during the meeting.

  • Two-factor authentication: Add an extra layer of security by requiring participants to enter a code and their password when logging in. This code is usually sent to their phone or generated by an authentication app.

Customer support options: Chat, email, and knowledge base

Who should consider Zoho Meeting?

Zoho Meeting could be suitable for businesses that want to prioritize security and privacy for their online meetings. The software includes two-factor authentication (2FA) that adds an extra layer of protection for sensitive information shared during meetings. 2FA uses a two-step verification process to ensure only authorized participants can join meetings. Additionally, hosts can lock meetings to keep them private and control who can enter. Moreover, the software encrypts all audio and video contents of meetings to ensure better privacy.

Analysis performed January 2024
Most affordable

Trial/Free Version

  • Free Trial
  • Free Version

Cost to upgrade

$1 per host, per month (10 participants)

Billing cycle

Annual

Device compatibility

5. Zoom Meetings

Zoom Meetings is another dedicated online meeting software. It allows you to schedule meetings and send automated invitations. As a host, you can share your screen, record meetings for future reference, run polls, organize interactive activities, and address attendee queries. You can spotlight up to nine attendees’ videos for the entire meeting to view. You can also access a whiteboard to brainstorm, sketch out ideas, and collaborate in real time during meetings.

The free version of Zoom Meetings supports one admin account and meetings of up to 40 minutes and 100 participants. It also includes access to whiteboards, team chat, email and calendar integration, and meeting notes, among other collaboration features. Consider upgrading to a paid plan to add more admin accounts or host longer meetings.

Free features

  • Team chat: Communicate before, during, and after meetings in a dedicated group chat for all meeting participants. This feature is useful for discussions, sharing links or information, or asking questions during a meeting without interrupting the speaker.

  • Remote control: Grant control of your screen to another participant, allowing them to remotely operate applications and navigate files on your computer.

  • Waiting room: Control entry into a meeting by making incoming participants wait until the host or an assigned moderator admits them. It helps manage large meetings, control who can join, and prevent uninvited guests or disruptions.

Customer support options: Chatbot, help center, and knowledge base

Who should consider Zoom Meetings?

Zoom Meetings is worth considering for businesses looking to prioritize order, control, and security for large meeting setups. The software includes host controls to help organizers designate presenters, manage screen sharing, run polls, and organize interactive activities. These capabilities ensure a structured and organized meeting environment where the host can guide the flow of the discussion. Additionally, the waiting room feature acts as a virtual entrance, allowing the host to control entry. Participants wait until the host or moderator approves, ensuring only authorized attendees join and preventing uninvited guests or disruptions.

Analysis performed January 2024
Best functionality

Trial/Free Version

  • Free Trial
  • Free Version

Cost to upgrade

$14.99 per user, per month

Billing cycle

Monthly

Device compatibility

/ Pro tip

Low-quality audio and video impact the effectiveness of online meetings. The right software should offer high-quality audio and video, regardless of the number of participants or their location. Check whether your shortlisted software has this feature in its free version to ensure you don’t compromise on the quality of your meetings.

What is the cost to upgrade from free meeting software to paid software?

Meeting software upgrades can be as low as $1 per user, per month, or up to $59+ per month, depending on various factors—video call features, number of meeting participants, number of hosts, engagement tools required, and more. Most meeting software tools typically include the following subscription plans:

  • Free trials: Range from seven to 30 days and give users access to either all or limited features of the software. These no-cost trial plans are ideal for businesses that wish to try out a tool before purchasing it.

  • Free versions: Offer perpetual access to limited software features. These free plans are ideal for small businesses or individuals on a budget.

  • Entry-level plans: Start at $1 per month and offer access to standard features. These are recommended for small businesses or teams with basic feature requirements, such as dialpad meetings, web conferencing, and screen sharing.

  • Mid-tier plans: Range from $15 to $32 per month and offer advanced features such as unlimited video conferencing, file sharing, engagement tools, and post-meeting analytics. These are suitable for businesses that have outgrown basic meeting solutions but don’t require the full range of functionality offered by enterprise-level tools.

  • High-end plans: Cost over $59 per month and offer a range of advanced capabilities, including unlimited access to entry-level and mid-tier features, advanced engagement tools, and premium support. These are suitable for large businesses with multiple teams or departments that need a customized meeting solution to manage a large number of participants.

Hidden costs associated with meeting software

Besides the software license, additional costs may include:

  • Training expenses: Initial training for new users and ongoing training for updates or new features can lead to additional costs.

  • Data migration costs: Migrating data from your existing system to the new meeting tool may require expert assistance, which can add to the software implementation cost.

  • Usage-based charges: Certain tools charge based on usage metrics such as the number of attendees or meetings organized. If your usage surpasses the predefined limits, you may incur additional charges.

Frequently asked questions when selecting free meeting software

Here are some questions to ask online meeting software providers before making a final purchase:

What are the limitations of the free plan?

Free plans usually have a limit on the number of users, meetings, participants, or available features. Before picking a meeting tool, check whether your business can work around such limitations. Video conferencing, live collaboration, and document sharing are a few of the key meeting management features to assess in the free plan.

Does the free plan support any engagement tools?

Most free video meeting software solutions offer limited engagement tools, including digital whiteboards, polls, and surveys. Some offer built-in live chat, while others allow integration with external chat applications. Ensure your selected software has relevant engagement features. For instance, if you want to conduct live brainstorming sessions, make sure the free software offers digital whiteboards, breakout rooms, annotation tools, and live chat, among other features.

What user management capabilities are included in the free plan?

User management capabilities let you control your meetings, including setting passwords, authorizing user entry, and allowing access to specific features such as screen sharing, meeting recording, participant muting, and breakout rooms. The software should also enable your administrators to define different roles—host, presenter, and participant—to assign specific permissions to meeting participants.


Looking for Meeting software? Check out Capterra's list of the best Meeting software solutions.

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About the Author

Barkha Bali profile picture

Barkha Bali is a writer at Capterra, providing expert insights to help small businesses identify the right software for their needs by analyzing user reviews data for the highest rated products in relevant software categories. She has worked in finance, lifestyle, education, and medical. With expertise in marketing and content strategy, Barkha’s work has been featured in Medium and educational websites. When not working, she can be found re-watching “The Office” or “Brooklyn Nine-Nine.”

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