Enhancing Your Webinars with HubSpot-Zoom Integration

Setting Up the Integration

Let’s start at the very beginning. There are a few things you’ll need to set up HubSpot’s Zoom webinar integration. The first is a HubSpot account with super admin permission. You’ll also need a Zoom account with admin permissions and the Zoom webinar add-on. Once you’re ready to go, follow this step-by-step guide to get your accounts connected.

Install the Zoom Integration

After logging into your HubSpot account, head to the HubSpot Marketplace and install the Zoom integration. Once installed, a box will appear asking you to sign in with your Zoom credentials and allow HubSpot access. Click "allow" to grant HubSpot the necessary permissions, after which you’ll be directed back to your HubSpot account.

Manage Your Settings

Zoom will now appear in your “Connected Apps” section, which you can access from your main dashboard at any time by navigating to Reporting > Data Management > Integrations.

Click the dropdown menu and select Go to settings. This will take you to the screen where you can control the manner of HubSpot-Zoom integration magic you want to make happen.

At the top of the page, you’ll see two tabs labeled My Settings and Global Settings.

Under My Settings, you’ll be able to:

• Change the connected user accounts
• Manage the settings for individual meetings you schedule using the Zoom integration
• Manage webinar sync, recording, transcript, and Marketing Events options.

Global Settings is where you can:

• Explore permissions
• Choose whether or not to sync individual meeting data
• Sync webinar data for all past, present, and future webinars created by all or certain users on your HubSpot account.
• Prevent internal meetings from being synced and exclude certain users (such as internal employees) from being added as new contacts
• Control individual user settings

Feature Discovery

Scroll back up to the top of the page, where you’ll see the Feature Discovery tab right above the My settings and Global Settings tabs. Give it a click to pull up a screen that will introduce you to some of the key benefits of HubSpot Zoom webinar integration.

Click the buttons to jump to where you need to go to promote your webinar with a workflow or segment contacts using your webinar properties of choice.

Schedule Your Webinar

Once you’ve arranged your settings to your liking, it’s time to head over to your Zoom account and create a new webinar. Select Webinars > Schedule a Webinar. Add your event title, date, time, durations, etc. as usual.

Promote Your Webinar

Now it’s time to use HubSpot to help get the word out about your webinar. Under the Marketing tab of your main dashboard, you’ll find tools that allow you to create a registration form, a landing page, and a thank you page.

Once they’re published, head back to the Marketing tab and select Email to create and send email invites with links to your landing page.

Using Workflows

Once you’ve got your landing and thank you pages published, select Automation from the main menu and navigate to the Workflows tab. Set the workflow to enroll anyone who fills out the webinar registration form you created in the previous step.

Add the action “add contact to Zoom Webinar” and fill in the Webinar ID in the prompt.

At this point, it is possible to create automated confirmation emails in HubSpot that utilize your branding. Be aware, however, that it’s often easier to stick to Zoom confirmation emails which include a calendar invite.

If you plan to use an open link for your webinar, however, you can grab it from Zoom under the “invitations” tab and send it along with a HubSpot confirmation email. You can set an action to trigger the confirmation email to send after a small delay, which will give HubSpot and Zoom plenty of time to sync.

You can also program your workflow to send out reminder emails at intervals leading up to your webinar.