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Enhancing Your Webinars with HubSpot-Zoom Integration

Enhancing Your Webinars with HubSpot-Zoom Integration When you purchase through links on our site, we may earn an affiliate commission.

HubSpot Zoom webinar integration can be a game-changing strategy for turning your next webinar into a lead-generation goldmine.

Whether your goal is to get more webinar attendees, track audience engagement, or create a streamlined follow-up process, HubSpot’s Zoom webinar integration can help. Read on to explore the benefits of bridging the gap between your HubSpot and Zoom accounts!

Understanding the Need for Integration

There are now several different types of webinars to choose from and selecting the right ones for your goals is only the beginning! Between promoting your event, managing registration, and tracking attendance, webinars can be a lot of work.

While we’re always happy to lend a hand with a full range of webinar marketing services, today we’re going to fill you in on a trick we often share with clients. If you plan to host your event on Zoom, then HubSpot Zoom integration is a solid way to achieve the same results with half the workload.

Manually entering new contacts, tracking engagements, and sending appropriate follow-ups can take hours. But a simple Zoom HubSpot integration can cut the need to jump back and forth between the two pieces of software.

Exploring HubSpot Zoom Integration

Zoom and HubSpot integration offers several handy webinar-specific perks, the first of which you can cash in before your webinar even begins. Once your platforms are connected, you can use HubSpot to create automated workflows to promote your upcoming Zoom event and add contacts as registrants.

You can also automatically sync registrants to your CRM contacts and create workflows that send out email reminders as your event draws nearer. But the convenience doesn’t end there.

Automatic contact engagement tracking

Each time one of your webinars goes live, HubSpot’s tracking features will kick in and record everything you need to know about each contact’s engagement. At any time, you’ll be able to discover:

  • The average percentage of your webinars each contact sticks around for.
  • Which of your webinars they registered for most recently.
  • The total number of your webinars they’ve registered for
  • The total number your webinars they actually attended

Event segmentation

Zoom webinar HubSpot integration also streamlines the process of following up with both attendees and no-shows. Use HubSpot to segment contacts based on a particular webinar, or factors like average attendance duration.

These automated tracking capabilities make it much easier to follow up with contacts, manage your webinars directly from your CRM, and track the success of each of your company’s webinars.

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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.


Leveraging Integration for Enhanced Webinars

Now that you’ve got your webinar scheduled and your invites sent out, your HubSpot-Zoom webinar integration is going to make it easier to use HubSpot lists to manage your event.

  • Before the event, you can create a smart list to see who signed up for your webinar and exclude them from any future emails you may plan on sending to promote it.
  • HubSpot will also add Zoom integration filters to “Active” lists that automatically keep track of each contact’s webinar interactions.
  • Create a post-event thank you page (you might even consider including a recording of the event) and send out follow-up emails to both attendees and no-shows.


While it takes a little practice to get familiar with all the benefits of HubSpot-Zoom integration, it’s well worth the time and effort. Once you’re up and running, you’ll enjoy a new level of control, all while slashing the time it takes to make the most of each webinar.

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