Use HubSpot and Microsoft Teams webinars

After connecting HubSpot and Microsoft Teams, you can sync webinar registration and attendance details from Microsoft Teams webinars to HubSpot marketing events. Use this information to segment your contacts in HubSpot.

Before you begin

Make sure you have connected the Full install version of Microsoft Teams to your HubSpot account. If you've connected the Limited install option, uninstall the app, and install the Full install option.

To sync Microsoft Teams webinar information to HubSpot marketing events, follow the steps below to set up PowerShell, connect to Microsoft Teams, and grant permissions to users.

Set up PowerShell and connect to Microsoft Teams

• Follow the instructions in this article to install PowerShell in your operation system. If you already have PowerShell installed in your system, skip this step. 
• Open PowerShell in your system:
  • Mac: open Terminal and run pwsh to launch PowerShell.
  • Windows: search for "PowerShell" in the Start menu, then click Run as administrator. 
• Run Connect-MicrosoftTeams in PowerShell and click Enter. If you haven't installed the Teams PowerShell module, learn how to install the module. 

Grant permissions to users

Follow the instructions in this article to grant permissions to a set of users:

• Run the following command in PowerShell to create an access policy: New-CsApplicationAccessPolicy -Identity MY-APP-POLICY -AppIds "0493df14-0cd5-4c89-b413-e0b9b90bbb17" -Description "MY APP POLICY DESCRIPTION".
• To grant permissions to selected users , run the following command: Grant-CsApplicationAccessPolicy -PolicyName MY-APP-POLICY -Identity "USER_ID”.
  
  • To get a user ID, click a specific user in the Microsoft admin center. The user ID will be in the page URL. 
  • You must run this command for each individual user. 
• To grant permissions to all existing users, run the following command: Get-CsOnlineUser | Grant-CsApplicationAccessPolicy -PolicyName MY-APP-POLICY.
• To grant permissions to all existing and future users at once, run the following command: Grant-CsApplicationAccessPolicy -PolicyName MY-APP-POLICY-2 -Global.

Review webinar settings

Configure your HubSpot account's webinar sync settings and decide how contacts are created in HubSpot from Microsoft Teams.

Manage global Microsoft Teams settings

• In your HubSpot account, navigate to Data Management > Integrations.
• Click Microsoft Teams.
• Click Webinar Settings > Global settings. 
• In the Webinars section, toggle the Sync webinar data switch on to sync webinar data from Microsoft Teams to HubSpot. This will sync webinar data for all webinars created by all Microsoft Teams users on the HubSpot account. 
• In the Exclusions section, add domains to prevent webinars from being synced to HubSpot by users with a specific domain in their email address. 
  
  • In the Contact exclusions section, enter your company's domain name to prevent internal employees from being created as new contacts in HubSpot. 

You can also manage webinar settings for individual users:

• In the Manage Individual User Settings section, click User settings next to the user.
• In the right panel, in the Webinar recording and transcripts section:
  • Check the Sync data from newly scheduled webinars by default box to automatically sync any data from a new webinar created by that user.
  • Check the Sync this user's webinar recordings and transcripts box to sync recordings and transcripts from all webinars.
  • Click Manage individual webinars for this user to manage sync settings for an individual webinar. 

Manage individual Microsoft Teams settings

• In your HubSpot account, navigate to Data Management > Integrations.
• Click Microsoft Teams.
• Click Webinar Settings > My settings. 
• In this section, you'll see all of the webinars that you are the organizer of.
• Select the checkboxes in the Sync column next to the webinars you want to sync to HubSpot marketing events. This ensures any new webinar updates are synced to HubSpot. 
• To sync data for a past webinar, hover over and webinar and click Sync now to retrieve all historical webinar data.
• To automatically sync any new webinars you create in Microsoft Teams to HubSpot, select the Sync data from newly scheduled webinars by default checkbox. 

Automatically enroll contacts to Microsoft Teams webinars (Marketing Hub, Sales Hub, Service Hub, Operations Hub Professional and Enterprise only)

Set up a workflow to automatically enroll contacts to your Microsoft Teams webinars. Before going through the steps below, make sure to set up the Microsoft Teams integration, and configure the webinar sync settings.

• Create a new workflow.
• Set your contact enrollment triggers,
• When setting your action, scroll to Integrated apps click the arrow next to Microsoft teams and select Add Contact to Microsoft Teams webinar.

• Click the Webinar dropdown menu and select the webinar.

The first name, last name, and email address of the contact will always be included to register the contact.

When the workflow runs, registered contacts will display under the Attendance tab in the webinar settings of Microsoft Teams.

If the webinar is synced to HubSpot, the contact will appear on the marketing event record of HubSpot, and a registration timeline event will appear on the contact's record.

View webinar registration and attendance details

Once you've configured your webinar settings, any webinars you choose to sync from Microsoft Teams to HubSpot will create a marketing event in HubSpot with the following information:

• Number of registrants, attendees, and cancellations.
• Event name
• Date
• Start and end time
• Organizer
• Status
• Description

These marketing event properties can be used as criteria in lists and reports. 

Please note: if the webinar organizer is also webinar participant, this will not count in the number of registrants or attendees.

You can also view webinar events on the HubSpot contact record with the following information:

• Webinar date
• When a contact joined the webinar
• When the contact left the webinar
• Duration attended