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 get started

Make sure you have connected the Full install version of Microsoft Teams to your HubSpot account.

Please note: If you've connected using the Limited install option, uninstall the app, and install the Full install option instead.

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

1. Follow the instructions in this article to install PowerShell in your operating system. If you already have PowerShell installed, you can skip this step. 
2. 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. 

3. 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:

1. 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".
2. 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. 

3. To grant permissions to all existing users, run the following command: Get-CsOnlineUser | Grant-CsApplicationAccessPolicy -PolicyName MY-APP-POLICY.
4. 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

1. In your HubSpot account, click the settings settings icon in the top navigation bar. In the left sidebar menu, navigate to Integrations > Connected Apps.
2. Click Microsoft Teams.
3. Click the Webinars tab and then click the Global Settings tab. 
4. 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. 
5. In the Exclusions section, you can add domains to prevent webinars from being synced to HubSpot by users with a specific domain in their email address. You can 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:

1. In your HubSpot account, click the settings settings icon in the top navigation bar. In the left sidebar menu, navigate to Integrations > Connected Apps.
2. Click Microsoft Teams.
3. Click the General Settings tab and then click the Global Settings tab.
4. At the bottom of the page in the Manage Individual User Settings section, search for the user and click User settings next to it.
5. In the right panel, in the Webinar Settings section:

• • Select the Sync data from newly scheduled webinars by default checkbox to automatically sync any data from a new webinar created by that user.

• • Click Manage individual webinars for this user to manage sync settings for an individual webinar. 

Manage personal Microsoft Teams settings

1. In your HubSpot account, click the settings settings icon in the top navigation bar. In the left sidebar menu, navigate to Integrations > Connected Apps.
2. Click Microsoft Teams.
3. Click the Webinars tab and then click the My settings tab. In this section, you can review all webinars that you're the organizer of. 
4. 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. 
5. To sync data for a past webinar, hover over the webinar and click Sync now to retrieve all historical webinar data.
6. To automatically sync any new webinars you create in Microsoft Teams to HubSpot, select the Sync data from newly scheduled webinars by default checkbox. 

Use forms on HubSpot pages for webinar registration

Use a HubSpot form to collect registrations for your Microsoft Teams webinars. Once a visitor submits the registration form, a registration event appears on the contact's activity timeline in HubSpot. Registration data is also added to the webinar details in Microsoft Teams.

1. In your HubSpot account, navigate to Marketing > Forms.
2. Create a form.
3. Set up your form fields. The form must have First Name, Last Name, and Email to accept registrations.

Please note: HubSpot’s integration with Microsoft Teams webinars only supports three required fields for webinar registration: First name, Last name, and Email. If you make any other field required for registration, the webinar registration will fail.

4. After completing the form setup and publishing it, add your form to a HubSpot page. 
5. In the left sidebar editor of the HubSpot page, navigate to Contents. Then click the Form module. 
6. Navigate to the Form automation section.
7. In the Webinar form section, click the Select integration dropdown menu. Select Microsoft Teams and the webinar for which the form will collect registrations.
8. Continue setting up your HubSpot page. 

Automatically enroll contacts to Microsoft Teams webinars

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.

1. Create a new workflow.
2. Set your contact enrollment triggers.
3. In the workflow editor, click the + plus icon to add an action.
4. In the left panel, scroll to the Integrated apps section.
5. Click the arrow next to Microsoft Teams and select Add Contact to Microsoft Teams webinar.
6. 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.

Please note: HubSpot’s integration with Microsoft Teams webinars only supports three required fields for webinar registration: First name, Last name, and Email. If you make any other field required for registration, the webinar registration will fail.

When the workflow is on, 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 in HubSpot, and a registration timeline event will appear on the contact's record.

View webinar registration and attendance details

Please note: if your webinar needs a manual registration approval in Microsoft Teams, registrations and attendees will not automatically sync to HubSpot. You can manually sync webinar information from the My Settings tab in Webinars settings and click Sync now next to the webinar you want to sync.

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 segments and reports. 

Please note: if the webinar organizer is also a webinar participant, they will not be counted 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