Use HubSpot and Zoom webinars

After connecting the Zoom integration, you can sync webinar registration and attendance details from Zoom to HubSpot and use this information to segment your contacts in HubSpot. You can also add registrants to a Zoom webinar using HubSpot workflows.

The Zoom integration does not support Zoom Events or webinars created as part of a Zoom Event. 

Please note: as of March 1, 2022, Zoom will remove email address for users flagged as guests in Zoom unless they meet any of the conditions stated here. As such, webinar participants with no email addresses will not be synced to HubSpot. To ensure that all attendees are synced to HubSpot, turn on webinar registration. 

Sync Zoom webinars to HubSpot

After connecting the Zoom integration, configure your HubSpot account's webinar sync settings and choose how contacts are created in HubSpot from the integration.

• In your HubSpot account, navigate to Data Management > Integrations.
• Click Zoom. 
• Click the Global settings tab. 
• In the Webinars section, click the Sync webinar data toggle on to sync webinar data from Zoom to HubSpot. This will sync Zoom webinar registrants and attendees, and will sync to marketing events. 
  • In the Sync webinar recordings and transcripts section, select whether you want to sync webinar recordings and transcripts for none of, selected, or all Zoom users in your 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 Recording exclusions section, click Enter domain or choose from list.
  • 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 you want to manage the settings for. 
  • 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. 

Troubleshoot common webinar syncing errors

Review your Zoom webinar audit logs to view the status of your webinars syncing with HubSpot and troubleshoot any common errors.

To view the audit logs:

• In your HubSpot account, navigate to Data Management > Integrations.
• Click Zoom. 
• In the Webinars section, click Audit logs next to the webinar you want to review. 
• In the right panel, review the status of any sync changes. If there are any warnings, review the errors below to resolve them. 

Some webinar data did not sync because your sync setting is disabled

How to resolve the error

Check that global sync settings and webinar sync are turned on. Global sync must be turned on by your HubSpot account admin before webinar sync can be turned on. Any missing webinar data will successfully sync once both settings are turned on. 

Webinar recording/transcription did not sync

What the error means

These errors may have occurred because:

• Your sync settings are turned off in your HubSpot account.
• There were no participants in the webinar. 
• Your webinar recording isn't available, deleted, or found.
• Your webinar recording is not yet available as it is still in processing. 

How to resolve the error

Check that global sync, webinar sync, and recording and transcript sync settings are turned on. If all settings are turned on, manually sync the webinar to HubSpot by hovering over the webinar name and clicking Sync now

Some participants did not sync

What the error means

HubSpot is unable to sync participant data from Zoom as there's no participant information tracked in your Zoom account. This can occur if no participants join the webinar or if there are errors in the data.

How to resolve the error

Check the participant data in Zoom for more insight.

Some webinar data did not sync

What the error means

This error may have occurred because your global sync settings, webinar sync settings, or recording and transcript sync settings are turned off for the webinar. In some cases, contact records, marketing event records, and call object records may not have been created. This occurs if there's an invalid email address or if the data is unavailable in Zoom.

How to resolve the error

Check that global sync, webinar sync, and recording and transcript sync settings are turned on. If all settings are turned on, manually sync the webinar to HubSpot by hovering over the webinar name and clicking Sync now.

Some email addresses have been excluded from webinar sync

What the error means

Emails will be excluded from webinar sync due to the following reasons:

• The email address belongs to a user in the HubSpot account.
• The email address contains a domain excluded in the integration settings.
• The email address isn't valid.
• The email address is a contact's secondary email address. 

How to resolve the error

No action is needed unless you want to remove any exclusions from your settings. To get a list of emails not created, contact HubSpot Support. 

Some webinar data did not sync due to an error

What the error means

Some common errors include:

• The webinar transcription couldn't be found.
• A timeline event couldn't be created.
• Contact properties couldn't be updated.
• Data couldn't be found from the connected Zoom account.

How to resolve the error

Check that global sync, webinar sync, and recording and transcript sync settings are turned on. If all settings are turned on, manually sync the webinar to HubSpot by hovering over the webinar name and clicking Sync now.

Segment contacts in HubSpot using Zoom properties

You can filter contact records using the following properties, which are automatically created in your HubSpot account after connecting the Zoom app:

• Average Zoom webinar attendance duration: the average percentage of each webinar that the contact attends. A 100% value for this property, for example, would mean that the contact attended the full duration of each webinar.
• Last registered Zoom webinar: the URL of the webinar the contact most recently registered for. This is populated if the contact was added as a registrant to the Zoom webinar manually or through a HubSpot workflow.
• Total number of Zoom webinar registrations: the total number of webinars the contact has registered for.
• Total number of Zoom webinars attended: the total number of webinars the contact attended.

You can also segment your contacts based on the attributes of a specific Zoom event using the following filters:

• Zoom: Recording Available Event: if you recorded one of your Zoom events, you can choose this filter, then refine by the Event Topic, Event Start Time, or Recording URL.
• Zoom: Webinar Attendance Event: to filter based on attendance, choose this filter to segment your contacts based on the Attendance Duration, Attendance Duration Percent, Webinar id, or Webinar name.
• Zoom: Webinar Registration Event: to filter based on registration, choose this filter to segment your contacts based on the Webinar id, or Webinar Name.

View Zoom webinar registration on a marketing event

When a contact registers, attends or cancels registration for a Zoom event, the contact will automatically be created or updated in HubSpot’s marketing events object.

View Zoom webinar registration and attendance details on a contact timeline

Zoom webinar events appear on HubSpot contact record timelines, showing you the webinar date, when a contact joined and left the webinar.

Please note: webinar registrants must use their primary email address. Webinar registrations made with a contact's secondary email address will not be registered in HubSpot or added to a contact's timeline. 

Add contacts to a Zoom webinar using a workflow

You can use the Add Contact to Zoom Webinar workflow action to automate webinar registration. If you have separate Zoom accounts connected to multiple business units, this action can only register contacts for webinars that are associated with the Zoom account connected to the primary Account business unit in HubSpot.

Using the action to add contacts to a Zoom webinar that is not associated with the primary Account business unit will result in the contact not being registered for the webinar.

To set up a workflow to automate Zoom webinar registration:

• In your HubSpot account, navigate to Automations > Workflows.
• Create a new workflow, or hover over an existing workflow and click Edit.
• In the workflows editor, after setting up your enrollment criteria, click the + icon to add an action.
• In the right panel, under Zoom, select the Add Contact to Zoom webinar.
• Enter the Webinar ID without spaces or dashes. If you've set up a contact property that contains the Webinar ID, you can click the Contact Token dropdown menu, then select the corresponding contact property.

The contact will be registered for the webinar using their first name, last name, and email contact properties. Learn more about the Add Contact to a Zoom webinar action.

Please note: you will receive the error Webinar host cannot register for the webinar if you try to enroll the webinar host or connected user into a Zoom webinar using a workflow.