Integrations

Use HubSpot's integration with Zoom

Last updated: March 30, 2021

Applies to:

All products and plans

With the Zoom integration, you can add video conference links to scheduled meetings in HubSpot and easily add registrants to your Zoom webinar using a workflow.

Integration requirements

Please note: it is not recommended to connect your Zoom account to multiple HubSpot accounts if there is sensitive or private information that shouldn't be accessible to all connected portals. 

Install the Zoom integration

  • In your HubSpot account, click the Marketplace icon marketplace in the main navigation bar. Under Manage, select Connected apps.
  • In the upper right, click Visit App Marketplace.  
  • Search for the Zoom integration, then hover over it and click View integration
  • In the dialog box, click Connect to Zoom.
  • Enter your Zoom login credentials, then click Sign in.
  • You'll be prompted to grant permission for Zoom for HubSpot to access your Zoom account. Click Allow.
  • You'll be redirected back to the HubSpot, where you'll see Zoom appear under Connected Apps. Click Zoom to review your integration permissions, configure new contact exclusions, or link a Zoom user account.

zoom-integration-feature-permissions

  • Once the integration is installed, if a contact registers or attends a Zoom webinar they will be created as a contact in the connected HubSpot account. If a contact already exists in HubSpot, a new contact will not be created, their contact record will be updated. 

Please note: HubSpot's integration with Zoom only syncs three required fields to contact records: First name, Last name, and Email.


Link your individual Zoom account

If the Zoom integration has been installed in your HubSpot account by your administrator, you can link your Zoom user account to HubSpot.

  • In your HubSpot account, click the Marketplace icon marketplace in the main navigation bar. Under Manage, select Connected apps.
  • Click the Zoom integration.
  • Navigate to the User accounts tab.
  • In the top right, click Link an account.
  • Click the Zoom user account dropdown menu to search for your Zoom account. 
  • Click Link accounts.

Configure your Zoom settings

  • In your HubSpot account, click the Marketplace icon marketplace in the main navigation bar. Under Manage, select Connected apps.
  • In your list of connected apps, click the Zoom app.
  • In the Webinars tab, configure your sync settings for your Zoom webinars. Use the Choose a Zoom user to see their webinars dropdown menu to select a Zoom user. Select the Sync? checkbox beside your webinar to sync your data to HubSpot.

Zoom-webinars-settings

  • To manually sync a webinar, hover over the webinar name. In the Scheduled date column, click Resync all data.
  • Navigate to the Settings tab to configure your contact exclusions. Click to toggle the Contact exclusions switch on. Contacts that match the email address or domain listed here will not be created in HubSpot. 

zoom-contact-exclusions

Add a Zoom link to your meetings links

Please note:
  • Your HubSpot user email address must match your Zoom user email address in order to add a Zoom videoconference link to your meetings links.
  • Your Zoom meeting link will be sent in your Zoom account's language. Before sending your Zoom link ensure that your Zoom language settings are set to the desired language.
  • For recordings, users can use password protection provided by Zoom.
  • If a user creates a group meeting link with a Zoom link but does not have their Zoom account connected to HubSpot, the Zoom link used will belong to the user who connected the Zoom integration originally. If the user has their Zoom account connected, their individual Zoom link will be used.

You can add a Zoom videoconference link to your meetings links to automatically create a Zoom meeting when prospects book one on one time with you. Learn more about setting up the meeting tool and creating meeting links.

  • In your HubSpot account, navigate to Sales > Meetings.
  • Hover over the meeting link you want to add a Zoom video conference to and click Edit. Or click Create meeting link
  • If you are editing an existing link, select Configuration in the left sidebar menu. If you are creating a new meeting link, enter your meeting details, then click Next
  • In the Configuration section, click the Add videoconference link dropdown menu and select Zoommeeting-link-editor-configuration-tab
  • Click Save

When a prospect books a meeting with you, a link to the videoconference will be automatically added to the calendar invite. If you are using the Google Calendar two-way integration with HubSpot, learn more about adding a videoconference link to a meeting scheduled from a record in the CRM.

Please note: reoccurring Zoom webinars are not supported by this integration. 

View Zoom webinar registration and attendance details

Zoom webinar events also appear on contacts' timelines, showing you the webinar date, when a contact joined and left the webinar, and the amount of time the contact was in attendance. 

zoom-webinar-attendance-event

Please note: 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. 

Segment contacts based on Zoom webinar attendance

Once you've connected your Zoom account, you can sync webinar registration and attendance details from Zoom to HubSpot and use the information to segment your contacts. You can segment on the following contact properties, which will automatically update as contacts register and attend your Zoom webinars:

  • 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 stays for 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 either as a registrant to the Zoom webinar using a HubSpot workflow or through a manual registration.
  • 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 has attended.

You can also segment your list based on attributes of a specific zoom event, using one of 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 TopicEvent Start Time, or Recording URL.
  • Zoom: Webinar Attendance Event: to filter based on attendance, choose this filter to segment your list based on the Attendance DurationAttendance Duration PercentWebinar id, or Webinar name
  • Zoom: Webinar Registration Event: to filter based on registration, choose this filter to segment your list based on the Webinar id, or Webinar Name

For example, if you wanted to create a list of contacts who attended a specific event, you could select Webinar id, then enter the id of the meeting, without dashes or spaces.

segment-contacts-zoom-webinar-id

Exclude creating new contacts from meeting attendees of your organization

If you use Zoom with members of your own organization and want to exclude your team members from becoming new contacts, you can add your work email address in your Zoom integration settings:

  • In your HubSpot account, click the Marketplace icon marketplace in the main navigation bar. Under Manage, select Connected apps.
  • Under Connected Apps, click Zoom.
  • Under the Settings tab, enter your email address that you use for your organization. Once you've entered a valid email address, the switch next to your email address will automatically toggle on.

zoom-integration-contact-exclusions

Add registrants to a Zoom webinar using workflows (Professional and Enterprise only)

Please note: HubSpot's integration with Zoom only accepts three required fields in the Zoom registration linkFirst name, Last name, and Email. If the registration link requires any other fields, the registration workflow action will fail.

Add your contacts from HubSpot to your Zoom webinar using a workflow action:

  • In your HubSpot account, navigate to Automation > Workflows.
  • Create a new workflow or hover over an existing workflow and click Edit.  
  • In the workflow editor, click the (+) plus icon to add a new action. 
  • In the right panel, select Add contact to Zoom webinarworkflow-editor-add-action-zoom-webinar
  • Enter your Webinar ID, then click Save

Please note: you must enter a Zoom Webinar ID and not a Zoom Meeting ID to add contacts successfully.

  • Add any additional workflow actions.
  • Click Review, then click Turn on to activate your workflow and add contacts to your webinar. 

When a contact is added to a webinar, the contact property Last registered Zoom webinar will be updated with the URL of that webinar.contact-record-view-properties-zoom-webinar-join-link

Please note: if you receive an error message registration required, you will need to update your webinar in your Zoom account to require registration

You can use this property as a personalization token in your emails, or segment contacts in a list by webinar URL.

For example, you could create a list using the criteria "The contact property Last registered Zoom webinar contains [webinar URL]" and create a list of all of your webinar registrants for that particular webinar. 

zoom-webinar-list

Please note: the Last registered Zoom webinar property will always contain the value for the most recently registered webinar. 

View Zoom cloud recordings on your record timeline 

If you use meetings or webinar cloud recordings in Zoom, you can view your recordings on the associated records timeline. Password protection provided by Zoom can be used to secure your Zoom recordings. The sync will create new contacts in your HubSpot account that have viewed the recording. 

 

timeline-zoom-recording

Please note:
  • Users may need to re-authenticate their Zoom integration to view recordings on their timeline. To do this go to Settings. Navigate to Integrations > Connected apps. Search for the Zoom integration, click the Update available alert. In the alert window click Reconnect
  • Cloud recording must be switched on in your Zoom settings.

Review your Zoom recordings (Sales Hub and Service Hub Enterprise)

Currently in beta, you can review your Zoom Business or Enterprise cloud recordings and transcripts in HubSpot. Once cloud recording is enabled in your Zoom account, recordings and transcripts can be viewed on the associated records timeline. Learn more about accessing and reviewing Zoom recordings and transcripts.

Please note: during the beta, transcripts will only be synced for Sales Hub or Service Hub Enterprise users with an assigned seat. If a Zoom account is not linked, HubSpot will not sync the transcript.

Zoom-calls-recording 

Use marketing events with Zoom (BETA)

HubSpot can aggregate marketing events from the Zoom integration to provide you with a consistent overview of your marketing events. 

Marketing events for the Zoom integration, reflect all webinars available in the connected Zoom account. The sync settings control only contacts and timeline events creation for registrants and participants.