Connect HubSpot and Zoom

Connect Zoom to HubSpot to manage meetings and webinar activity alongside your CRM data. With the Zoom integration, you can sync webinar registrations and attendance information to HubSpot, add registrants to your Zoom webinars using a workflow, and view Zoom cloud recordings on contact timelines.

Using the integration helps you track engagement across Zoom webinars and meetings without manually updating records. For example, you can identify contacts who registered for or attended a webinar, segment them for follow-up campaigns, and automate post-event actions such as sending emails, assigning tasks, or updating contact properties.

Before you get started

• If your Zoom account was associated with a Business Unit before the migration to Brands, you’ll continue using that same brand. Any new Zoom accounts connected to HubSpot will also use this brand. You cannot associate new brands or reassign brands to the Zoom integration. 

• If you intend to use HubSpot and Zoom webinars, your Zoom account must have the Zoom webinar add-on.

• To sync cloud recordings and transcripts from Zoom to HubSpot, ensure that your Zoom account supports cloud recording and audio transcripts, and that both settings are turned on in Zoom.
• Each user must connect their individual Zoom user account to HubSpot, and the cloud recording must remain available in Zoom for it to sync.

Install the Zoom app

1. In your HubSpot account, click the Marketplace icon in the top navigation bar, then select HubSpot Marketplace.
2. In the search bar, search for and select the Zoom app.

3. Click Install. 
4. In the dialog box, enter your Zoom login credentials, then click Sign in.
5. You'll be prompted to grant permission for Zoom for HubSpot to access your Zoom account. Click Allow.
6. You'll be redirected back to HubSpot, where you'll see Zoom appear under Connected Apps. Click Zoom to link an individual Zoom user account and configure new contact exclusions.

Manage individual Zoom settings

To view your connected user: 

1. In your HubSpot account, click the settings icon in the top navigation bar. In the left sidebar menu, navigate to Integrations > Connected Apps.
2. Click Zoom. 
3. Navigate to the Settings tab. 
4. Click the User management tab.
5. On the My settings tab, in the Connected HubSpot to Zoom User section, see which Zoom user is connected to your HubSpot user. 

• • To change the connected user, click Change connected user.

• • In the right panel, click the Zoom user dropdown menu and select the Zoom user you want to connect to your HubSpot user account. If you don't see your user in the dropdown menu, ensure that you have been added as a user to the connected Zoom account. 

To view your individual settings for Zoom meetings:

1. Click the Meetings tab. 
2. On the My settings tab, in the Meetings section, select whether your Zoom meeting recording and transcripts should sync from Zoom to HubSpot. If the options are grayed out, this means your account admin has turned off the setting on a global level.

• • Don’t sync meeting recordings and transcripts: this option won't sync any meeting recordings or transcripts to HubSpot. However, meetings will still log as activities on the HubSpot contact records of the participants.
  • Sync meeting recordings and transcripts: this option will automatically log meetings and sync meeting recordings and transcripts to HubSpot.
  • In the Manage individual meetings section, you can search meetings by Meeting ID that you're the organizer of. You can find the Zoom Meeting ID in the meeting invite. Then click Sync now to sync the meeting data to HubSpot.

3. In the Auto-recording section, click the Enable auto-recording of meetings in Zoom toggle on to record all your Zoom meetings automatically. When you turn this setting on, you give HubSpot permission to activate the auto-recording setting in your Zoom account on your behalf. In order for the recordings to sync to HubSpot, you need to turn on the sync for meeting recordings and transcripts. 

To view your individual settings for Zoom webinars:

1. Click the Webinars tab.
2. On the My settings tab, in the Webinars section, select which webinars you want to sync from Zoom to HubSpot. 

• • To automatically sync any new webinars you create in Zoom to HubSpot, select the Sync data from newly scheduled webinars by default checkbox. 

• • Don’t sync webinar recordings and transcripts: this option won't sync any webinar recordings or transcripts to HubSpot. 
  • Sync webinar recordings and transcripts: this option will automatically sync webinar recordings and transcripts to HubSpot.
  • In the Manage individual webinars section, you can search for webinars by Webinar name or ID that you're the organizer of. Then click Sync now to sync the webinar data to HubSpot. 

Please note: if your HubSpot and Zoom user accounts have the same email address, your Zoom user account will automatically be linked to HubSpot and cannot be unlinked. You can only switch to a different Zoom user account.

Manage global Zoom settings

To view and manage account-wide settings for Zoom meetings:

1. In your HubSpot account, click the settings icon in the top navigation bar. In the left sidebar menu, navigate to Integrations > Connected Apps.
2. Click Zoom.
3. Navigate to the Settings tab. 
4. Click the Global settings tab. 

• • In the Meetings section, click the Sync meeting data toggle on to sync all present and future Zoom meetings for all users in the HubSpot account. You can select whether to sync meeting recordings and transcripts for none of, all, or selected Zoom users in the HubSpot account.
  • To sync past meetings, you'll need to manually sync the specific meeting you're interested in.
  • In the Exclusions section, you can add domains to prevent meetings from being synced to HubSpot by users with a specific domain in their email address.

To view and manage account-wide settings for Zoom webinars:

1. Click the Webinars tab. 
2. Then click the Global settings tab.

• • In the Webinars section, click the Sync webinar data toggle on to sync webinar data from Zoom to HubSpot. You can select whether to sync webinar data for none of, all, or selected Zoom users in the HubSpot account. Webinars will sync to marketing events.
  • 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.

To manage individual user settings: 

1. Click the User management tab. 
2. Then click the Global settings tab. 

3. In the Manage individual user settings section, view and manage the settings of individual Zoom users.

• • Click User settings next to the user whose settings you want to edit.
  • In the right panel, check the Sync this user’s meeting recordings and transcripts box to sync all meetings created by this user from Zoom to HubSpot.
  • Check the Sync data from newly scheduled webinars by default box to automatically sync data from any new webinar created by the user to HubSpot. 
  • Check the Sync this user’s webinar recordings and transcripts box to sync all recordings and transcripts from webinars created by this user from Zoom to HubSpot. 

Review Zoom features

To review all features available with the Zoom app:

1. In your HubSpot account, click the settings icon in the top navigation bar. In the left sidebar menu, navigate to Integrations > Connected Apps.
2. Click Zoom.
3. Click the Feature discovery tab.
4. Review the features available with the Zoom app:

• • Add Zoom links to your meetings.
  • Review Zoom cloud recordings and transcripts.
  • Segment contacts using Zoom webinar properties.
  • Promote your webinar using a workflow.