Use HubSpot's integration with GoToWebinar

The GoToWebinar integration is designed to help you reduce the time it takes for you to create, promote, and deliver quality webinars.

Before you get started

The GoToWebinar integration can only be connected to one GoToWebinar account. You can use the Zapier integration to set up a simple integration with a second GoToWebinar account.

Install the GoToWebinar integration

1. In your HubSpot account, click the Marketplace icon marketplace in the top navigation bar, then select HubSpot Marketplace.
2. Search for the GoToWebinar integration, and select GoToWebinar in the results.
3. Click Install. 
4. Enter your GoToWebinar credentials and click Sign in. After logging in to GoToWebinar, your accounts will automatically be connected and you will be redirected back to the Connected apps page in HubSpot.

To disconnect your HubSpot and GoToWebinar accounts:

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. To the right of GoToWebinar, click the Actions dropdown menu. Then select Uninstall.

Turn on your webinar

From your GoToWebinar integration page, you can manually sync past webinars and turn on auto-syncing for all new webinars. Please note the following:

• The connecting user must be the co-organizer for a webinar to be available for syncing.
• After turning on a sync, it can take between 1 minute and 2 hours or more for a webinar to sync. This depends on the amount of information queued to sync. The Sync status column will display the current status of the sync for each webinar.

To turn on a webinar: 

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. Search for and click on the GoToWebinar app.
3. Navigate to the General Settings tab. 
4. On the Upcoming webinars and Past webinars tabs, view all upcoming and past webinars from the GoToWebinar connected account. 

• • To manually sync a webinar, select the checkbox in the Sync column. HubSpot will then start importing data from GoToWebinar.
  • By default, syncing will be turned off for all webinars created before the integration was set up. To enable auto-syncing for new webinars, select the Auto-sync data from future webinars checkbox.

Set up a form for your webinar

When you're ready to begin collecting registrations for your upcoming webinar, you can do so using the following methods: 

• Register contacts via a GoToWebinar registration page.
• Register contacts via a HubSpot form (using a default form module) embedded on a HubSpot page.
• Register contacts via a HubSpot form embedded on an external page.
• Register contacts via a HubSpot form (using a custom module linked to a webinar) embedded on a HubSpot page.

If you're using a HubSpot form, please note the following: 

• The GoToWebinar registration page and your HubSpot landing page aren't linked. Using a HubSpot landing page with a HubSpot form means that you don't need to use the GoToWebinar registration page.
• When linking a form on a HubSpot page or a form embed code to GoToWebinar, the integration will not automatically include any fields from the GoToWebinar registration page. To collect this information, it is recommended to add the same questions from your GoToWebinar registration page to your HubSpot form.
• When setting up your form, take note of which form fields can be used to pass information between HubSpot and GoToWebinar. 
• To make sure the GoToWebinar integration with HubSpot registers a contact for a webinar in your GoToWebinar account, the following fields must be set as required and must be the only required fields in the form: 
  • First name
  • Last name
  • Email 

Use a form on a HubSpot landing page

You can create forms in HubSpot that automatically register contacts for a webinar created in GoToWebinar upon submission. When visitors submit the form, they will be sent to GoToWebinar and appear as a registrant in your registrant list.

• Registrant data will be added to HubSpot in real time.
• Attendee data will be added to HubSpot 15 minutes after your webinar is over.

To register contacts to a GoToWebinar webinar: 

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.
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 and select GoToWebinar.
8.  Click the Select a webinar dropdown menu and select the webinar for which the form will collect registrations.

Please note: only upcoming webinars will be listed as an option in the dropdown menu. Webinars that have already taken place will not be listed. 

9. Continue setting up your HubSpot page. 

Embed a HubSpot form on an external page

You can also embed a HubSpot form on an external page to register visitors for a webinar by changing the form's embed code to include the GoToWebinar webinar key.

1. From your GoToWebinar account, navigate to your webinar event details page. 
2. From the URL of the page, copy the webinar key. 

To add the GoToWebinar webinar key to your HubSpot form:

1. In your HubSpot account, navigate to Marketing > Forms.
2. Hover over an existing form and click Actions, then select Share. Or, create a new form.
3. Click Copy to copy the embed code from your form.
4. When adding the embed code to your external site, manually edit the form code to include a goToWebinarWebinarKey:

• • Add a comma after formID.

• • Add a goToWebinarWebinarKey identifier with the webinar key for your webinar. 

Create a custom form module 

Segment and follow up with registrants and attendees

When contacts start registering for your webinars, you can segment them based on their webinar activity using the GoToWebinar integration filter in segments. 

Please note: the above segmentation options are not available in Marketing Hub Starter accounts.

You can also add webinar data to your HubSpot score criteria to make sure that the HubSpot score for your contacts is accurate and up to date.

Once you've segmented your contacts, send emails to your contacts based on their engagement with your webinar. In addition to any promotional email you create to encourage registration, below are a few suggestions:

• Reminder emails in advance of the webinar. 
• Thank you emails for those who attended. 
• Sorry we missed you emails for those who registered but didn't attend.
• Request to schedule a demo emails for those who attended and have a high lead score.

Please note: the integration doesn't have an automated system to add personalized links from GoToWebinar within HubSpot emails.

Sync webinar data to Salesforce

If you have the HubSpot-Salesforce integration installed, webinar activity will automatically pass to Salesforce in the HubSpot Embed window.

To send more targeted messages to your sales reps, you can pass data to Salesforce as a task with a workflow. For example, if you want to alert a sales rep every time one of their leads attends a webinar, you can create a workflow that sends a task to Salesforce. The task will appear on the Salesforce lead or contact record in the Activity History section.

If you're using the Salesforce integration, it's important to change the field mapping between the email field in HubSpot and Salesforce to Use most recent value. This is relevant because data is pulled from GoToWebinar into HubSpot based on the email address. Therefore if the email address in HubSpot changes between the time a contact registers and when they attend the webinar, HubSpot won't be able to match the attendance data with the new email address.

Add contacts to a GoToWebinar using workflows

Please note: to enroll contacts in your GoToWebinar event, the sync for the event must be switched on in your integration settings.

1. In your HubSpot account, navigate to Automation > Workflows.
2. Select an existing Contact-based workflow or create a new Contact-based workflow.
3. Edit your enrollment triggers.
4. Click the + plus icon to add a workflow action.
5. In the left panel, in the Integrated apps section, click to expand the GoToWebinar section.
6. Click the Add Contact to Webinar action.

7. Click the Webinar dropdown menu to select your GoToWebinar event. Then, click Save.
8. Turn on your workflow.

When a contact is enrolled in the workflow, a confirmation email including the webinar link will be sent to their primary email address.

Use marketing events with GoToWebinar 

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