Setting Up Hubspot Integration Follow

Overview

The HubSpot integration allows for a quick way to automatically register attendees to a Zoom Webinar, create customized branded reminders, and customize registration confirmation emails.

This article covers:

Prerequisites

  • Zoom Webinar plan of 100, 500, 1000, 3000, 5000 or 10000 participants
  • Host user type must be Pro, and be assigned the Webinar license
  • HubSpot Marketing Subscription - Basic, Professional or Enterprise
  • Admin Access in HubSpot and Zoom

Instructions

Configure the Hubspot API Key on Zoom

  1. Login to your HubSpot account and from the HubSpot Dashboard, choose Account Menu > Integrations.
    Screen_Shot_2017-10-11_at_9.30.31_PM.png
  2. On the left panel, click Get Your HubSpot API Key.
    Screen_Shot_2017-10-11_at_9.31.31_PM.png
  3. Click View Key.
    Screen_Shot_2017-10-11_at_9.31.40_PM.png
  4. Copy the API Key.
  5. Login to the Integration page of your Zoom web portal.
  6. Click Configure for HubSpot.
  7. Paste the API Key from step 3.
  8. Click Save Changes.
    configurehubspot.gif

Schedule a Webinar

  1. Login to your Webinars page and schedule a webinar with registration on. Read more about scheduling a webinar with registration on.
  2. Once you have scheduled your Webinar, copy the Webinar ID (9 digit number) for use on a later step.
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  3. Scroll down to the Invite Attendees section and click Edit on the right. Make sure Automatically Approve is selected. Once confirmed, click Save All.
    automaticallyapprove.gif
  4. Scroll down to Email Settings, click Edit next to the Confirmation Email to Registrants: Send Upon Registration. Uncheck the option to Send Confirmation Email to Registrants and click Save.
    Note: If you do not want to automate emails from HubSpot and would prefer to have Zoom send the confirmation email, you can leave this setting as is.
    Confirmationemail.gif

Configure the Workflow

  1. Login to HubSpot and choose Contact > Workflows.
  2. Create a new Workflow for your Campaign.
    Screen_Shot_2017-10-11_at_10.47.49_PM.png
  3. Add any desired actions.
  4. Add an Action and choose Trigger a webhook.
    Screen_Shot_2017-10-11_at_10.49.11_PM.png
  5. Select POST for the HTTP method and enter the Webhook URL. The URL will be formatted at https://zoom.us/hubspot/webhook?webinar_id=[WebinarID]
    Note: (Replace [WebinarID] with the Webinar ID from Step 2b)
  6. Add another Action and choose Delay. Set the delay for 5 minutes. (The delay is to make sure that the registrant’s unique Join Link is correctly added to the contact information page).
    Screen_Shot_2017-10-11_at_10.52.42_PM.png

Testing the Workflow

  1. Click the Test link and choose an existing Contact.
    Screen_Shot_2017-10-11_at_10.53.25_PM.png
  2. Login to your Webinars page in Zoom again and click on the name of the webinar. Scroll down to the Manage Attendees section, click View, and verify that the registrant appears.
    hubspottest.gif
  3. Return to HubSpot and view the Contact’s information.
  4. Click on View All Properties and scroll down to Webinar Join Link. Make sure this is populated with the unique join link.
    Screen_Shot_2017-10-11_at_11.00.28_PM.png

Sending Custom Confirmation Emails

  1. Create an Email in Hubspot to send out to registrants. In the main body of the email, click Insert > Personalization Token.
  2. Choose Contact for the Category and choose Webinar Join Link for the Token.
  3. You should now see the URL for the Webinar, this will not necessarily be a link. In order to make this a link, you will need to change the source code.
  4. Click the </> button to edit the source.
  5. You should see code that looks like:

    {{contact.webinar_joinlink}}

  6. Change this to
    <a href=”{{contact.webinar_joinlink}}”> {{contact.webinar_joinlink}} </a>
  7. To test out the link, click Review. 
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