Setting up the Hubspot Integration
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The Legacy HubSpot integration allows for a quick way to automatically register attendees to Zoom Webinars, create customized branded reminders, and customize registration confirmation emails.
Note: Zoom for Hubspot is now available in the Zoom Marketplace. If setting up a new integration, use the Marketplace app. Learn more about the Hubspot Marketplace integration.
This article covers:
- How to configure the Hubspot API key on Zoom
- Schedule a Webinar
- Configure the Workflow
- Testing the Workflow
- Sending Custom Confirmation Emails
Prerequisites
- A Licensed user with the Zoom Webinars Add-on (500, 1000, 3000, 5000, 10000, or 50000)
- A HubSpot account
- Admin Access for both HubSpot and Zoom accounts
How to configure the Hubspot API Key on Zoom
- Login to your HubSpot account and from the HubSpot Dashboard, choose Account Menu > Integrations.
- On the left panel, click Get Your HubSpot API Key.
- Click View Key.
- Copy the API Key.
- Login to the Integration page of your Zoom web portal.
- Click Configure for HubSpot.
- Paste the API Key from step 3.
- Click Save Changes.
Schedule a webinar
- Schedule a webinar with registration on. Read more about scheduling a webinar with registration on.
- Once you have scheduled your webinar, copy the webinar ID for use on a later step.
- Scroll down to the Invite Attendees section and click Edit on the right. Make sure Automatically Approve is selected. Once confirmed, click Save All.
- 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.
Configure the Workflow
- Login to HubSpot and choose Contact > Workflows.
- Create a new Workflow for your Campaign.
- Add any desired actions.
- Add an Action and choose Trigger a webhook.
- 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 and remove all hyphens from the webinar ID, eg. https://zoom.us/hubspot/webhook?webinar_id=123456789 - 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).
Testing the Workflow
- Click the Test link and choose an existing Contact.
- Login to your Zoom account and select the Webinars page.
- Click on the name of the webinar you've scheduled.
- Scroll down to the Manage Attendees section, click View, and verify that the registrant appears.
- Return to HubSpot and view the Contact’s information.
- Click on View All Properties and scroll down to Webinar Join Link. Make sure this is populated with the unique join link.
Sending Custom Confirmation Emails
- Create an Email in Hubspot to send out to registrants. In the main body of the email, click Insert > Personalization Token.
- Choose Contact for the Category and choose Webinar Join Link for the Token.
- 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.
- Click the </> button to edit the source.
- You should see code that looks like:
{{contact.webinar_joinlink}}
- Change this to
<a href=”{{contact.webinar_joinlink}}”> {{contact.webinar_joinlink}} </a>
- To test out the link, click Review.
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