Using the Zoom Events for HubSpot integration

The Zoom Events integration with HubSpot syncs important registration, attendance, and engagement data that can be used for different marketing and sales activities. The HubSpot integration allows you to:

Requirements for using the Zoom Events for HubSpot app

Table of Contents

How to add the Zoom Events for HubSpot app to your Zoom account

Add the Zoom Events for HubSpot app to your Zoom account as the account admin

  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
  2. Access the Zoom App Marketplace, using your admin account.
  3. Search for the Zoom Events for HubSpot app.
  4. In the search results, click the Zoom Events for HubSpot app.
    The Zoom Events for HubSpot app page will appear.
  5. In the top-right corner of the page, click Add.
  6. On the app description page, review the permissions, requirements, and details of the app. When you're ready to install the app, click the Allow button.
    You will be prompted to sign into HubSpot.
  7. Sign in to HubSpot with your account credentials.
    Once you're signed in, you will be asked if you want to give the Zoom Events for HubSpot app access to your HubSpot account.
  8. Review the scopes of the app, then click Choose Account.
    Once accepted, you will be taken to the success page, which will display that the app has been installed successfully.
  9. Click Configure Events.
    You will be directed to the HubSpot configuration page.

Note: The Zoom admin who installed the Zoom Events for HubSpot app must be added as a hub host for related hubs or have the Zoom Events APIs Management control in the Zoom account user roles in Zoom Events. If the admin is not added as a hub host for those hubs, the app will not sync with the appropriate events.

Add the Zoom app to your HubSpot account

Note: If you followed the above steps, this action should have been completed automatically.

You can also add the app manually by following these steps:

  1. Sign in to your Hubspot account.
  2. In the top navigation bar, click the Marketplaces icon, then click App Marketplace in the dropdown.
  3. In the search bar, search for the Zoom Events app.
  4. Review the app details and read the setup guide.
  5. When you're ready to install the app, click the Install App button.
    A similar installation process will start.
    Note: You may be prompted to sign in to Zoom if you're not already signed in, and follow the instructions to complete the installation.

Once completed, you will be taken to the success page, which will display that the app has been installed successfully.

Grant HubSpot user-level access

Account owners and admins can grant permission to additional users under their Zoom account to use the HubSpot integration by adding the users to an allow list.

  1. Add HubSpot to your Zoom account.
  2. Access Zoom App Marketplace, using your admin account.
  3. Access the Zoom Events for HubSpot app page.
    the Zoom Events for HubSpot app page will appear.
  4. Under the Manage section, to the right of Configuration, click Configure.
    You will be directed to HubSpot's configuration process.
  5. Under User Email, enter users' email addresses, then click Add.
    The (non-admin) users under your Zoom account will appear under Added Users and can configure the HubSpot integration for each Zoom Event.
  6. (Optional) Under Added Users, click Delete to remove the user.

You can change the following settings at any time by clicking Configure on the Zoom Events for HubSpot app page on Zoom App Marketplace.

How to use Zoom Events with HubSpot

When an event is published in Zoom Events, that event will automatically create a corresponding marketing event in HubSpot with the same name. In the marketing event, details about the registrants are added, and the registrants' status is updated based on their attendance.

Note: If a registration comes from an external marketing form or workflow, that registrant will automatically be granted guest join authentication.

Additionally, in the HubSpot configuration table, the Triggers column displays a count of how many triggers are created for that Zoom Event. The table is populated with all the published events associated with the account. After triggers are added, saved, or deleted, the number will update accordingly in the Triggers column. This feature allows hosts to easily see which events have saved triggers when they look at the event list.

Register contacts from a HubSpot workflow action

  1. Create a HubSpot workflow.
  2. Click the + sign in the workflow and add the action step:
  3. Review and publish the HubSpot workflow.

Contacts will move through the workflow, based on the workflow setup. Once contacts reach the action step, they will be automatically registered for the corresponding event with the chosen ticket. Single-session and recurring session events only have one ticket ID.

Contacts registered from the HubSpot workflow will receive emails from Zoom Events by default, such as confirmation emails and reminders. These emails can be updated or turned off using email configurations in the Zoom Events application.

Add Zoom Event attendees to HubSpot workflows with triggers

  1. Create a HubSpot workflow.
  2. Leave the generic Contact enrollment trigger at the top of the workflow.
    The HubSpot triggers will be managed separately on the Zoom Events configuration page.
  3. Open the Zoom Events/HubSpot configuration page.
    This page can be found in the Zoom Event’s Integrations tab or by accessing this page directly.
  4. Click Configure.
    A new page will open, and a table will display all published events automatically with details of the event name, event ID, start date, and end date. Each row of the table corresponds with a published Zoom Event.
  5. To create workflow triggers, click Configure, then click the Add Workflow dropdown.
    A list of all published HubSpot workflows will appear.
  6. In the dropdown, select a workflow and choose the trigger action in the second dropdown.
    Note: Attendance will be selected by default. The other options are Registration and No Show.
  7. Click Save.
    Note: You can create up to 5 workflow triggers per event.

For any trigger that the contact does not already exist in HubSpot, they will be created as a new contact and enrolled in the connected HubSpot program.

Registered trigger

Once a contact has registered for the event, they will automatically be enrolled in the connected HubSpot workflows. Registration can come from any source including Zoom forms, pre-registration in Zoom Events, and so on. Registration is instant.

Attended trigger

In Zoom Events, once a contact attends their first event session, they will automatically be enrolled in the connected HubSpot workflows within 1 hour.

No Show trigger

After the single-session, multiple-session, or recurring sessions event ends, contacts who registered but did not attend will be added to the mapped HubSpot workflows as no-shows within an hour of its ending.

Send unique join link to HubSpot contact field

The unique join link for registrants will be automatically populated to a contact field called Zoom Event Join Link. This join link is uniquely tied to that contact’s email and will be guest join authentication. This join link will be sent through the Zoom confirmation and reminder emails if those are enabled. This join link can be added to HubSpot emails for custom communication using HubSpot emails.

Note: The field will be created automatically the first time a contact registers for an event after the integration is installed. Do not create that field manually or alter it.

Additionally, the Zoom Event Join Link contact field will be updated and overridden each time a contact registers for a different event.

Map and sync registration data to HubSpot contacts

Event organizers can map all registration fields (system and custom) and allow them to flow into HubSpot automatically through the integration. All registration data will flow from the Zoom registration form to a HubSpot contact registering for an event.

  1. Open the Zoom Events/HubSpot configuration page.
    This page can be found in the Zoom Event’s Integrations tab or by accessing this page directly.
  2. On the configuration page, click the Field Mapping tab.
    A two-column list with the Zoom Events fields and HubSpot fields will appear.
    All Event Fields will be pre-mapped to corresponding HubSpot fields. Fields can be added or updated.
  3. Under Event Fields, click the dropdown menu to select a Zoom Events registration field.
  4. Under Sync to HubSpot Fields, click the dropdown menu to select a HubSpot field.
  5. (Optional) Click + Add Field to add more fields.
    When you're finished adding and mapping fields, click Save.

Notes:

Sync session data to HubSpot custom objects

Zoom Events can sync session engagement data to a HubSpot custom object. HubSpot custom objects are flexible and make it easy to extend the contact profile with useful data such as attendance, Q&A, and poll responses.

The integration will automatically create a new custom object called Zoom Events Sessions after the Zoom Events/HubSpot integration has been installed and the first session or event has ended.

You can verify if the object exists by:

  1. Click the gear icon.
  2. Scrolling to the objects menu.
  3. Click Custom Objects to verify.
    The object will be called Zoom Events Sessions.

In the Zoom Events configuration page, select the following checkbox: Sync event and session data. This will automatically create custom object records and populate them with a contact’s engagement from each session. If you don’t want custom objects generated for a session, deselect the checkbox. Records will not be generated.

The custom object will have the following engagement data written to it from Zoom Events:

All the Event Attendee objects will be linked to HubSpot contacts with the contact email address. Custom object records are generated per attendee per session; so, if a contact attends 5 sessions, they will receive 5 separate records, each populated with related in-session engagement data for the webinar or meeting.

Zoom Events custom objects can be used in lists and filters, personalization, reporting, and HubSpot workflows and automations. They can also be useful in scoring and sales-related tasks.

Create and use linked HubSpot Marketing Events

HubSpot Marketing Events are a useful way to represent an event-based marketing initiative. Zoom Events can automatically create a corresponding Marketing Event with a published Zoom Event.

  1. In the Zoom Events configuration page, select the Sync event and session data checkbox.
    This will automatically create a corresponding Marketing Event containing basic event details, registrations, cancellations, and attendees.

View the data populated to the HubSpot marketing event:

Updates to the event will automatically update the HubSpot Marketing Event. View the event to see linked contacts who are registrants, cancellations, and attendees. Membership in a marketing event can be seen on the contact profile under Activities.

Zoom Events information shared with HubSpot

Zoom Events + HubSpot data security

This app accesses and uses the following information from your Zoom Event: