Setting up the Hubspot Integration

As part of the HubSpot legacy integration, you can automate the registration process for Zoom Webinars, as well as create customized branded reminders and customized confirmation emails that invite participants.

Note: In the Zoom Marketplace, Zoom for Hubspot is now available for purchase. If you wish to set up a new integration, you should use the Marketplace app. For more information, see the Hubspot Marketplace integration.

Prerequisites

• You must be a Zoom Webinars Licensed user (500, 1000, 3000, 5000, 10000, or 50000) to use Zoom webinars.
• HubSpot accounts do not allow you to participate in Zoom webinars.
• You will need both HubSpot and Zoom access to participate.

How to configure the Hubspot API Key on Zoom

1. After you log into your HubSpot account, select Account Menu > Integrations from your HubSpot Dashboard in order to access your Integrations page.
   
2. Click Get Your HubSpot API Key from the left-hand side panel.
   
3. Click View Key.
   
4. Make sure that the API key is copied.
5. Log in to your Zoom website and visit the Integration page.
6. On the HubSpot Integration page, click the Configure HubSpot button.
7. Then, paste the API key that you obtained in step 3.
8. Click on Save Changes.
   

Schedule a webinar

1. Set up an event for people to register for a webinar. Read more about creating an event for people to register online.
2. In order to use the webinar ID on a later date, it is important that you copy it once the webinar has been scheduled.
   
3. On the right-hand side of the screen, there is a section called Invite Attendees that you can edit. If the option Automatically Approve is selected, you can edit it. When you are finished editing, click Save All.
   
4. In the Email Settings section, go to the Email Send To Registered Users section and click Edit next to Send Confirmation Email to Registrants: Send Upon Registration. If you do not wish to send confirmation emails to your registrants, you should uncheck the option.
   Note :The default setting for this setting should be left as is if you do not want HubSpot to automate the emails and you would prefer that Zoom send the confirmation email.
   

Configure the Workflow

1. Click on Contact > Workflows from the HubSpot menu.
2. Select the Campaign you would like to create a workflow for.
   
3. All the desired activities can be added in this section.
4. Just add an action and choose the Trigger a Webhook option.
   
5. POST should be selected as the HTTP method and there will need to be a Webhook URL entered. The URL should be formatted as https://zoom.us/hubspot/webhook? webinar_id=[WebinarID]webinar_id=[WebinarID]webinar_id=[WebinarID] Note:
6.  The webinar ID should be replaced by the webinar ID from Step 2b and you should remove all hyphens from the webinar ID,
7. select another action and choose Delay as the default action. Delay the action for a period of 5 minutes. There will be a delay to make sure that the unique Join Link to the contact information page of each registrant has been included correctly.
   

Testing the Workflow

1. Select an existing Contact and then click on the Test link.
   
2. Once you have logged into your account, select the Webinars option.
3. Once you have selected the webinar you wish to attend, click on its name.
4. Verify that the registrant appears for the Manage Attendees section by scrolling down to the section called View and clicking on it.
   
5. Afterwards, go to HubSpot for the Contact to view the contact’s information.
6. From the View All Property page, click on the Webinar Join Link button. Ensure the URL for your unique webinar join link is entered here.
   

Sending Custom Confirmation Emails

1. In order to send out an email to the registrants, you will need to create one in Hubspot. Please make sure that you click the Insert > Personalization Token button within the main body of the email.
2. Please select Contact from the category list and Webinar Join Link from the Token list.
3. Regardless of whether or not this is a link, you should now see the URL of the webinar. You will need to change the source code of the page in order to make it a link.
4. To modify the source code, click the */> button.
5. When you click the button, you should see the code as follows:{{contact.webinar_joinlink}}
6. Change this to
   <a href=”{{contact.webinar_joinlink}}”> {{contact.webinar_joinlink}} </a>
7. To test out the link, click Review.