Using the Zoom for Marketo App

This post was most recently updated on July 28th, 2022

In order to generate Marketo leads from Zoom Webinar attendees, you will be able to use the Zoom for Marketo integration. Also, Marketo provides users with the option of signing up for webinars.

A Zoom administrator must be present for the integration to be enabled, however, he or she is not required for the integration to be used. In order for non-admins to be able to use the integration, the following steps need to be followed.

  1. Admins create Zoom LaunchPoint services on Marketo through the Zoom admin’s interface
  2. Users who are not Zoom administrators are able to use the integration if they are Zoom admins

The following topics are covered in this article:

  • How to add the Marketo app
  • Marketo for Zoom Webinars
    • Limitations for the Zoom for Marketo app with Webinars
    • Creating a Zoom LaunchPoint Service
    • Adding Marketo to Zoom Webinars
    • Connecting your Webinar to your Marketo event
    • Webinar settings used by Marketo
    • Confirmation Email, Registration Form, and Flow settings
      • Confirmation Email
      • Registration Form
      • Flow
    • Zoom Webinars + Marketo Data security
  • Marketo for Zoom Events
    • Adding Marketo to Zoom Events
      • Adding Marketo for the first time
      • If Marketo has already been added
    • Connecting your Zoom Event to your Marketo event
    • What Zoom Events information is shared with Marketo?
    • Zoom Events + Marketo data security

Prerequisites for using the Zoom for Marketo app

  • Ensure Marketo accounts have Zoom integration enabled (refer to Zoom app on Marketo LaunchPoint for details) – Only available for webinars
  • Admin permissions have been granted to a Marketo user
  • In order to activate Zoom Pro, you need to have the Webinar add-on, or you need to have the Zoom Events license
  • An administrator or a role with the following privileges is required to be a Zoom user:
    • In the “Users” section, click on the “Edit” button.
    • Check out the “Usage reports” in the “Usage reports” section
    • The “Integration” section should be edited as follows:

Note:

It is necessary for you to schedule a 1-time Webinar in Zoom before making use of the Zoom Webinar for Marketo integration. At this time, it is not possible to schedule repeating webinars in Zoom. The following article will provide you with more information on how to schedule a webinar. Additionally, you will have to create a New Event Program in Marketo in order to be able to track engagement along with setting the appropriate flow actions within the program.

How to add the Marketo app

  1. You will be able to access the Zoom App Marketplace once you have opened it.
  2. The Marketo app can be found at the top of the page by searching for it in the search bar.
  3. On the left side of the screen, click Marketo.
  4. Please click the Allow this app to be used toggle at the bottom of the screen.
  5. Select one of the following radio buttons to grant Marketo access to your account:
    • Your account has the following users: All users who are part of your account will be given access if you choose to grant access to them all.
    • Your account may be used by a specific user or group of users: Adding users or user groups to your access list allows you to only grant access to those users or user groups.
    • There is a dedicated support article on the topic of pre-approving apps for specific users or groups that contains more information about how to do so.
  6. If you would like to add a site, please click on Visit Site.
  7. Marketo can be used in a variety of ways based on your preferences.
    • To learn more about how Marketo can be used with Zoom Webinars, click on the View Instructions button.
    • The easiest way to get started with Marketo and Zoom Events is to click on Add Now.

Marketo for Zoom Webinars

Limitations for the Zoom for Marketo app with Webinars

  • Do not copy or clone a Marketo event used for a different vendor or for the “old” Zoom-Marketo integration if it was already used for a different vendor. If you are creating a “new” Zoom integration event, please copy it from an existing “old” Marketo event or create it from scratch.
  • A non-administrator Zoom user should not be used to create the Zoom launch point service in Marketo if an admin Zoom user has been used to create it. The integration will be broken if you do so.
  • After users have registered for the webinar, it is very important that you do not change the date or start time of the webinar at this point. The attendance data can be inaccurate as a result of doing so.

The Zoom launch point service in Marketo will indicate API errors if an event or webinar has been created but has not been launched as a result of an API error.

Creating a Zoom LaunchPoint Service

Note: In order to use this integration, you do not need to install anything or sign in to your account. In order to enable this feature, you will need to ask your Marketo administrator to enable it in the feature manager.

  1. Make sure that you are logged into your Marketo account as an administrator
  2. On the top navigation pane, click on the Admin tab.
  3. LaunchPoint can be found on the left side of the screen.
  4. Create a new service by clicking on the New Service button.
  5. The name of the service should be entered here.
  6. Choose Zoom from the list of service providers that are available to you.
  7. In order to access Zoom, click on the Log In button.
  8. The Zoom webinar will be hosted by a Zoom account that you will need to enter your Zoom credentials for.
  9. If you would like Marketo to have access to the information you have specified, please click Allow.
  10. Save the changes by clicking the Save button.

Important: For each Zoom account, there should only be one Zoom Launchpoint created and used for the account. Additional Zoom Launchpoint services that are created will invalidate existing Zoom Launchpoint services and will cause any programs associated with the integration to not be able to work properly.

Adding Marketo to Zoom Webinars

In the default setting, only webinars that have been created by the Zoom admin that created the Zoom LaunchPoint Service will be visible for use with the Zoom LaunchPoint Integration for Zoom. As part of the integration configuration, a user must be specified that is able to view webinars created by other users in order for that to happen.

Note: The integration will not make it possible for users to access webinars owned by any other users. The integration will not be able to display meetings owned by any user and will not be able to view meetings owned by others.

  1. You can access the Marketo Marketplace by clicking on the link below.
  2. Click the Configure button in the Manage section of the page.
    Note: A Zoom LaunchPoint service cannot be configured in Marketo until an administrator has created a Zoom LaunchPoint service in Marketo. The Configure option will also only be available to the administrator of the LaunchPoint service who created the service in the first place.
  3. There is no need to enter the email addresses of all Zoom users (up to a maximum of twenty) who will be able to access the integration.

Connecting your Webinar to your Marketo event

  1. Choose the event that you would like to attend.
  2. You will then be able to choose Event Settings by clicking the Event Actions button.
    Note: There must be a webinar channel type selected for the event that has been selected.
  3. In the Event Partner section, you will be able to choose Zoom as your partner.
  4. If you want your event to be associated with a Zoom account, you will be prompted to choose one.
  5. Choose the Zoom Webinar that you want to participate in from the list under Event.
  6. Save the changes by clicking on the Save button.
    Syncing your Zoom webinar with your event has now been completed.
    Note: The following fields will be sent over from Marketo to the CRM: First Name, Last Name, and Email Address.

Webinar settings used by Marketo

According to the default configuration of Marketo, the following settings are used and displayed by default:

  • Title and Description
    • Topic – Name the webinar by entering the name you would like it to be called. Marketo will be able to view this name in the user interface.
    • Description (optional) – Describe the webinar in the description field. Marketo will make it possible for you to view the description.
  • Date & Time
    • Start date – You will need to enter the date on which you wish to start. Marketo will be able to view this in the future.
    • Start time – Please enter the time when you would like to start. Marketo will be able to view this information.
    • Duration – The duration of the event should be entered. In Marketo, it will be possible to view the start and end times for each event.
    • Time Zone – Choose the appropriate time zone according to the location you are in. It will be possible to view this in Marketo once it has been created.
    • Recurring Webinar – Uncheck this box and keep it unchecked.
  • Registration
    • Registration – You can make the registration process mandatory by checking the “required” box. In order to capture registration information that will be sent to Zoom, a Marketo form/landing page will be used to capture that information.
    • Note: For Marketo registrations to be allowed, this box must be checked.
    • No registration – The webinar join link will be accessible on your webinar settings page if you do not want your webinar participants to register for your webinar. All participants can be sent the same link if you wish to do so.

Note: The registration process should be conducted from a Marketo landing page in order to be able to track and perform campaign actions on registrants. Marketo will not be able to sync any registrations made from Zoom landing pages.

Confirmation Email, Registration Form, and Flow settings

Confirmation Email

It is important that you put the following token, [[member.webinar url]], into the email that you are sending to each registrant so that the Zoom join link will appear in the confirmation email.

To ensure that people who register and who may be unsubscribed still receive their confirmation emails, set your confirmation emails to operational for those registering and may become unsubscribed in the future.

Note:

It is only necessary to add the registration URL token once you have added the registration URL token. It does not require any additional configuration on your part.

Registration Form

It is recommended that the registration form be filled out at a minimum with the following fields:

  • First Name
  • Last Name
  • Email

Flow

When the New Status of the program is set to Registered, those who signed up for your webinar will be sent to Zoom via the flow step Change Program Status when they sign up for your webinar. This person will not be pushed over by any other status. You should also make sure that you set the first flow step to Change Program Status and the second flow step to Send Email so they can be run simultaneously.

Zoom Webinars + Marketo Data security

There are several types of information from your Zoom account that this app accesses and uses:

  • Upcoming webinars: The webinars that can be associated with an event are displayed on the Marketo event configuration screen for the event administrator to see.
  • Detailed information about the webinar (ID, name, description, start time, time zone, and end time) can be found below: In order to configure and operate the Marketo event associated with this key, you will need to specify this key.
  • Attendees and absentees of the webinar (firstname, lastname, e-mail, company, phone number) are listed below: The information associated with each webinar attendee and absentee will be linked to a Marketo event once the webinar has been completed.

From your Marketo account, the following information will be received and used by this app:

This data is used to register users to Zoom webinars by providing them with their email address, first name, last name, organization, and phone number.

Marketo for Zoom Events

Adding Marketo to Zoom Events

Adding Marketo for the first time

You will need to configure the following settings in order to integrate the Marketo app with Zoom Events after selecting to use the Marketo app with Zoom Events:

  1. Click on the Allow button after reading the details of how Marketo will be accessing and managing your data.
  2. Enter the following information in the Zoom Events Setup page:
    • The URL of the Marketo endpoint is as follows: The URL of the endpoint that Marketo customers can use to get access to the service is the endpoint URL.
    • Client ID: In the case of your application, the Client ID is the public identifier that identifies it.
    • Client Secret: The Client Secret is used for the authentication of the application and to make API requests to the LinkenIn APIs by means of the application.
  3. Save the changes by clicking the Save button.

If Marketo has already been added

  1. You will be able to access the Marketo Marketplace by logging in.
  2. Select Configure from the Manage section on the left hand side of the page.
  3. Enter the following information in the Zoom Events Setup section:
    • Marketo Endpoint URL: Marketo customers have access to the service by using the endpoint URL of the Marketo API.
    • Client ID: In order for your application to be identified publicly, you must have a Client ID.
    • Client Secret: In order to make requests to LinkenIn’s APIs, the Client Secret is used as a form of application authentication.
  4. Please click on the Save button to save your changes.

Connecting your Zoom Event to your Marketo event

In order to make Marketo work with Zoom Events, your account administrator must integrate the app for the app with the Zoom Events account first. Then, Marketo can be configured to automatically sync the registrations and attendance information of events with Zoom Events.

Please note that: Marketo needs to be set up with a folder for Zoom Events data to appear in before you are able to connect your Zoom Event to the platform. If a folder has not been created, you won’t be able to connect your Zoom Event to Marketo. Whenever a Zoom Event is synced with Marketo, a folder and subfolders will be created automatically in this folder with all of the Zoom Events subfolders.

For Marketo to sync registration and attendance information from an event, you will need to follow the following steps:

  1. Join Zoom Events by signing in with your Zoom account.
  2. To manage your account, click Manage in the upper-right corner of your screen.
  3. In order to integrate Marketo with an event, click the ellipsis , then click Integrations in order to select the Marketo tile from the Configured Apps tab, and then click on the Configure button. Tab and in the Marketo tile, click Configure.
  4. After creating the Marketo folder, click the Connect button under the folder name that you want to connect with.
  5. Once Marketo has been connected, click the drop down menu under Add Upcoming Events after Marketo has been connected.
  6. In order to have your event appear in the Marketo folder, you need to click the name of the event that you wish to appear there.
  7. It is also possible to select another event from the drop-down menu in the Marketo folder by clicking the name of that event in the drop-down menu.
  8. Add the item to your cart by clicking the Add button.
  9. If you would like to enable a program name to appear after each session in the Marketo folder that is connected to the event name(s) you added, click the toggle to the right of the event name(s).

What Zoom Events information is shared with Marketo?

  • When you have created and connected your Marketo folder to the configuration list and added upcoming events to it, the following steps will be taken:
    • A folder for events and a program for events are set up as follows: When you select and add upcoming events, one of these folders will be automatically created for each event when the event is selected and added.
    • Session Program: During the course of each session, session programs will be automatically generated, which will contain the attendance data specific to each session.
  • Real-time data about registrations (names, email addresses) is sent from Zoom Events to Marketo as soon as they are received.
  • When a session is completed, Zoom Event sends attendance data (names, emails, event attendance status, and attendance status for an individual session) to Marketo, so that we can analyze and report on our event attendance.

Zoom Events + Marketo data security

The following information about your Zoom Event will be accessed and used by this app:

  • Upcoming events connected to Marketo: The title of the folder or program in Marketo is displayed.
  • Session details names and dates: The name of the program will be displayed in the program title in Marketo.
  • Event registration: When registration updates are made to a Marketo event program, the names and e-mail addresses associated with the event are updated.
  • Event attendance details: Upon the completion of every session, Marketo will report on the names, emails, attendance status of markets that are associated with a particular event or session program, and attendance status for each of the sessions within the event.
  • Event details: In addition to the event ID and session titles that are associated to a specific Marketo event after a session has ended, there are also start times associated with the event.