Hubspot Zoom webinar setup guide

Using Hubspot with Zoom webinars helps you capture leads, track engagement, and automate follow-up from one central CRM. This guide walks you through connecting Zoom, enabling webinar sync, and using registration and attendance data inside your portal.

What you need before connecting Hubspot and Zoom

Before you turn on the integration, confirm you have the right permissions and features in both tools. The way Hubspot works with Zoom webinars depends on your subscription level.

An active Zoom account with the Zoom Webinars add-on or Zoom Events, if you plan to run webinars.
For Hubspot, a CRM account with permission to install apps from the App Marketplace.
Access to the email address linked to your Zoom profile, because the integration uses that user for configuration.

You should also review how you want webinar contacts to be created, updated, and segmented in Hubspot so you can configure lists and workflows later.

How to connect Zoom to Hubspot

Use the Zoom app from the marketplace to connect once for your account. After connection, you can manage webinar settings directly inside your portal.

Sign in to your Hubspot account as a user with permission to connect apps.
Open the App Marketplace and search for the Zoom integration.
Select the Zoom app, then click the button to connect your Zoom account.
Log in to Zoom in the popup window and authorize access. Make sure you accept the requested scopes so webinar data can sync to Hubspot.
Return to your account and confirm that Zoom is listed as a connected app in your integrations settings.

Once connected, Hubspot will start using Zoom data based on the options you configure for meetings and webinars.

Enable Zoom webinar syncing in Hubspot

After the basic connection is set up, you must enable webinar sync so that registrations and attendance are pushed into Hubspot objects.

In your account, go to Settings > Integrations > Connected apps.
Select the Zoom app to open its detailed settings.
Locate the webinar section of the integration panel.
Turn on the option to sync Zoom webinars with Hubspot.

When webinar sync is enabled, the integration can create or update contacts when people register or join sessions hosted through Zoom Webinars or appropriate Zoom Events configurations.

How Hubspot creates and updates contacts from Zoom webinars

The integration follows consistent rules to create and update records. Understanding these rules is essential for accurate reporting in Hubspot.

Contact creation from webinar registration

When someone registers for a Zoom webinar that is synced, the integration checks for an existing contact. The matching and creation flow is:

If a contact already exists in Hubspot with the same email address used for webinar registration, that contact is updated with webinar data.
If no contact exists with that email address, a new contact is created automatically.
The new contact is associated with the webinar activity so you can segment by registration and attendance later.

New contacts created in this way appear in your contact list with source data that indicates the Zoom integration.

Syncing webinar status and attendance in Hubspot

Zoom sends updates for the status of each registrant and attendee. The integration then updates records in your CRM.

Registration events: contacts are marked as registered for the specific webinar.
Attendance events: contacts who join the live session are marked as attended.
Absence: contacts who registered but did not attend can be segmented using webinar status properties or activities.

You can use this data to trigger automated emails or workflows, such as sending a recording to people who registered but did not attend, all managed inside Hubspot.

Where webinar data appears inside Hubspot

Once syncing is active, webinar information is available in several locations so your teams can act on it quickly.

Contact timeline in Hubspot

Each contact who interacts with a synced webinar will show new activities on their timeline. Typical Zoom webinar events that appear include:

Registered for Zoom webinar.
Joined Zoom webinar.
Left Zoom webinar.

These activities can be filtered or used by sales and marketing teams to understand engagement levels and follow up appropriately.

Properties and lists based on Zoom webinar data

The integration can update custom or standard properties, depending on how the connector is implemented and configured. You can then use these in:

Active lists that group contacts who registered for a specific Zoom webinar.
Lists that isolate contacts who registered but did not attend.
Lists that show highly engaged contacts who attended multiple webinars synced to Hubspot.

These lists become powerful inputs to nurture sequences, campaigns, and reporting dashboards.

Using Hubspot workflows with Zoom webinar data

Once webinar activities are visible, automation tools in your CRM can respond to them. This lets you scale follow-up without manual work.

Example workflow ideas using webinar data

Send a thank-you email with slides and replay links to contacts who attended a Zoom webinar.
Send a reminder campaign to contacts who registered but have not yet joined a future session.
Create tasks for sales reps when high-value leads attend a webinar, ensuring consistent outreach from Hubspot.

You can build these workflows using triggers based on webinar activities or list membership derived from Zoom data.

Limitations and behavior of the Hubspot Zoom integration

The integration is optimized for standard webinar use cases. Some data types and edge cases may not sync the way you expect, so plan accordingly.

Certain Zoom meeting or event types may not sync as webinars if they are not configured with the webinar add-on or proper event structure.
Only webinars owned by the Zoom user who authorized the app, or by specific users allowed by the connector, may appear in the integration panel in Hubspot.
If the same email is used by multiple registrants, data will be associated with a single contact based on email matching rules in your CRM.

Review integration documentation on the original Zoom article for detailed, current limitations.

Troubleshooting Hubspot and Zoom webinar sync

If webinar data is not appearing as expected, you can follow a few basic checks before reaching out to support.

Confirm the Zoom integration is still connected under Settings > Integrations > Connected apps in Hubspot.
Verify that webinar syncing is turned on in the Zoom app settings.
Check that the user who authorized the app in Zoom is the organizer or has access to the affected webinar.
Make sure the webinar is a valid Zoom Webinar or supported event, not a standard meeting without webinar rights.
Review whether the contact email used for registration matches the email in existing records inside your CRM.

If problems persist, compare your configuration with the official instructions at this Zoom webinar integration guide and contact support for your account if needed.

Next steps: optimizing your Hubspot webinar strategy

Once everything is working, you can improve results by pairing clean integration setup with strong marketing strategy.

Align webinar topics with lifecycle stages and segment invitations using CRM lists.
Use lead scoring that incorporates webinar attendance so sales can focus on engaged contacts in Hubspot.
Measure registrations, attendance rate, and influenced deals using dashboards powered by Zoom webinar data.

For more advanced guidance on CRM strategy, automation, and integrations, you can learn from specialists at Consultevo, who focus on data-driven marketing operations.

By connecting Zoom webinars to your CRM, you turn live sessions into trackable, repeatable campaigns. With the integration configured correctly and webinar activities flowing into Hubspot, your teams can automate follow-up, personalize communication, and report on how webinars contribute to pipeline and revenue.

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