Fix Common Zoom Webinar Sync Errors in Hubspot

When you connect Zoom Webinars to Hubspot, you expect new registrations and attendee data to sync automatically. Sometimes, though, sync errors appear and important contact information does not update as planned. This guide walks you through the most common Zoom webinar sync errors, how to diagnose them, and the exact steps to resolve each issue.

The steps below are based on the official integration behavior and will help you keep webinar data accurate, clean, and ready for reporting and automation in your CRM.

How the Hubspot and Zoom Webinar Sync Works

Before you troubleshoot, it helps to understand how Zoom webinar data flows into your CRM.

• Contacts register or join a webinar via Zoom.
• Zoom sends registration and attendance events to the connected app.
• The integration creates or updates contacts based on email and webinar details.
• Properties, lists, and workflows can then use that webinar data.

When any part of this flow breaks, you may see missing registrations, outdated attendee counts, or errors about custom questions or permissions.

Check Basic Zoom and Hubspot Integration Settings

Start by confirming that the integration between Zoom and your CRM is set up correctly.

1. Confirm the Zoom account connection

1. Log in to your Zoom account as an admin.
2. Open the Zoom App Marketplace and locate your CRM app listing.
3. Confirm the app is installed and authorized for the correct user or account.
4. If needed, re-authorize the app to refresh permissions.

If the app is removed or disabled on the Zoom side, syncs will fail and webinar data will no longer reach your CRM.

2. Verify integration permissions

The integration requires specific scopes in Zoom to read webinar and registrant data. If permissions were changed, revoked, or limited, syncing can stop.

• Review app permissions in the Zoom Marketplace.
• Ensure webinar access and contact-related scopes are still granted.
• Update scopes and reauthorize if your organization recently tightened security settings.

Common Zoom Webinar Sync Errors in Hubspot

Once you confirm the connection, you can focus on the most common error patterns that affect Zoom Webinars.

Hubspot webinar not appearing in the integration

Sometimes a Zoom webinar does not show up in your CRM at all.

Check these items:

• Verify the webinar is created under the same Zoom user that installed the integration.
• Confirm the event is a Zoom Webinar and not a regular Zoom Meeting, if your integration only syncs webinars.
• Check that the webinar is scheduled for a current or future date and is still active.

If the webinar was created under a different Zoom user, you may need to either:

• Install and authorize the integration for that user, or
• Transfer webinar ownership to the connected user in Zoom.

Registrants not syncing from Zoom to Hubspot

One of the most visible issues is when new registrations in Zoom do not appear as contacts or do not update existing records.

Use this checklist:

1. Confirm the registration type is set to collect email in Zoom. The integration relies on a valid email address.
2. Check for typos or invalid email formats in registrant data.
3. Ensure the webinar is connected to the integration and not excluded by filters or user scope.

If a registrant already exists as a contact, the sync usually updates the existing record rather than creating a duplicate. Duplicate handling rules in your CRM settings may also impact the final result.

Attendee and no-show status not updating in Hubspot

Sometimes registrations sync, but actual attendance data does not. This impacts follow-up workflows and performance reporting.

To resolve this:

• Allow several minutes after the webinar ends for Zoom to finalize reports.
• Check if the webinar ended correctly in Zoom and that attendance data exists in the Zoom reports section.
• Verify that webinar reporting in Zoom is enabled for the same user tied to the integration.

If attendance still does not update, try re-syncing the webinar by disconnecting and reconnecting it within your integration settings, then monitoring the next event for correct behavior.

Resolving Custom Question Sync Errors in Hubspot

Many teams add custom registration questions to collect more context about each registrant, such as role, company size, or interests. These fields can cause sync issues when the formats do not align.

Match custom questions to CRM properties

For custom registration questions to map correctly, their structure must match the target properties in your CRM.

1. Open your webinar registration settings in Zoom.
2. Review each custom question type (single answer, multiple choice, short answer, etc.).
3. In your CRM, check that the mapped property has a compatible field type.
4. Adjust either the Zoom question format or the property type so they align.

If Zoom sends a list of choices but the property expects free text, or if a multi-select maps to a single checkbox, sync conflicts can prevent data from saving.

Handle required questions carefully

If a required custom question does not have a proper mapping, Zoom may still collect the data, but the integration will not know where to store it.

• Mark only the fields that you can safely map as required.
• For optional insights, consider mapping them to non-required properties.
• Test registration using a sample email to confirm all fields sync as expected.

Permissions and Access Issues Between Zoom and Hubspot

Permission conflicts are another frequent cause of sync failures.

Zoom user vs. account-level access

The user who installs the integration must have adequate permissions to view webinars, registrants, and reports.

• If you changed Zoom roles, confirm that the integration user still has webinar privileges.
• If webinars are scheduled by multiple users, ensure the integration has access to their events or standardize creation under one account.

CRM user permissions and lists

Within your CRM, user and list permissions can also affect how webinar data is displayed and used.

1. Check if the user viewing the data has access to all relevant contact records and properties.
2. Confirm that lists or workflows based on webinar properties are shared appropriately.
3. If your CRM is partitioned, make sure webinar-related properties are visible across the required teams.

Best Practices to Keep Your Hubspot–Zoom Sync Stable

Once you fix the immediate issues, follow these practices to minimize future problems.

• Design a standard webinar creation process under consistent Zoom users.
• Document all custom question mappings and review them any time you change your form.
• Run a test registration before each major webinar to confirm the sync works.
• Monitor post-webinar attendance and compare Zoom reports with CRM lists.

When you need more advanced strategy or integration help, consider consulting a specialized CRM and marketing operations partner such as Consultevo.

Where to Find Official Zoom and Hubspot Sync Error References

This article summarizes the most common errors and fixes, but integration behavior can evolve. For the latest, always review the official support material for the Zoom integration.

You can read the full reference on troubleshooting Zoom webinar sync issues here: official Zoom webinar sync error guide.

By routinely checking integration settings, aligning custom question mappings, and verifying permissions on both sides, you can keep your Zoom and CRM webinar data synchronized and reliable for every campaign.

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