How to Connect Zoom to HubSpot: Step-by-Step Guide

Integrating Zoom with your HubSpot account can significantly improve your lead management, meeting scheduling, and customer interaction tracking. By connecting these two powerful platforms, you can automate data entry and gain valuable insights into your business communications. In this step-by-step guide, we'll walk you through the process of connecting Zoom to your HubSpot account, from understanding the benefits to troubleshooting common issues.

Understanding the Integration Benefits

Connecting Zoom to your HubSpot account offers several key benefits that can streamline your lead management and meeting scheduling processes. By integrating these two platforms, you can:

• Automate data entry by syncing webinar registration and attendance details from Zoom to HubSpot
• Enhance customer interaction tracking by viewing Zoom webinar events on HubSpot contact record timelines
• Improve lead segmentation using Zoom properties, such as average webinar attendance duration and total number of webinars attended

This integration eliminates manual data entry, ensuring that your HubSpot contact records are always up-to-date with the latest information from your Zoom webinars. With this valuable data at your fingertips, you can better understand your leads' engagement levels and tailor your marketing and sales strategies accordingly.

Preparing for Integration

Before connecting Zoom to your HubSpot account, ensure that you meet the following prerequisites:

• You must be a super admin in HubSpot and have admin permissions in the Zoom account
• If you have the Business Units add-on in HubSpot, you can connect a unique Zoom account to each business unit
• Your Zoom account must have the Zoom webinar add-on if you plan to use HubSpot and Zoom webinars together

It's crucial to check both HubSpot and Zoom for the latest updates to ensure compatibility. Regularly updating both platforms will help prevent any potential issues during the integration process and ensure a smooth experience when using the connected apps. To further streamline your workflow, consider learning how to automate sales prospecting with our tools.

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Installing the Zoom App on HubSpot

Follow these step-by-step instructions to install the Zoom app from the HubSpot Marketplace:

1. In your HubSpot account, click the Marketplace icon in the top navigation bar, then select App Marketplace.
2. Use the search bar to locate the Zoom (Built by HubSpot) app.
3. Click Install app.
4. In the dialog box, enter your Zoom login credentials, then click Sign in.
5. You'll be prompted to grant permission for Zoom for HubSpot to access your Zoom account. Click Allow.
6. You'll be redirected back to HubSpot, where you'll see Zoom appear under Connected Apps.

To link an individual Zoom user account and configure new contact exclusions, click Zoom in the Connected Apps section. The authorization process is now complete, and your Zoom account is linked with your HubSpot account.

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Configuring Zoom Settings in HubSpot

After installing the Zoom app, you can access and adjust the integration settings within HubSpot to tailor it to your business needs. Here's how:

1. In your HubSpot account, navigate to Reporting & Data > Integrations.
2. Click the Zoom integration.
3. Click the Global settings tab.
4. In the Meetings section, toggle on Sync meeting data to sync all past, present, and future Zoom meetings for all users in the HubSpot account.
5. Choose whether to sync meeting recordings and transcripts for none, all, or selected Zoom users.
6. In the Webinars section, toggle on Sync webinar data to sync webinar data from Zoom to HubSpot.
7. Select whether to sync webinar data for none, all, or selected Zoom users.

You can also manage individual user settings by clicking User settings next to a specific user. This allows you to:

• Sync a user's meeting recordings and transcripts
• Automatically sync data from newly scheduled webinars
• Sync a user's webinar recordings and transcripts

Additionally, you can connect Google Sheets to manage exclusions to prevent certain webinars, meetings, or contacts from being synced based on email domains.

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Utilizing Zoom for HubSpot Campaigns

Zoom webinars and meetings can be powerful tools for your HubSpot marketing campaigns. Here's how to leverage them:

1. Create a new webinar or meeting in your Zoom account.
2. In HubSpot, create a new landing page for webinar registration. Use the Zoom webinar ID in the registration form to automatically add registrants to the Zoom webinar.
3. Promote the webinar through email campaigns, social media, and other channels, driving traffic to the registration page.
4. Set up a workflow in HubSpot to send automated email reminders and follow-ups to registrants and attendees.
5. After the webinar, use the attendance data synced from Zoom to create segmented lists for targeted follow-up campaigns.

For example, you can create a workflow that:

• Enrolls contacts who registered for the webinar
• Sends a reminder email 1 day before the webinar
• Sends a follow-up email to attendees with a recording and additional resources
• Sends a separate follow-up to registrants who didn't attend, inviting them to watch the recording

By integrating Zoom with your HubSpot campaigns, you can automate sales prospecting and create a seamless experience for your audience while gathering valuable data for lead nurturing and sales follow-up.

Managing and Analyzing Meeting Data

Once you've connected Zoom to HubSpot, you can view and analyze your Zoom meeting and webinar data directly within HubSpot. Here's how:

1. Navigate to your HubSpot dashboard and click on "Reports" in the main menu.
2. Under "Analytics Tools," click on "Zoom Integration."
3. Here, you'll see an overview of your Zoom meeting and webinar data, including the number of meetings and webinars held, attendees, and average attendance duration.
4. Click on "Meetings" or "Webinars" for more detailed information, such as individual meeting/webinar performance and attendee engagement.

Analyzing this data can provide valuable insights to refine your marketing strategies and improve engagement. For example:

• Identify which topics or formats drive the highest attendance and engagement to inform future content creation.
• Monitor attendance drop-off rates to optimize meeting length and content delivery.
• Compare webinar registration and attendance rates to gauge the effectiveness of your promotional efforts.
• Use attendee data to create targeted follow-up campaigns and personalized outreach.

By leveraging the data synced from Zoom to HubSpot, you can make data-driven decisions to enhance your marketing efforts and boost ROI.

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Troubleshooting Common Issues

While integrating Zoom with HubSpot is generally a straightforward process, you may encounter some issues along the way. Here are some common problems and their solutions:

1. Zoom webinar attendees not syncing with HubSpot contacts:
   • Ensure that the Zoom user selected in the HubSpot-Zoom integration settings has the necessary webinar permissions.
   • Double-check the webinar ID in your HubSpot workflow to avoid typos.
   • Make sure that the required properties in the Zoom registration form match the corresponding properties in HubSpot.
2. Confirmation emails not sending:
   • Verify that the correct webinar ID is used in the HubSpot workflow.
   • Check that the personalization token for the webinar join link is properly formatted (e.g., "").
3. Integration not working as expected:
   • Review the HubSpot-Zoom integration settings to ensure that the correct Zoom account is connected.
   • Reach out to HubSpot support for assistance if the issue persists.

To maintain a smooth integration, regularly check for updates to both HubSpot and Zoom, and ensure that your integration settings remain properly configured. By proactively monitoring your integration and addressing any issues promptly, you can ensure a seamless experience for your webinar attendees and maximize the benefits of connecting Zoom with HubSpot.

While manually connecting HubSpot to Zoom offers a range of benefits for streamlining communication and data management, automating this process with Bardeen can save even more time and reduce the manual workload. For instance, automating the creation of contacts or tickets in HubSpot from Zoom meetings or webinars ensures that your CRM is always up-to-date with the latest interaction data, without the need for manual entry.

Here are examples of how Bardeen can automate HubSpot processes related to Zoom interactions:

1. Automate HubSpot Contact Creation from Calendly Meetings: This automation directly creates a new contact in HubSpot whenever a meeting is scheduled in Calendly, which is particularly useful after a Zoom call scheduled via Calendly.
2. Create HubSpot ticket: Efficiently manage customer service requests by automatically creating HubSpot tickets from Zoom meeting follow-ups, ensuring every query is tracked and resolved.
3. Sync LinkedIn Emails with HubSpot CRM: Enhance your CRM data by enriching and syncing LinkedIn emails to HubSpot, useful for contacts met through Zoom networking events.

By implementing these automations, you can ensure that valuable insights and interactions from Zoom are seamlessly integrated into HubSpot, streamlining workflows and enhancing data accuracy. Start automating today by downloading the Bardeen app.