How to connect a HubSpot form to your webinar platform

Goal

This guide shows how to automatically register attendees for a webinar when they submit a HubSpot form, using HubSpot Workflows. Creating a seamless experience for both the organizer and the registrant.

In this video

• 00:00 Create workflow and set up trigger
• 01:53 Register attendee using the form submission
• 03:26 Test your workflow

Step-by-step guide

Requirements

• An active HubSpot account with an active professional or enterprise subscription so that you can use Workflows
• A HubSpot form specifically designed for webinar registration (e.g., including name and email fields) - check out this mini-guide if you are new to HubSpot forms
• A webinar platform (e.g., Contrast) that is already integrated and connected to your HubSpot account.
• A webinar already created and scheduled on your chosen webinar platform.

1. Navigate to HubSpot Workflows

• Log in to your HubSpot account.
• In the left navigation bar, go to Automation.
• Select Workflows from the dropdown menu.

2. Create a New Workflow

• On the Workflow page, click the Create workflow button.
• Choose From scratch to start with a blank workflow.

3. Set the Workflow Trigger (Form Submission)

• Select Form submission as the trigger type.
• From the dropdown, choose the specific webinar registration form you created earlier.
• Review any conditions (e.g., specific webinar ID). For most cases, you can leave these simple.
• Ensure the Re-enrollment option is turned ON. This allows people who previously registered and re-submit the form to receive another confirmation, which is useful if they forgot their initial registration.
• Click Save and continue.

4. Add the Action to Register Attendee

• Search for an action related to your webinar platform (e.g., for Contrast, it might be Register Attendee or Register Webinar Attendee). The exact name may vary depending on your integration.
• Select the appropriate action (e.g., Register Webinar Attendee).
• From the dropdown menu, select the specific webinar you want to register attendees for (e.g., "My Awesome Webinar"). This webinar must already exist on your integrated platform.
• Click Save.

5. Name and Review Your Workflow

• Click on the workflow name at the top (default is "Untitled workflow").
• Give your workflow a clear and descriptive name (e.g., "Register Attendee from HubSpot Form - [Webinar Name]").
• (Optional) Add a description to clarify the workflow's purpose for your team.
• Review all trigger and action settings to ensure they are correct.

Test and Activate the Workflow

• You can test the workflow with a test account or activate it directly.
• To activate, click Review and turn on
• Verify that you receive the confirmation email and calendar invite from your webinar platform, and that the registration appears in your webinar platform's attendee list.

Common problems and solutions

Webinar platform not connected to HubSpot

The workflow relies on HubSpot being able to communicate with your webinar platform to register attendees. Ensure you have properly set up and connected your chosen webinar platform (e.g., Contrast) to your HubSpot account before activating the workflow.

Attendees not receiving confirmation after re-submitting the form

If someone previously registered and then re-submits the form (e.g., they forgot they registered), they might not get another confirmation email. In the workflow settings, enable the Re-enroll option. This ensures that even if a contact has gone through the workflow before, they will be re-enrolled and receive a new registration confirmation from the webinar platform upon re-submission.

Webinar platform does not support direct registration through HubSpot Workflows

Some older or less integrated webinar platforms might not allow HubSpot to directly register attendees through an action in the workflow. If your webinar platform does not support this functionality, consider switching to a platform that offers better integration ( like Contrast, which supports the Register Webinar Attendee action).

Testing the workflow with your own email address

HubSpot sometimes has filtering mechanisms that might prevent your own test submissions from properly triggering or completing the workflow, leading to false negatives. Always test the workflow with a different, non-admin email address to ensure accurate results and confirm that the registration process works as expected.

Managing multiple webinars with similar registration processes

Creating a new workflow from scratch for every webinar can be time-consuming. To save time, clone an existing workflow. You can keep the same form trigger but then easily update the Register Webinar Attendee action to select a different webinar from your platform's dropdown list.