Move Zoom Webinar Emails to HubSpot

Last updated on Apr 2, 2026 by Lusine Sargsyan

Goal

Zoom's default webinar emails are plain text, sent from a generic address noreply@zoom.us, and offer zero branding. Additionally, Zoom requires unique join links for every registrant to track attendance correctly, which makes simply pasting a single link into a HubSpot email impossible without a specific technical setup. In this guide, you'll learn how to move your webinar email sequences from Zoom to HubSpot.

In this video

• 00:00 Introduction
• 00:18 Why move emails from Zoom to HubSpot
• 02:50 Creating a custom contact property
• 03:51 Creating the HubSpot workflow
• 07:25 Handling the "Zoom Sync Fail" bug
• 09:21 Creating and editing the HubSpot email
• 10:50 Setting up the confirmation email
• 11:39 Setting up reminder emails
• 13:50 Reviewing and Publishing the workflow
• 14:17 Setting up follow-up emails
• 16:18 Disabling Zoom default emails

This is a full webinar email sequence for your Zoom webinars with confirmation, reminder, and follow-up emails, all sent from HubSpot, fully branded with a unique personalized join link for every single registrant. By the end of this video, you will have this exact setup working.

Step-by-step guide

Requirements

• Zoom HubSpot Integration: Must already be connected.
• Zoom Webinars Add-on: This process does not work with regular Zoom meetings.
• HubSpot Subscription: Professional or Enterprise tier is required to access automated workflows.

1. Create a Custom Contact Property

• Go to Settings > Data Management > Properties.
• Click Create property.
• Name it (e.g., "[Webinar Name] Join URL").
• Set field type to Single line text.
• Click Create.

2. Create the Workflow

• Go to Automation > Workflows > Create workflow > From scratch.
• Set the enrollment trigger to Form submission.
• Select your specific webinar registration form.
• Add a Delay action for 2 minutes (allows the contact record to update).
• Add the action Add Contact to Zoom Webinar (found under Integrated apps).
• Paste your Webinar ID from Zoom (remove the spaces).
• Add the action Set Marketing contact status.
• Select Set as marketing contact (required to send HubSpot emails).
• Add the action Edit record.
• Select the custom property you created in Step 1.
• Set change type to Replace.
• For the value, choose Pull from a previous workflow step and select Join URL from the Add Contact to Zoom Webinar step.

3. Prepare the HubSpot Email

• Go to Marketing > Email > Create email > Automated.
• In the email editor, add a button or link.
• Use the Personalize tool to add the personalization token to your email, select Contact as the type, and find your custom Join URL property.
• Set a Fallback value (e.g., "Check your email from Zoom").

4. Finish the Workflow Setup

• In the workflow, add the Send email action and select your confirmation email.
• Add a Delay until a calendar date set to one day before the webinar.
• Create a branch for those who signed up before the delay date.
• Add a Send email action and select your reminder template.
• Repeat this process for a second reminder (e.g., one hour before the webinar).
• Review and publish your workflow.

5. Set Up Post-Webinar Follow-ups

• Create a new contact-based workflow triggered by Marketing event.
• Set the trigger webinar registration event has been completed and webinar ID is equal to your Zoom webinar ID (without any spaces).
• Add another condition for Webinar Attendance Event has not been completed.
• Add the Send email action for your follow-up content.

Disable Zoom Default Emails

• In Zoom, go to Email Settings.
• Edit Confirmation Email, Reminder Email, and Follow-up Email.
• Uncheck the box Send [Email Type] to registrants and Save.

Common Problems and Solutions

• Ensure all integration settings are correct before launching workflows.