# 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](/content/cdn-cgi/l/email-protection/index.html)**, 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.