How to Sync Zoom Webinars with HubSpot

Last updated on Mar 24, 2026 by Lusine Sargsyan

Goal

Users running webinars in Zoom Webinars need that data to be automatically available and actionable within HubSpot. This guide walks you through the whole process of syncing Zoom webinars with HubSpot.

How to Sync Zoom Webinars with HubSpot - YouTube

In this video

• 00:00 Introduction
• 00:34 Creating a Webinar in Zoom
• 01:43 Integrating Zoom with HubSpot
• 05:34 Creating Segments in HubSpot using Zoom Webinars data
• 08:48 Setting up a Workflow

Step-by-step guide

Requirements

• Super admin access in HubSpot.
• Admin access in Zoom.

1. Create a Webinar in Zoom

   • In your Zoom account, click Schedule a Webinar.
   • Add the topic, description, date and time.
   • Make sure Registration Required is checked.
   • Turn on audio and video for host and panelists.
   • Turn on Automatically record webinar.
   • Click Schedule and copy the resulting Webinar ID for later use.

2. Install the HubSpot-Zoom Integration

   • In HubSpot, click the Marketplace icon and select HubSpot Marketplace.
   • Search for Zoom and click the Install button.
   • Sign in with Zoom credentials and allow the requested permissions.

3. Configure Sync Settings

   • Go to Connected Apps.
   • Select Zoom.
   • Click on the Webinars tab.
   • In Global Settings, toggle on Sync Webinar data.
   • Select whether to sync recordings and transcripts (for all users, specific users, or none).
   • Add your company domain in the Exclusions section to prevent internal team members from being created as new contacts.
   • Go to the User Management tab in the Zoom settings within HubSpot.
   • Search for specific team members and click User settings.
   • Ensure newly created webinars for each host are set to sync automatically so they don't have to be enabled manually every time.

Automate Registration via HubSpot Workflow

• In HubSpot, go to Automation, click on Workflows and create a workflow from scratch.
• Select Form submission and choose the specific webinar registration form and landing page.
• Click the + icon, search for Zoom, and select Add contact to Zoom Webinar.
• Paste the Zoom Webinar ID (remove spaces) and Save.
• Add a Delay for a set amount of time (e.g., 4 hours) to avoid overwhelming the registrant with emails.
• Add the Send email action and select your branded welcome template.
• Click Review and turn on in the top right corner.

Common problems and solutions

Where can I see specific attendance details for a contact?
You can view a Zoom event on the contact's timeline. This activity log shows the webinar name, the date they joined, and the time they left.

Can I track poll answers or Q&A participation in HubSpot?
No. Zoom does not allow you to create lists or act on engagement data such as poll answers or Q&A participation. This data is not transferred to HubSpot.

Can I customize the emails Zoom sends to registrants?
Zoom offers very limited customization. You can only edit the subject line and a small part of the email body; you cannot add your own branding.

What contact properties does Zoom create in HubSpot?
Zoom creates 4 properties in HubSpot:

• Last registered Zoom webinar: The URL of the most recent webinar the contact registered for.
• Total number of Zoom webinars attended: How many webinars they actually showed up to.
• Total number of Zoom webinar registrations: How many webinars they have signed up for in total.
• Average Zoom webinar attendance duration: The average percentage of the webinars they stayed for.

What is the alternative if I need more than four contact properties moved to HubSpot?
Choose a webinar platform that has better integration with HubSpot.