In today's business world, video conferencing has replaced the need for in-person interactions. It has become a powerful way to build connections and retain customer relationships.
Did you know video meetings are 40% more convincing and effective than traditional voice calls?
So, imagine if you could schedule your meetings and nurture leads through webinars on one platform. This is where HubSpot Zoom Integration comes in!
It combines the power of scheduling meetings while managing webinar interactions with your HubSpot CRM contacts. Let's dive deeper into HubSpot integration with Zoom!
Understanding HubSpot Zoom Integration
HubSpot Zoom Integration is a great tool to schedule, manage and track Zoom meetings directly within HubSpot. This enables you to improve team communication, customer interaction and lead generation.
The integration is free to use. However, with the paid Zoom subscription you can effortlessly track webinar interactions within HubSpot. Let's explore the capabilities of HubSpot Zoom integration in depth.
Key Features of HubSpot Zoom Integration
Here are the core features of HubSpot Zoom Integration:
Automatic Meeting Arrangement: Whenever a meeting is scheduled in HubSpot, it may become a Zoom meeting automatically. This saves time as there is no need to enter the details of the meeting in both places.
Webinar Monitoring: If you apply Zoom for webinars, then HubSpot can track those who sign up and attend. This enables you to know how successful your webinars are and who you might want to follow up with later on.
Formation of Contacts: Once a person registers for your Zoom webinar, they can be added to HubSpot as a contact automatically. Thus, their information will be within your CRM system, allowing you to start building relationships with them.
Management of Recording Meetings: It becomes possible for one to view recordings made during Zoom meetings from within HubSpot itself.
Workflow Automation: With HubSpot workflows, tasks can be automated based on activities happening in Zoom. For instance, sending emails thanking everyone who attended your webinar might happen automatically.
Setting up HubSpot Zoom Integration
Let's initialize the HubSpot Zoom Integration setup process.
Install the Integration
To install the HubSpot Zoom Integration, follow the steps below:
Log in to your HubSpot Account and go to the App Marketplace.
Search for the Zoom app and click Install.
Once your app is installed, you can sign in to Zoom using your credentials.
Next, allow HubSpot to access your Zoom account.
You are now ready to sync your Zoom meetings. Follow the next section to start syncing your meetings and webinars between HubSpot and Zoom.
My Settings
Here, you can configure sync settings for meetings and webinars.
1. Sync Meetings
Now, let's understand the process of syncing Zoom meetings:
Head to the Reports menu, expand the Data Management options and select Integrations. Choose the Zoom App, and you'll be directed to the Settings dashboard.
Alternatively, you can navigate to Settings > Integrations and click Connected Apps. Here, you can select your Zoom App and proceed with the following settings.
You can see two sections under the Home tab: My Settings and Global Settings.
First, let's navigate through the My Settings tab.
Connected User Accounts: You can see your connected account here. Alternatively, you can choose to Change the connected user. In the right panel, you can remove the connected user, select another one from the dropdown menu and update.
Meetings: Now, expand the meetings section to choose syncing options. You can select whether to sync your meeting recordings and transcripts or not. If these options are disabled for you, then go to the Global Settings tab and turn on the sync meeting data switch.
This way, you can enable or disable syncing of meeting recordings and transcripts.
2. Sync Webinars
Similar to the meetings sync, you can also set up the sync options for Zoom Webinars. Follow the quick steps to sync webinars:
Expand the Webinars section and select the checkbox to automatically sync webinar data by default.
If you wish to sync webinar recordings and transcripts, select the radio button to allow sync. If these options are disabled, go to the Global Settings section and enable webinar syncing.
You can also manage sync options for individual webinars by searching the webinar name or ID.
Global Settings
In the Global Settings tab, you can configure sync options for meetings & webinars, set up exclusions for internal team users and manage user settings for individuals.
1. Sync Meetings
Under the meetings sections, you can configure sync for all users or selected users following the below steps:
Turn on the toggle switch to enable the sync meeting data option for all Zoom meetings.
Next, choose options to allow or disallow sync meeting recordings and transcripts for Zoom Users linked to your HubSpot account.
You can also customize the sync settings for selected Zoom users by selecting the third option. This feature allows you to select users for whom you can integrate recordings.
2. Sync Webinars
Let's configure the sync settings for your webinars!
Turn on the toggle switch to enable the sync webinar data option for past, current and upcoming Zoom webinars.
Similar to meetings, you can allow or disallow sync for webinar recordings and transcripts.
You can also sync these recordings for selected users by exploring the last option.
3. Set Exclusions
Within the exclusions section, the admin can avoid syncing internal meetings or webinars by following the steps below:
To prevent internal Zoom meetings or webinar' recordings from syncing with HubSpot, add or choose your website domain from the dropdown menu.
Additionally, if you don't want HubSpot to automatically create new contacts and update your contact record from your internal employees, enter or select your domain from the dropdown menu.
These settings will help you create sync exclusions for upcoming Zoom meetings or webinars.
4. Individual User Settings
HubSpot Zoom Integration also allows you to manage individual user settings. Follow these quick steps:
Search for the user using the search bar or directly navigate to the user name.
Click the User Settings button.
A new panel will appear on the right. Navigate through it and customize your preference by selecting the checkboxes.
Utilizing the Integration
With HubSpot Zoom Integration, you can make your meetings and webinars more engaging and drive more conversions. Let's explore this integration's capabilities now!
1. Add Zoom Links to Meetings
To conduct a video chat with your customers, you can add a Zoom link to your meetings by following the steps below:
Go to Library and click Meetings in your HubSpot account.
Hover over the meeting and click Edit.
In the overview tab, scroll down to find a dropdown menu to “Add Videoconference Link.”
Select Zoom and click Save.
This is how you can add a Zoom link and make your meetings more engaging.
2. Promote your Zoom Webinar
With HubSpot Workflow Automation, you can effortlessly promote your webinars created using Zoom. To add a webinar link to your HubSpot workflow, follow the steps below:
Navigate to Automations and then Workflows.
Now, click Create Workflow from scratch.
Select Contact Based Workflow and click next.
Edit the name of your workflow.
Now click Set up triggers.
You can set List Membership as the enrollment trigger and save.
Now, click the plus sign and select Zoom.
Click Add contact to Zoom webinar and enter the Webinar ID.
Click Save to add webinar link to your workflow.
3. Track Webinar Insights within HubSpot CRM
With HubSpot Zoom integration, you can effortlessly track webinar insights using contact properties. You can also segment contacts based on webinar attributes by applying various filters.
Let's explore how you can track details by applying filters on the contact record:
Navigate to the contacts dashboard.
Click Advanced filters and click Add filters.
Once your Zoom account is integrated, these properties will be automatically added to the filters:
Average Zoom webinar attendance duration
Last registered Zoom webinar
Total number of webinar registrations
Total number of Zoom webinars attended
With these filters, you can look deeper into the webinar insights and create a strategy for your future webinars accordingly.
Benefits of HubSpot Zoom Integration
There are many benefits of integrating HubSpot with Zoom. Below are some key points:
No more switching between platforms: Instead of going back and forth between different programs, you can schedule Zoom meetings directly in HubSpot which will save time and make your workflow more efficient.
Automation of repetitive tasks: For instance, you can automate follow-ups such as thank-you emails or lead status updates so that you have enough time for strategic initiatives.
Engagement of leads at all stages: This can be done by hosting interactive webinars, demos or virtual events to nurture the leads and move them through a sales funnel.
Personalization of interactions: You can learn from meeting and webinar data to gain insights that will help you tailor communication to build stronger relationships.
Tracking what matters: Find out attendance duration, among other metrics, which will enable you to know what resonates with your audience in terms of engagement levels.
Decision-making backed up by data: Utilize gathered information thus far during marketing campaigns or while strategizing on ways to boost sales.
All-inclusive center point: Store all meeting recordings, CRM data concerning attendees, etc., so that you can easily access them for evaluation purposes once the need arises.
Effortless collaboration: Provide internal teams with one integrated platform, thereby simplifying communication channels among staff members as well as customer touchpoint management.
Limitations of HubSpot Zoom Integration
Here are some limitations of the HubSpot Zoom integration to keep in mind:
One Zoom account: Although many people from your company can use Zoom, it only allows one connection to a single HubSpot account. Different teams may require different Zoom accounts, which can be inconvenient.
Limited Data Sync: Not all data is synced by the integration. There might be occasional gaps where information doesn't update between the two platforms.
Manual Workouts: Some things still need to be done manually. For example, even though the recording has been synced, you may have to add a replay link to a follow-up email after a webinar.
Pricing Plans for Zoom Webinar
To access the endless features of HubSpot Zoom Integration, you can subscribe to any of the pricing plans offered by Zoom. However, there is a basic plan that is free to use for one user.
Please note to create and sync webinars, you must have a paid subscription.
Although HubSpot Zoom Integration is one of the most popular tools for organizing and syncing your meetings and webinars, you may also consider exploring the alternatives below:
1. HubSpot GoToWebinar Integration
HubSpot GoToWebinar Integration allows you to create beautiful forms or landing pages using HubSpot templates. When registrants submit the form, they will be automatically synced to GoToWebinar. Let's explore the key features of this integration:
Key Features:
Captivating Webinar Templates: You can use HubSpot templates to design forms or landing pages that will automatically sync to GoToWebinar.
Detailed Webinar Insights: This integration allows you to check detailed webinar insights of the registrants and attendees.
Automatic Follow-ups: After the webinar is conducted, HubSpot will automatically send follow-up emails to generate leads and drive conversions.
Create Reports: The integration allows you to create various reports, like revenue and attribution reports, etc., based on your webinar interactions.
Pros
Automatically syncs various data fields to HubSpot for detailed insights.
Automatically creates new webinar registrants as new contacts in HubSpot.Â
You can easily create lists based on webinar attendance and registration.Â
Provides detailed insights into website interactions.
Cons
Requires subscription to access features.
The last Name field is mandatory.
You cannot limit the number of contacts submitting the webinar registration form.Â
2. HubSpot Google Meet Integration
HubSpot Google Meet Integration is one of the simplest yet effective ways to schedule meetings within HubSpot. Although it has very limited features and integration capabilities, its easy usage makes it a popular tool.
Key Features:
Quick Meeting Scheduling: You can easily schedule Google Meet meetings with your contacts or internal employees within HubSpot CRM.
Calendar Integration: When your Google Calendar is synced with HubSpot, all your meetings will be reflected in the calendar. The calendar will also send reminders and notifications to the attendees.
Log Meetings: Meetings scheduled using Google Meet will be automatically logged within contact record activities.
Pros
Quick and easy setup process.
Allows to create longer meetings of 1 hour duration each.
Access to unlimited meetings for all users.Â
Free to use.
Cons
You can't record meetings.
It only allows one-way sync between calls and contacts.Â
Limited features and customization options.
3. HubSpot LiveStorm Integration
HubSpot LiveStorm Integration is an out-of-the-box integration used to manage registrants, sync attendees' details and track engagement. It provides detailed insights and allows you to create reports within HubSpot. To know more, let's check out its key features and pros and cons.
Key Features:
Automatic Lead Capture: When visitors register for a LiveStorm webinar using the HubSpot form, they are automatically enrolled as a new contact in HubSpot.
Workflow Automation: HubSpot LiveStorm Integration allows you to use the synced data from webinars or events in automated workflows. You can create a workflow for follow-up emails based on attendance or engagement.
Customized Tracking: With this integration, you can customize tracking and create a static or active list based on the engagement metrics.
Detailed Reports Creation: You can easily create detailed reports with the data in all places.
Pros
Allows two-way sync between registrants and contacts.
Detailed insights allow you to track key metrics effectively.
Keeps all tracked data in one place.Â
Easy to set up and use.Â
Ensures great support.
Cons
Offers limited features as compared to standalone apps.Â
Subscription plans are expensive compared to other tools.Â
Before heading to the conclusion, we believe this article will help you with setting up and using the integration effortlessly. Additionally, you can also try exploring HubSpot Meeting Scheduler for scheduling meetings.
Ready to upscale your Zoom Webinars?
Overall, HubSpot Zoom Integration is an amazing and affordable tool for scheduling meetings, tracking webinar insights, and promoting webinars. It is equally productive for small or large business teams.
Now, what's your opinion on this integration? Share your thoughts in the comments.
If you still have any questions about HubSpot integration or need expert advice, feel free to contact us.
Frequently Asked Questions
Yes, you can connect Zoom with HubSpot. It lets you easily schedule, manage, and join Zoom meetings directly from your HubSpot account.
Yes, HubSpot can record Zoom calls. When you integrate Zoom with HubSpot, you have the option to save your Zoom meetings and calls right in your HubSpot account for future reference.
Yes, integrating Zoom with HubSpot is free. HubSpot offers a free integration with Zoom that allows you to link your accounts and access basic features without any extra cost.
To integrate Zoom phone with HubSpot, navigate to the HubSpot App Marketplace. Search for the Zoom phone app and click Install. Follow the installation and set-up process.
Akansha Patidar is an expert in content creation, copywriting, blogging, social media content, and content strategy. She writes clear and engaging content that helps brands connect with their audience. Akansha's passion for writing ensures her work is both creative and effective.
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