Struggling to get all your customer data in one place? the kind of data that helps you actually understand your leads and customers? If you’re using Zoom for your meetings and webinars, and HubSpot for your CRM, then you’re probably wondering how to get these two powerhouses to talk to each other. Well, you’re in the right spot! Today, we’re going to walk through how to connect Zoom and HubSpot, turning that data struggle into a data stream. We’ll cover everything from simple meeting syncs to super-smart webinar automation and even how to integrate Zoom Phone, so you can truly get a 360-degree view of your customer interactions. This isn’t just about reducing manual tasks. it’s about making smarter decisions and building stronger relationships, all without jumping between a dozen different tabs.

Table of Contents

Why Even Bother Connecting Zoom and HubSpot? The Real Talk.

Honestly, if you’re asking “does Zoom integrate with HubSpot?”, the answer is a resounding yes! And it’s not just a nice-to-have. it’s a must for businesses big and small. Think about it: you spend time engaging with prospects on Zoom, sharing screens, answering questions, running amazing webinars, and making sales calls. But if all that rich interaction data just sits in Zoom, how can your marketing and sales teams use it effectively?

This integration bridges that gap, essentially creating a single source of truth for all your customer interactions. Here’s why it’s such a big deal:

No More Manual Data Entry Hooray!: Remember painstakingly copying webinar registrant lists or meeting notes from Zoom into HubSpot? Yeah, that’s gone. This integration automatically syncs data like webinar registrations, attendance, meeting details, and even recordings and transcripts. Less busywork means more time for what actually matters – connecting with people!
Smarter Marketing Automation: Imagine automatically sending a personalized follow-up email to someone who attended 80% of your webinar, or a different one to someone who registered but couldn’t make it. HubSpot workflows, powered by Zoom data, make this not just possible, but easy. You can nurture leads based on their actual engagement.
Better Lead Segmentation and Qualification: With Zoom properties like “average webinar attendance duration” or “total number of webinars attended” flowing into HubSpot, you can segment your contacts with incredible precision. This means your sales team can prioritize warm leads who are genuinely interested, and your marketing can send super-targeted content.
Enhanced Customer Interaction Tracking: Every Zoom event—be it a meeting or a webinar—gets logged on the HubSpot contact timeline. This gives your sales and service teams a complete history of interactions, so they can walk into any conversation fully prepared, knowing exactly what’s been discussed and when.
Streamlined Scheduling and Communication: Easily schedule Zoom meetings right from a HubSpot contact record, and those meeting links and details are automatically sent out. It makes the whole process smoother for both you and your prospects.
Richer Analytics and Reporting: While Zoom gives you some insights, HubSpot’s analytical tools leverage that synced data to give you a deeper understanding of engagement, conversion rates, and overall campaign performance. You can actually see how your virtual events are contributing to your bottom line.

In short, connecting Zoom and HubSpot helps your teams build stronger relationships, work more efficiently, and make data-driven decisions that actually move your business forward. It’s about making your tech stack work for you, not the other way around.

Getting Started: The Core Zoom HubSpot Integration Meetings & Webinars

Let’s get down to business. The main integration usually handles your standard Zoom meetings and webinars. The good news is, it’s pretty straightforward. Stuck in Authorization Limbo? How to Fix ‘You Cannot Authorize Microsoft Teams’ and Other Access Issues

Prerequisites: What You’ll Need

Before you jump in, just make sure you’ve got a couple of things covered:

Admin Access: You’ll need to be a Super Admin in your HubSpot account and have admin permissions in your Zoom account. This is crucial for installing and authorizing the integration.
Zoom Webinar Add-on for webinars: If you plan on running webinars and want to leverage the full HubSpot integration for them, you’ll need the Zoom webinar add-on for your Zoom account.

Step-by-Step Guide: How to Connect Zoom to HubSpot

One of my go-to tricks? Just start typing something into YouTube’s search bar, those autocomplete suggestions are basically a peek into what people are actually looking for. So, connecting Zoom to HubSpot is really a breeze if you follow these steps:

1. Install the Zoom App from the HubSpot Marketplace

This is where it all begins.

Log in to your HubSpot account. Make sure you’re logged in as an administrator.
Navigate to the App Marketplace. Look for the “Marketplace” icon it often looks like a shopping bag or puzzle piece in the top navigation bar, then select “App Marketplace”.
Search for “Zoom”. Use the search bar in the marketplace. You’ll likely see a “Zoom Built by HubSpot” app.
Click “Install app”.
Authorize the Integration. A dialog box will pop up. You’ll need to enter your Zoom login credentials or sign in with Google/SSO if you use that for Zoom and then click “Sign in.”
Grant Permissions. Zoom will then ask you to grant HubSpot permission to access your Zoom account data. Click “Allow” or “Authorize.” This step is super important for data synchronization.
Redirect Back to HubSpot. Once authorized, you’ll be redirected back to HubSpot, and you should see Zoom listed under your “Connected Apps”.

2. Configure Your Global Zoom Settings in HubSpot

Now that they’re connected, let’s fine-tune what data gets synced.

Go to Settings. In your HubSpot account, click the settings icon in the top navigation bar.
Find Zoom Settings. In the left sidebar menu, navigate to Integrations > Connected Apps, and then click “Zoom”.
Global Settings Tab. Head over to the “Global settings” tab.
Meetings Section:
- Sync meeting data: Toggle this on to sync all past, present, and future Zoom meetings for all users in your HubSpot account. This is fantastic for sales teams!
- Sync meeting recordings and transcripts: You can choose to sync these for “none,” “all,” or “selected Zoom users.” This is where HubSpot’s Conversation Intelligence can really shine, allowing for coaching and analysis.
Webinars Section:
- Sync webinar data: Toggle this on to sync webinar data from Zoom to HubSpot. This includes registrants and attendees, which will then flow into your marketing events in HubSpot.
- You can also choose whether to sync webinar data for “none,” “all,” or “selected Zoom users”.
- Sync data from newly scheduled webinars by default: Check this box to automatically sync new webinars you create in Zoom to HubSpot.
- Sync webinar recordings and transcripts: Similar to meetings, decide if you want these synced.
Exclusions Section Optional but useful!: You can add domains here to prevent internal meetings or meetings with specific domains from syncing to HubSpot. This keeps your CRM data clean and focused on prospects/customers.

3. Managing Individual Zoom Settings If You Need More Granularity

Sometimes, you need to manage settings for specific users, not just globally. YouTube HubSpot Integration: Supercharge Your Video Strategy

From the Zoom settings page in HubSpot, go to the “My settings” tab to see which Zoom user is connected to your individual HubSpot user.
In the “Manage Individual User Settings” section, you can click “User settings” next to a specific user to configure their sync preferences, like whether their newly scheduled webinars sync by default or if their recordings/transcripts are synced.

That’s the basic setup for meetings and webinars! Now let’s talk about making those webinars truly shine.

Supercharge Your Webinars with Zoom HubSpot Integration

Webinars are a powerhouse for lead generation and engagement. By integrating Zoom and HubSpot, you can transform a good webinar strategy into an amazing one, automating many of the tedious steps and gaining deeper insights.

The Workflow: From Registration to Follow-up

Here’s a typical workflow that leverages the integration for webinars:

1. Create Your Webinar in Zoom

First things first, set up the webinar details in Zoom itself. Yeastar HubSpot Integration: Supercharge Your Sales & Service

Log in to Zoom.
Schedule a Webinar. Go to the “Webinars” tab and click “Schedule a Webinar.”
Fill in the Details. Give it a topic, description, date, time, and duration.
Enable Registration. Crucially, ensure you enable the registration option if you want to capture attendee information and have it sync to HubSpot.
Customize Settings. Adjust settings for Q&A, polls, and decide which automated emails Zoom will send you might want to turn some off if HubSpot is handling reminders.
Save the Webinar.

2. Build Your Registration Landing Page in HubSpot

This is where people sign up, and HubSpot is the perfect place to build it.

Create a New Landing Page: In HubSpot, go to Marketing > Website > Landing Pages.
Design Your Page: Choose a template and customize it with your branding, webinar details, speaker info, and what attendees will learn.
Add a Registration Form: Insert a form that captures essential information like name, email, and any other relevant details you want to collect.
Connect the Form to Zoom: Ensure this form is linked to your Zoom webinar. When someone submits the form, their information should automatically sync to your Zoom webinar registrant list.

3. Automate Registrant Addition with HubSpot Workflows

This is where the magic happens for seamless registration.

Create a New Workflow: In HubSpot, navigate to Automation > Workflows.
Choose “From scratch” and select “Contact-based”.
Set Enrollment Trigger: The most common trigger is “Form submission” for the specific form you created on your webinar landing page. You can also add more criteria, like identifying the specific landing page if you use one form for multiple webinars.
Add the Zoom Action:
- Click the plus + button to add an action.
- Under Zoom, select “Create Zoom Webinar Registrant” or “Add Contact to Zoom webinar”.
- Configure the Action: You’ll need to specify which webinar the registrant should be added to usually by entering the Webinar ID without spaces or dashes.
- Map Fields: Make sure to map the appropriate form fields like email, first name, last name to the webinar registration fields.
Review and Publish Your Workflow.

4. Automated Communication Reminders & Follow-ups

HubSpot workflows are your best friend for nurturing registrants and attendees.

Pre-Webinar Reminders: In your workflow, after a contact registers, add “Send email” actions. Schedule these emails to go out a week, a day, and an hour before the webinar, reminding them of the event and providing the Zoom hubspot link. Remember, you can design these emails beautifully in HubSpot.
Post-Webinar Follow-ups: This is crucial for lead nurturing.
- Segment your contacts based on their webinar activity. HubSpot automatically creates properties for webinar attendance duration, total webinars attended, and last registered webinar.
- Create workflows with enrollment triggers based on these properties:
  - Attended the full webinar: Send them content relevant to the next step in their buyer journey, or even a personalized offer.
  - Attended partially: Send them the recording and highlight the parts they might have missed, or offer a quick chat to discuss their interest.
  - Registered but didn’t attend: Send them the recording, maybe a “sorry you missed it” message, and invite them to a future event.
- These automated emails can include the recording, presentation slides, or even a CTA for a sales demo.

Tracking and Analyzing Webinar Performance

Once your integration is humming along, you can actually see what’s working.

Contact Timelines: Every registrant and attendee’s Zoom activity is logged on their contact record in HubSpot. You can see when they registered, attended, and for how long.
Custom Properties: HubSpot automatically creates properties like “Average Zoom webinar attendance duration” and “Total number of webinar registrations”. These are gold for segmentation.
Reporting: Use HubSpot’s reporting tools to analyze webinar performance:
- Attendee count: How many people showed up?
- Average attendance duration: How engaged were they?
- Engagement rate: Percentage of registrants who actually attended.
- Conversion rate: How many attendees took your desired action e.g., filled out a follow-up form, booked a meeting?

This data helps you refine your content, promotion, and follow-up strategies for future webinars. The Ultimate Guide to Xano: Your No-Code Backend Powerhouse!

Zoom Phone HubSpot Integration: Connecting Your Calls to Your CRM

If your team makes a lot of calls, integrating Zoom Phone with HubSpot is another fantastic way to centralize communication data and boost productivity. This goes beyond just meetings and webinars, bringing your actual phone calls into your CRM.

Key Benefits of Zoom Phone Integration

Click-to-Dial: Easily initiate calls directly from a contact or company record in HubSpot. No more manually typing numbers!
Automatic Call Logging: Every call inbound and outbound is automatically logged as an activity on the relevant HubSpot contact record. This includes call duration, timestamps, and direction.
Notes and Task Creation: Agents can leave notes and create follow-up tasks directly within the call log in HubSpot, ensuring all context is captured.
Voicemails and Recordings Access: Access call recordings and voicemails right from the call logs in HubSpot. This is super helpful for review, training, and ensuring compliance.
Inbound Call Pop-ups: When you receive an inbound call, the Zoom Phone widget can display the matched contact’s information and automatically open their corresponding record in HubSpot if available. This gives your team instant context.
SMS Logging: You can even sync SMS logs to HubSpot, keeping all your text communications centralized.

How to Install and Use Zoom Phone for HubSpot

The installation process is similar to the main Zoom integration, but you’ll be looking for the specific “Zoom Phone for HubSpot” app.

1. Install the Zoom Phone App

Log in to your HubSpot account as an administrator.
Navigate to the App Marketplace Marketplace > App Marketplace.
Search for “Zoom Phone.”
Select “Zoom Phone for HubSpot” and click “Install app”.
Authorize the Integration: You’ll be prompted to log in to your Zoom admin account and grant permissions for Zoom Phone for HubSpot to access your Zoom and HubSpot accounts.

2. Make and Receive Calls

Outbound Calls:
- From a contact record in HubSpot, you’ll see a “Call” option. Select “Call from: Zoom Phone”.
- A Zoom Phone widget will pop up, allowing you to dial the number.
Inbound Calls:
- When an inbound call comes in, the Zoom Phone widget will display the caller’s information if matched to a HubSpot contact and can automatically open their record.
Logging and Notes: During or after a call, you can add notes, create tasks, and access recordings directly within the HubSpot interface.

The HubSpot App for Zoom Meetings: Your In-Meeting Assistant

This is a bit different from the main Zoom HubSpot integration, but it’s incredibly useful for sales and service reps during live meetings. The HubSpot App for Zoom Meetings is an in-meeting app that runs within your Zoom meeting window. X-stream internet services

How it Enhances Your Live Meetings

View Contact Records in Real-Time: During a Zoom call, you can open the HubSpot app to see participants’ contact records and associated information companies, deals, tickets without leaving Zoom. This means you have instant context about who you’re talking to.
Add Notes On-the-Fly: Create and associate notes directly to the call record or contact timeline during the meeting. No more scribbling on a notepad and transcribing later!
Access Playbooks: If your team uses HubSpot Sales Hub playbooks, you can access them directly within the Zoom meeting to guide your conversations. This helps ensure consistent messaging and coverage of key points.
Create New Contacts: If a participant isn’t mapped to an existing HubSpot contact, you can create a new contact record for them right then and there.

Installing the HubSpot App for Zoom Meetings

This app requires specific permissions and is installed slightly differently.

Prerequisites: You must be the meeting host to use this app, and your Zoom account needs to meet certain prerequisites regarding Zoom Apps.
Installation:
- If you haven’t connected HubSpot and Zoom yet, you can install the main Zoom Built by HubSpot app first, and the in-meeting app installation might follow.
- If you have already connected HubSpot and Zoom, go to your HubSpot Settings > Integrations > Connected Apps > Zoom. Then, click on the “In-meeting app” tab and click “Install”.
- You’ll need to log into your HubSpot account within the Zoom app to connect them.

Once installed, you can start a Zoom meeting, click the “Apps” icon, and select “HubSpot App for Zoom Meetings” to access its features during your call.

Best Practices for Maximizing Your Zoom HubSpot Integration

Just connecting them isn’t enough. you want to get the most out of it!

Define Your Data Sync Preferences Clearly: Before you even set up, think about what data you truly need in HubSpot. Do you need every meeting recording? Every transcript? Configure those global and individual settings to avoid overwhelming your CRM with unnecessary data.
Leverage Workflows for Automation: This is huge. Don’t just sync data. use it. Set up workflows for:
- Webinar reminders and follow-ups based on registration/attendance.
- Internal notifications to sales reps when a high-value lead attends a webinar.
- Lead scoring adjustments based on engagement e.g., attending multiple webinars.
Train Your Team: Don’t leave your sales and marketing teams in the dark. Show them how to use the integration—how to schedule meetings from HubSpot, how to view Zoom data on contact timelines, and how to use the in-meeting app. The easier it is for them, the more they’ll use it.
Keep Contact Data Clean: The integration works best with clean, up-to-date contact data in HubSpot. Ensure your forms are capturing accurate information and regularly de-duplicate contacts.
Test, Test, Test: After setting up any part of the integration especially for webinars and workflows, run a few tests. Schedule a dummy webinar, register as a test contact, and make sure everything flows into HubSpot as expected. Check if automated emails are sent and if data appears on the contact timeline.
Monitor Regularly: Keep an eye on your “Connected Apps” dashboard in HubSpot. If something goes wrong with the sync, you want to catch it early. Sometimes, integrations can have hiccups.
Customize Your HubSpot Views: Create custom views or reports in HubSpot that highlight Zoom activity, like a list of contacts who attended your latest product demo or high-engagement webinar participants.

By following these practices, you’re not just connecting two tools. you’re building a more intelligent, automated system that supports your sales and marketing goals. Unlocking Connectivity On-The-Go: Your Ultimate Guide to the Xfinity Hotspot Pass

Frequently Asked Questions

What kind of data does the Zoom HubSpot integration sync?

The integration can sync a wide range of data, including Zoom meeting and webinar details like topic, date, and time, registrant and attendee information, attendance duration, and even meeting and webinar recordings and transcripts. For Zoom Phone, it syncs call logs, duration, direction, voicemails, and SMS messages.

Can I automate follow-up emails for Zoom webinar attendees through HubSpot?

Absolutely, and it’s one of the most powerful features! Once Zoom webinar data like registration and attendance syncs to HubSpot, you can create automated workflows based on specific triggers. For example, you can set a workflow to send a “Thank You for Attending” email to those who showed up, or a “Sorry You Missed It” email with the recording to those who registered but didn’t attend.

Is there a Zoom app for HubSpot meetings that works during a live call?

Yes! This is called the HubSpot App for Zoom Meetings. It’s an in-meeting app that allows you to view participants’ HubSpot contact records, add notes, and associate records like companies or deals directly from within a live Zoom meeting. It’s a fantastic tool for sales and service reps to have real-time context. Zendesk HubSpot Integration: Your Ultimate Guide to Smarter Customer Journeys

What are the prerequisites for setting up the Zoom HubSpot integration?

To set up the main integration, you’ll need administrative access in both your HubSpot account Super Admin and your Zoom account Admin. If you plan to use it for webinars, you’ll also need the Zoom webinar add-on.

Can I use HubSpot workflows to automatically register contacts for a Zoom webinar?

Yes, you can! After you’ve set up your Zoom webinar and created a HubSpot landing page with a registration form, you can build a HubSpot workflow. This workflow can be triggered by a form submission, and an action within the workflow can automatically add that contact as a registrant to your specified Zoom webinar using its Webinar ID.

What happens if the Zoom HubSpot integration isn’t working correctly?

While the integration is usually reliable, sometimes issues can pop up. First, double-check your HubSpot and Zoom admin permissions and ensure all settings are configured as described. Review your workflow triggers and actions. If problems persist, check HubSpot’s connected apps dashboard for sync errors, and if needed, reach out to HubSpot or Zoom support for assistance. You might also find helpful workarounds in community forums.

Does the integration support Zoom Phone for making calls directly from HubSpot?

Yes, there’s a specific “Zoom Phone for HubSpot” integration. This allows your team to make outbound calls directly from HubSpot contact records click-to-dial, receive inbound call pop-ups with contact info, and automatically log call details, recordings, voicemails, and even SMS messages to the HubSpot timeline.

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