topic Re: Mapping Zoom Webinar Name to Hubspot Field in Marketing Integrations

Mapping Zoom Webinar Name to Hubspot Field

MSnodgrass — Thu, 10 Apr 2025 00:19:28 GMT

When the Zoom integration sends data over to the "Last Registered Zoom Webinar" field in Hubspot, it sends this:

Is there a way actually have Zoom send over the name of the webinar to a custom field within Hubspot?

The name itself would be much more valuable than this link.

Thanks!

Re: Mapping Zoom Webinar Name to Hubspot Field

JessicaBaskey — Thu, 10 Apr 2025 03:36:37 GMT

Hi @MSnodgrass,

As far as I know, the Zoom integration with HubSpot only syncs basic fields like first name, last name, and email, so the webinar name isn't automatically sent over.

To get the webinar name into HubSpot, you have a couple of options:

Custom API Integration: You can build a custom solution using the Zoom and HubSpot APIs to pull the webinar name into a custom field.
Third-Party Tools: Tools like Zapier might offer a way to automate the process, but you’d need to set it up.
Zoom Events Integration: If you’re using Zoom Events, you can map custom Zoom fields to HubSpot fields, which could include the webinar name.

Best,

Jess

Re: Mapping Zoom Webinar Name to Hubspot Field

karstenkoehler — Thu, 10 Apr 2025 04:18:30 GMT

Hi @MSnodgrass,

No, unfortunately not directly. The Zoom integration will give you the following only:

Last registered Zoom webinar
Average Zoom webinar attendance duration
Total number of Zoom webinars attended
Total number of Zoom webinar registrations

However, you could set up a fairly simple automation to translate that URL into a webinar name. It's unfortunately something you'd have to do per webinar. Here's what I would do:

Create a multiple checkboxes contact property where each option is one of your webinars (new webinar -> add new option)
Create a workflow that enrolls records based on "Last registered Zoom webinar is known"
Create a branch (and/or) and filter for the webinar ID (you can find this in Zoom, it's contained in the URL after zoom.us/w/)
Use the "Edit record" workflow action to append the value to your newly created property from step 1

It's a bit of admin work, yes, but would make the information easier to digest then the URL, you're right.

If you have a workflow that adds contacts to Zoom webinars already, then you can incorporate the above steps there, of course.

Best regards!

Re: Mapping Zoom Webinar Name to Hubspot Field

Sweely — Mon, 06 Oct 2025 17:23:37 GMT

The short answer is:

You are correct that the link is useless for segmentation, and the native Zoom-HubSpot integration is limited.

While the proposed workflow-based solutions work, they require manual maintenance for every single webinar.

A much better and scalable solution is to use a server-side setup powered by the HubSpot API and the Zoom Meeting API.

This allows you to build a custom webhook listener that automatically receives the webinar registration event from Zoom, pulls the full webinar name and details via the Zoom Meeting API, and then uses the HubSpot API to create or update the contact record with the actual, readable webinar name in a custom HubSpot field, completely eliminating manual administration and the need for per-webinar branching logic ✅

The long answer is:

The core problem is that the default Zoom integration only provides a static link in the "Last Registered Zoom Webinar" property, making it cumbersome to use for reporting or workflow enrollment.

The suggestion to manually create a new checkbox property and a branching workflow for every new webinar is a major administrative burden and prone to error, which is why the API solution is superior.

To set up a fully automated, scalable system, you should leverage server-side processing using Google Tag Manager and a tool like Stape or Google Cloud Platform.

When a user registers for a Zoom webinar, Zoom is configured to fire a webhook to a custom endpoint hosted on your server platform.

This webhook is simply a notification that a registration occurred.

Your server-side script then performs a three-step action: first, it uses the Zoom Meeting API to immediately query the Zoom platform using the webinar ID provided in the webhook payload, retrieving the actual, human-readable name of the webinar.

Second, it gathers the registrant's email address.

Third, it uses the HubSpot API to call HubSpot's contacts endpoint and update the corresponding contact record.

The script is programmed to inject the accurate, full webinar name into your custom HubSpot field, such as `Last Webinar Name`, and set any other necessary properties like a 'Registered' lifecycle stage.

This integration is only built once, and it then automatically handles every future webinar registration with zero ongoing manual maintenance, providing accurate, useful data directly in HubSpot for immediate segmentation, reporting, and enrollment in follow-up sequences, without relying on limited native integrations or repetitive workflows ✅

This comment was generated with the assistance of an AI tool, incorporating my expertise in conversion tracking 🙂

Re: Mapping Zoom Webinar Name to Hubspot Field

Daxchemist — Tue, 07 Oct 2025 17:39:51 GMT

Hey hey!

This is a super common need when you want to understand the different webinars that people have attended. That data can be used downstream in ways from automating emails to reporting on which were your most successful meetings or webinars.

Natively you definitely don't get all the things that you need from a virtual event, and most of the data lie son the Contact which could be overwritten over time. Fortunately these were some of the problems that I set up to solve with event hapily. The way it works in your use case is that you're able to have each Zoom meeting or webinar created as a custom object that will have its own Registrants with details such as their attendance, meeting/webinar name, date, time, and all the information about that particular event.

it's stored not only on the Event object but also on the Registrant object, which is another custom object representing an instance of a Contact attending a webinar. You're going to have all the data that you need inside of Hubspot leveraging this app and will allow you properly action people that attend your virtual events!

Re: Mapping Zoom Webinar Name to Hubspot Field

FatimaMoolla — Wed, 04 Mar 2026 07:53:27 GMT

Hi,

To jump on this thread, please may you assist. My webinar engagement details don’t seem to be writing back to the contact records in HubSpot, so the Zoom properties (e.g. Total webinars attended, registrations, etc.) remain blank.

What other configurations would I need? Thank you !

Re: Mapping Zoom Webinar Name to Hubspot Field

BérangèreL — Tue, 10 Mar 2026 15:59:39 GMT

Hi @FatimaMoolla and thanks for jumping in on this thread and for the details.

When Zoom properties like Total number of Zoom webinar registrations or Total number of Zoom webinars attended stay blank, it’s usually either because the webinar data isn’t actually syncing into HubSpot, or because the newer webinar data is being stored on the marketing event + contact timeline rather than in those legacy Zoom properties.

Here are some resources you might want to check:

- Troubleshoot common Zoom webinar sync errors
- Use marketing events

I'd love to put you in touch with out Top Experts: Hi @karstenkoehler, @danmoyle and @trevordjones do you have suggestions to help @FatimaMoolla, please?

Thanks so much and have a lovely day!
Bérangère

Re: Mapping Zoom Webinar Name to Hubspot Field

danmoyle — Mon, 16 Mar 2026 19:25:24 GMT

Welcome to the Community @FatimaMoolla! As @BérangèreL mentioned, it's likely due to a misconfiguration. Here's what I'd do (according to HubSpot documentation I found).

First, the settings to confirm in HubSpot. In Settings > Integrations > Connected apps > Zoom > Home. Then make sure Global sync and Webinar sync are both turned on for your portal. Under the Manage individual user settings section, confirm the connected Zoom user (like in your screenshot) has Sync data from newly scheduled webinars by default enabled and that the specific webinars are not excluded. If you use cloud recordings/transcripts as part of engagement tracking, also enable Sync this user's webinar recordings and transcripts.

Now for the requirements on the Zoom side. Each registrant must register with a valid email address, since HubSpot uses email to create/update contacts. Check that the events you are running are Zoom Webinars (or compatible Zoom Events integration), not meetings, and that they are tied to the same Zoom user connected in HubSpot. Be aware that the Total number of Zoom webinars attended property does not increment when a contact attends multiple sessions of the same recurring webinar; only distinct webinars count.

A couple of notes I know of on contact and property behavior: HubSpot will not re‑create deleted contacts, and it will not update a record if the person registered with a secondary email that doesn’t match the contact’s primary email. Also, some internal users (your own team) can be excluded from sync; if your tests use your company domain and that domain is excluded, their webinar activity will never write back. If contacts attended but their properties remain blank, check the webinar’s Audit logs in the Zoom app screen for sync errors like “Contact properties couldn’t be updated” or “Some webinar data did not sync.”

Also note that for past webinars where settings were off, you'll need to bring in data manually. Go to Connected apps > Zoom > Home > Webinars, hover over the affected webinar, and click Sync now to push registrations and attendance again.

After a successful sync, open an example contact who attended and check that you see Zoom webinar marketing events and that the Zoom properties (total registrations/attended, last registered webinar, etc.) are now populated.

I hope that helps!

Re: Mapping Zoom Webinar Name to Hubspot Field

FatimaMoolla — Mon, 23 Mar 2026 08:15:09 GMT

Thank you @danmoyle and @BérangèreL! I've managed to get the properties writing to my customer contacts, however they are not being written to my internal staff contacts. I'm assuming it is because internal staff email addresses are on the company domain? Is this the case and if yes, is there a workaround? I would also like to know which staff members attended webinars. You have both been extremely helpful

Re: Mapping Zoom Webinar Name to Hubspot Field

FatimaMoolla — Mon, 23 Mar 2026 08:16:54 GMT

Thank you @Daxchemist!

Re: Mapping Zoom Webinar Name to Hubspot Field

danmoyle — Mon, 23 Mar 2026 14:33:51 GMT

I'm glad it's been helpful @FatimaMoolla. I believe you're right, and that's the likely reason. From what I can tell, HubSpot’s Zoom webinar sync can exclude emails that belong to users in your HubSpot account or that match a domain entered in the integration’s exclusion settings, which is commonly used to keep employees from being created as contacts. I think the best fix is to remove your company domain from the Contact exclusions list if you want internal staff to be tracked like normal contacts, but this will also allow employees to be created/updated as contacts. Otherwise you could keep the exclusion in place and use a separate, non-company email address for staff you want tracked as webinar attendees.

Re: Mapping Zoom Webinar Name to Hubspot Field

FatimaMoolla — Mon, 23 Mar 2026 18:08:34 GMT

Thanks @JessicaBaskey I have Zoom Events integration so I'm going to work on it with that

Re: Mapping Zoom Webinar Name to Hubspot Field

jrintala — Thu, 16 Apr 2026 08:15:16 GMT

Hi @MSnodgrass,

+1 to what @JessicaBaskey mentioned - the native Zoom ↔ HubSpot integration is pretty limited here.

The “last registered webinar” field is basically just a reference, so it's not great for segmentation or workflows on its own.

If you want the actual webinar name in a usable field, you basically have 3 options:

third party tool (Zapier/Make/n8n) to map Zoom data into a custom property
custom API setup (more scalable, but dev-heavy) - also using Zoom Events integration might work
manual workflows per webinar (works, but as @karstenkoehler mentions - doesn’t scale well as you need to configure per webinar)

The core challenge is that Zoom doesn't pass structured webinar metadata cleanly into HubSpot. If this becomes important for segmentation/reporting, it's worth using a setup where webinar data (like name, engagement, etc.) is synced as structured data + timeline events that you can segment on directly - some webinar platforms with native HubSpot integrations (Univid is one example) handle this out of the box - ie. instead of just pushing static links.

Best,

Re: Mapping Zoom Webinar Name to Hubspot Field

jrintala — Thu, 16 Apr 2026 10:00:40 GMT

Hi @MSnodgrass,

The "last registered webinar" field is basically just a reference, so it's not great for segmentation or workflows on its own.

If you want the actual webinar name in a usable field, you basically have 3 options:

third party tool (Zapier/Make/n8n) to map Zoom data into a custom property
custom API setup (more scalable, but dev-heavy) - also using Zoom Events integration might work here
manual workflows per webinar (works, but as @karstenkoehler mentions - doesn't scale well as you need to configure per webinar)

The core challenge is that Zoom doesn't always pass structured webinar metadata cleanly into HubSpot. If this becomes important for segmentation/reporting, it's worth using a setup where webinar data (like name, engagement, etc.) is synced as structured data + timeline events that you can segment on directly - some webinar platforms with native HubSpot integrations handle this out of the box - ie. instead of just pushing static links. Univid is one example.

Best,

Jonathan