topic Re: MS Teams - Webinar Data Sync in HubSpot Native Apps

MS Teams - Webinar Data Sync

kate_unite — Fri, 11 Apr 2025 14:12:04 GMT

Hi all,

I've recently connected Teams with Hubspot (both enterprise levels) along with our IT department, and am now testing to see if we can have someone register for a webinar via a Hubspot form, but also be added to the Teams Webinar and get & send their individual join link. However, this isn't working. We can set up a separate workflow to enroll contacts in the webinar, but according to this Knowledge Base article (linked in several other similar community posts), that step shouldn't be necessary.

In an ideal world, all communication would be provided via Hubspot and thanks to this integration, it should be possible. It is essential that we know who is actually at the webinar and who isn't.

Any advice or recommendations are very welcome!

Re: MS Teams - Webinar Data Sync

kennedyp — Fri, 11 Apr 2025 22:03:08 GMT

Hi @kate_unite! Welcome to the Community-- happy to have you here 😊

Thanks for linking the resources you are using. Do your webinars need a manual registration approval in Microsoft Teams? That may be why they don't sync automatically. Additionally, are you using legacy HubSpot forms?

The more context you can provide about your specific set up (screenshots are always helpful) the better the community can troubleshoot with you!

Best,

Kennedy

Re: MS Teams - Webinar Data Sync

kate_unite — Mon, 14 Apr 2025 06:23:36 GMT

Hi @kennedyp, thanks for the reply! Our webinars do not require manual registratin approval and we are using legacy HubSpot forms (Enterprise).

As mentioned in the original post, once I add my form to a landingpage and go to the "form automation" settings, there is no option to directly sync with a specific webinar as shown in the linked Knowledge Base article (see screenshot). I am able to add contacts to the Webinar via a workflow (see screenshot) but I'm then unsure how they will receive their original join links. If one e-mail has to go through Teams, that's alright, but we would prefer to be able to send the reminders etc. via Hubspot for branding and better reporting purposes. Please excuse that the screenshots are in German, my HubSpot account is in German, but the missing element should be clear. There is nowhere directly in the form editor to select this as an option either, but to be confirmed, as we're in the EU, the person has to complete a Double Opt In anyway.

I've requested to have my Teams account upgraded to see if this would be the workaround to adjust which of the auto emails from Teams is sent (as of now, it's either all or none) but I'm waiting for IT to activate this.

Any insights would be amazing. Thank you!

Re: MS Teams - Webinar Data Sync

kennedyp — Thu, 17 Apr 2025 17:13:16 GMT

Thanks for the additional details, @kate_unite!

I want to invite some subject matter experts to see if they have any suggestions.

Hey @CrystalHopper or @karstenkoehler --have you experienced this as well?

Your account has access to HubSpot Support, so if all else fails, I recommend opening a ticket for a more thorough investigation. The Support team can access your account from the backend to get a quicker resolution and verify any integration issues.

Re: MS Teams - Webinar Data Sync

kate_unite — Fri, 02 May 2025 06:40:47 GMT

Hi all, an update from my side here: We are able to add contacts to a webinar via Workflow, which is the workaround we've gone with here. However, I actually came across a situation this week in which it worked -- we have a custom styled header with a built in form, in which any form styling is overridden to match the header image we choose. This header doesn't allow the Teams direct integration, hence my workflow workaround. However, I was helping a colleague with a header in which the elements were all added separately, and in this version it could be included. Due to GDPR requirements and the double opt in required before additional messaging is sent out (and the fact that we want to be able to contact these contacts after the webinar too), we're sticking with the workflow workaround, but just thought I'd share this in case anyone else comes across the same issue in the future!