Hello,
We are working on sending the recording of zoom webinars via HubSpot. I noticed the timeline event does have the recording URL, but I need to figure out a way to parse and extract, or save that URL recording somewhere, so that it can go out as a personalized token on emails.
Here is a screenshot of the marketing event on the contact’s timeline
I would like to know if anyone has had success with sending this recording link as a personalized message, or if we have to figure out a workaround or better way to send the recording link.
Hi @D_Azcunaga , thanks for the detailed question!
I wanted to share two related resources that offer more context to your question:
A community thread on Zoom Webinar Confirmation: https://community.hubspot.com/t5/Marketing-Integrations/Zoom-webinar-confirmation-email-with-calendar-invite/m-p/656042
and a Knowledge base article on Using HubSpot and Zoom webinars: Use HubSpot and Zoom webinars
I also want to tag some community experts to help you out find a workaround. Hey there @seosiri @amjadkhatri @RubenBurdin I hope you’re having a great day! Any ideas or resources you want to share with us here? Thanks!!
Victor
Hi @D_Azcunaga ,
This is a tricky one because HubSpot timeline events dont expose their data as properties you can directly use in personalization tokens. The recording URL is visible on the timeline but its stuck there, not accessible for workflows or email tokens natively.
A few workaround options:
The most common approach is to use a webhook or custom coded workflow action that fires when the marketing event is created. You’d call the HubSpot API to fetch the marketing event details, extract the recording URL, and write it to a custom contact property like “Last Webinar Recording URL”. Then you can use that property as a personalization token in your emails. Requires some dev work but its reliable once set up.
Another option if you’re on Operations Hub Professional or higher is to use a custom coded action in your workflow. You can write JavaScript that queries the marketing events API for that contact and extracts the recording link, then updates a contact property with the value.
Some teams also handle this outside HubSpot by syncing their Zoom webinar data and contact registrations to a database, processing the recordings there, and pushing the URLs back to HubSpot contact properties. Thats where something like Stacksync could help with keeping that data in sync, though its a more involved setup.
What tier of HubSpot are you on? That’ll help narrow down which approach makes most sense for your situation. // Note: This response was written based on my own experience and lightly reformatted with AI for clarity.
Hope this helps
Hi D_Azcunaga,
Thanks for bringing this up. I think a lot of teams run into this exact challenge, and it’s worth discussing the practical side of implementation.
Based on what Ruben shared, the webhook approach is definitely the most reliable. Here’s what I’ve seen work well in practice:
Starting Simple
If your team is just getting started, I’d recommend beginning with a basic webhook that triggers when the marketing event is created. The key is to give yourself some breathing room in the API rate limits. Call the Zoom API to get the recording URL, then write it to a custom property. This takes some development effort upfront but keeps things clean.
Scaling Considerations
Once you have the basic setup running, you might find that managing this at scale becomes tricky. If you’re running dozens of webinars a week, you’ll want to think about error handling and retries. What happens if Zoom takes a few hours to process the recording? Building in a delay or a queue system can help here.
Alternative Worth Exploring
Some teams I’ve talked to actually use Zapier or similar middleware for this. It adds another tool to manage, but if your team doesn’t have dedicated dev resources, it might be worth the trade-off.
Next Step
I’d suggest checking what HubSpot tier you’re on, since that affects which workflow automation options are available to you. Once you know that, the path forward becomes clearer.
Hope this helps with your implementation. Looking forward to hearing how it goes.
