Syncing Microsoft Teams Webinar Attendance to HubSpot Marketing Events

[thesamuelcheong]

Bit of background: I've managed to get the Teams integration (full install) working and its now syncing the webinars as marketing events in HubSpot. I was able to use workflows to push registrations to the events. All that is good.

The issue I'm facing now is I'm unable to pull attendee data into those marketing events. I've made sure the 'manual registration approval' checkbox is turned off but it still doesn't sync.

Any suggestions how I can troubleshoot this further?

[RedBull33]

Once the webinar has finished it can takwe up to 45 mins for the attendees data to appear in the events page and on the contact record. 

[kate_unite · Accepted solution]

Thanks @BérangèreL for the tag. @thesamuelcheong, we faced a similar issue at first, so you're not alone. It took a few tests to get it right, but here are a few things to note/check that helped us: 

• Teams attendee data will not sync until the event is officially over (so, after the end time you set when you created the event). A few minutes after the end of our events, we usually go back into the settings (integrations > connected apps > Microsoft Teams > webinars) and manually sync it again. You could try this with your test event if you haven't already. 
• In your Teams Webinar settings, is the toggle next to the setting "non-verified participants must confirm their information before entering" (might be worded slightly differently, my Teams is in German) on? In Teams, either a company or an individual can set an account so that external events can't automatically pull their name. This step helps at least match the few who either just get a link forwarded or who have this setting on. If the participants are "hidden" in this way, there is no data that can sync. 
• Also within the Teams Webinar itself, are you able to see the participation data? If not, then Teams wasn't able to track who was specifically there. Attendees are just those who are not added to be part of the event in the background. Also, in a test, only those who actually "join" as guests (not logged in as you, the creator of the test webinar, for example) will show up. We tested this initially by having someone on the team register but not join and someone on the team register and join. 
• When you did your test, did you just enter the Webinar room or did you officially "start" the webinar and thus the recording etc.? If you were just in the room but did not fully start it, there is no attendee data as there was technically no actual webinar. 

I hope this helps you get started – and maybe someone else has additional insights. Good luck! 

[thesamuelcheong]

Thanks Kate for these tips, excellent stuff. I'll run another round of tests again to see if we can sort these out. 

We were able to see registration and attendance data in the test event in Teams. However, in HubSpot we can only view registration but not attendance. I'm guessing this is what you mean by participation data?

Just curious, we typically just create and publish an open event and send that link to participants (managed through HubSpot workflows). Do you require registration and send out a personalised webinar link? If we can get this integration to work, we might let Teams manage the thank you emails and reminder emails. 

One last thing, do you use Teams premium to enable the integration to work?

[kate_unite]

Hi @thesamuelcheong, yes that is what I meant by participation data and yes we do use Teams premium to enable the integration to work. The person who sets up the webinar needs to have premium with attendance reports activated, in our experience. Your IT might need to confirm this (and I believe you need to activate this in the webinar settings as well). That could be the key in your case, actually. We use a Hubspot form and landingpage for the registration then add the contact to the Teams webinar via workflow after they have completed the double opt in (a requirement here in Europe thanks to GDPR). The calendar invite and reminder mails are then managed in/sent by Teams, as that's how each individual receives their join link and their attendance is thus trackable. Keep me posted, hope this helps!

[BérangèreL]

Hi @thesamuelcheong, I hope that you are well!

Great question, thanks for asking the HubSpot Community!

For information on the topic, here are some resources that you might find interesting:

- Use HubSpot and Microsoft Teams webinars
- Use marketing events

Also, the solution from @karstenkoehler on this post "Using Hubspot forms for Teams webinar registration" might guide you.

I'd love to put you in touch with our Top Experts and Community Members: Hi @freitasm, @kate_unite, @Crystal_Hopper, @ChristopheRoy, @LBKoch, @Sjardo and @danmoyle do you have any insights to share with @thesamuelcheong, please?

Have a fantastic day and thanks so much in advance for your help!
Bérangère