Populate Zoom webinar properties for known contacts

[Hanna_pixo]

Hello,

we host a lot of webinars through ZOOM and send out registration emails and reminders through hubspot since our sign up form is hubspot based. As a ZOOM Link we implemented the property "Last registered webinar" in our email. However, we have noticed that when a user is already in our data base this property is not synced nor updated. As a result, some users do not get sent ZOOM Links when registering. Any idea how to solve this problem?

Thanks in advance for your help.

[Hanna_pixo]

Hi @karstenkoehler,

i thought it worked, but for our webinar today 5 people out of the 20 people who registerd were not added to Zoom and also did not receive any emails or link. Very random. How can that happen?

[karstenkoehler]

Hi @Hanna_pixo,

Have you checked the workflow log for errors? (Click Details in the top left corner of the workflow editor.)

Best regards

[karstenkoehler]

Hi @Hanna_pixo,

How exactly are you pushing the Zoom webinar name into the Last registered webinar property? If it's a workflow, could you share a screenshot?

It sounds like this may be an issue of re-enrollment. By default, HubSpot workflows only enroll a contact once. https://knowledge.hubspot.com/workflows/add-re-enrollment-triggers-to-a-workflow

Best regards!

[Hanna_pixo]

Hi Karsten,

thanks for your answer. The problem is not the re-enrollment, but the sync between hubspot & Zoom. See a Snippet of our workflow below.

Apparently it is a known issue: https://knowledge.hubspot.com/integrations/use-hubspot-and-zoom-webinars#segment-contacts-in-hubspot...

However, I am wondering how other people handle this situation because it is very common, that also user that are known to the database register for a webinar. Any idea how to solve / work around this problem efficiently?

Thanks & best wishes,

Hanna

[karstenkoehler]

Hi @Hanna_pixo,

When I set this up, I copy the join URL into a custom property, as explained here: https://community.hubspot.com/t5/Marketing-Integrations/Zoom-webinar-confirmation-email-with-calenda...

Is that what you're referring to, the join URL?

Best regards

[Hanna_pixo]

Hi @karstenkoehler,

thanks for the tip! In our case you need to register to join the webinar. Hence there is no universal 'join link' & sending them the registration link does not make sense since they would be already registered. 

How would you solve that?

Kind regards,

Hanna

[karstenkoehler]

Hi @Hanna_pixo,

---

@Hanna_pixo wrote:
As a ZOOM Link we implemented the property "Last registered webinar" in our email.

---

Could you please elaborate in a bit more detail then what exactly you would like to use as a personalization token in your email? Is it a Zoom link or is it the name of the webinar? You're writing Zoom link, hence my confusion.

Best regards

[Hanna_pixo]

Hi @karstenkoehler,

of course! So this is what the webinar confirmation email should look like:

And how it looks like on hubspot:

-> As you can see at this example a join link has been added for the property "last registered webinar". However, if a contact that is already known to the data base this property is not synced. So even if i register for a webinar the property "last registered webinar" is not filled out. Hence, the email that is sent out display nothing after "Meeting:"

Kind regards,
Hanna

[karstenkoehler]

Hi @Hanna_pixo,

This should be the join URL then – can you try copying it into a custom property like I explained here? https://community.hubspot.com/t5/Marketing-Integrations/Zoom-webinar-confirmation-email-with-calenda...

You would use the "Copy property value" workflow action. In a dropdown, you can access values from the workflow action that adds a contact to a Zoom webinar – and copy it into a custom property. I've been using this solution for a long time now and haven't had any issues with contacts who repeatedly registered.

Best regards

[Hanna_pixo]

Hi @karstenkoehler,

thank you for your answer. I tried recreating your solution before, but I can't recreate it. You write in the other post "In this step of the workflow, the Zoom webinar join URL (yes, this is individual) is made available."

However, I do not see a JOIN URL property, nor do I understand where I get that Zoom Link from. When adding the contacts to the zoom Webinar i enter the Webinar ID. That is the only information I have - or am I missing something?

Best wishes,

Hanna

[karstenkoehler]

Hi @Hanna_pixo,

First, you need to create a custom property that you'll use to store the join URL in.

You'll then add the workflow action "Copy property value". In a dropdown, you can copy a property value from an earlier step in the workflow. This is where you choose the Zoom "Add to webinar step". From this earlier action, you can copy the join URL into your custom property.

This custom property is what you'll create for each webinar and also use as a personalization token in your emails.

Does that make sense?

[Hanna_pixo]

Hi @karstenkoehler,

I understand what you are saying, but where do I get that join URL from? When checking Zoom I can only find a link to register, but not to join since only when sb registeres they get sent that individual link. How can I copy that to hubspot before registering?

Thanks,
Hanna

[karstenkoehler]

Hi @Hanna_pixo,

In step 4 of your workflow, HubSpot adds the contact to the Zoom webinar. The Zoom integration sends back the individual join URL. Using the copy property value action you can copy that join URL into a custom property.

That's where HubSpot would get the join URL from – if that's not what you're referring to, could you specify?

Best regards

[Hanna_pixo]

HI @karstenkoehler,

Sorry, I don't quite get it.

1. So I have now created a custom property (contact/zoom/single line), which is just an empty property (?). Is that correct like that? 

2. When recreating what you are saying, where should the Join URL Property be copied to? Another Property? 

3. How does Zoom know that they should fill that new property now with a link?

I think I am missing something...

Thanks,
Hanna

[karstenkoehler]

Hi @Hanna_pixo,

No worries.

1. Correct, for now it's empty.

2. You're not copying from your newly created property, you're copying to your newly created property. Action 3 from my previous screenshot looks into the 'Add contact to Zoom webinar' action and pulls out the join URL provided by the integration. When you add a contact to a Zoom webinar, the integration instantly replies with a join URL which is made available in HubSpot in the background. You copy this instantly provided information (pay attention to the arrows in my previous screenshot) to your newly created property. It now contains the join URL.

3. See the previous step.

Does that make sense?

Best regards

[Hanna_pixo]

hi @karstenkoehler,

I hope we are close, but what I still do not understand is the action itself and what should be inserted where.
When I recreate the selection you did in the screenshor the fiel "Property to copy Join URL to" remains empty. You mentioned above, that the information should be copied to the property Join URL. However, then the action says Copy value "Join URL" from 4. ... to contract propery "Join URL" which doesn't sound right to me (see screenshot). What did I do wrong? What should be written there? In your screenshot it looks like a different property since its blurred.

Thanks,

Hanna

[karstenkoehler]

Hi @Hanna_pixo,

Looks correct to me. It's a bit confusing because you named your property exactly like the piece of info that Zoom makes available during the "Add contact to Zoom webinar" step.

Personally, I create a new join URL field for every webinar, making it impossible that parallel webinars could be 'fighting' over one field.

But generally: looks good 🙂

[Hanna_pixo]

Hi @karstenkoehler 

thanks for your message. What do you mean exactly by saying "It's a bit confusing because you named your property exactly like the piece of info that Zoom makes available during the "Add contact to Zoom webinar" step."

-- There was no property before named "join URL" and I also could not find it anywhere. So here it would be copying from and to the same property?  That is why it feels wrong to me. 

So you make a new property for every webinar? Or what do you mean with field?  The property is single line and empty as mentioned before. As far as I know I can't add additional fields there.

I have the feeling that we are talking past each other or I am just missing one part of that entire workflow.

Thanks,
Hanna

[karstenkoehler · Accepted solution]

Hi @Hanna_pixo,

The Zoom integration makes its own join URL available in the "Add contact to Zoom webinar" step. Let's maybe say that this is now called Blueberries.

When you add a contact to a webinar, Zoom gives back Blueberries. Blueberries is not a contact property however. It just exists in this one workflow action.

You created a new property Raspberries. With the "Copy property value" action we're copying Blueberries into Raspberries.

You 'accidentally' gave your own property the same name as the not-property by Zoom, making it look like you're copying from and to the same field. But you're really copying from Blueberries to Raspberries.

Best regards!

[Hanna_pixo]

@karstenkoehler Awesome - now i get it & it works! Thanks!