Mapping Zoom Webinar Name to Hubspot Field

[MSnodgrass]

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!

[JessicaBaskey · Accepted solution]

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:

1. Custom API Integration: You can build a custom solution using the Zoom and HubSpot APIs to pull the webinar name into a custom field.

2. Third-Party Tools: Tools like Zapier might offer a way to automate the process, but you’d need to set it up.

3. 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

[karstenkoehler · Accepted solution]

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:

1. Create a multiple checkboxes contact property where each option is one of your webinars (new webinar -> add new option)
2. Create a workflow that enrolls records based on "Last registered Zoom webinar is known"
3. 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/)
4. 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!

[Sweely · Accepted solution]

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 🙂

[Daxchemist · Accepted solution]

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!

[Sweely · Accepted solution]

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 🙂

[karstenkoehler · Accepted solution]

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:

1. Create a multiple checkboxes contact property where each option is one of your webinars (new webinar -> add new option)
2. Create a workflow that enrolls records based on "Last registered Zoom webinar is known"
3. 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/)
4. 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!

[FatimaMoolla]

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 ! 

[JessicaBaskey · Accepted solution]

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:

1. Custom API Integration: You can build a custom solution using the Zoom and HubSpot APIs to pull the webinar name into a custom field.

2. Third-Party Tools: Tools like Zapier might offer a way to automate the process, but you’d need to set it up.

3. 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