Marketing Integrations

DigitalJA
Participant

Zoom webinar confirmation email with calendar invite

I have spent a while searching for the process to fully manage and set a workflow registration process between HubSpot with Zoom, including, landing pages, and confirmation emails with calendar invites. 

I only found a non hubspot blog about this from 2020: https://www.smartbugmedia.com/blog/how-to-do-a-webinar-with-hubspot-and-zoom

In this blog it states: 
Pro tip: It’s easier and less set-up to have the confirmation emails come from Zoom instead of HubSpot, and the Zoom emails have calendar invites, which HubSpot does not support. However, the Zoom emails do not have your branding, so that’s the drawback.

 

Now this feels a bit behind the times, one of the reasons we wanted to integrate the HubSpot and Zoom was to have better control over look and feel of our marketing campaign assets (LP, forms with additional qualification questions, confirmation emails etc), not the bog-standard Zoom branded emails.

 

Is this still the case in 2022?
Is there a process on Hubspot knowledge base/community that I am missing, or can anyone point me in the direction of a solution/workflow process that shows how to incorporate the registration email confirmation with a calender invite? 

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3 Replies 3
karstenkoehler
Hall of Famer | Partner
Hall of Famer | Partner

Zoom webinar confirmation email with calendar invite

Hi @DigitalJA,

 

My preferred process for this is to copy the Zoom webinar join URL into a contact property which can then be used as a personalization token in an automated marketing email:

 

karstenkoehler_0-1656338158979.png

 

For your email, you can use an Add to Calendar tool which generates the main calendar links. In the event location field, you can even place a personalization token as long as you follow the personalization token syntax (which I've explained here), for example:

 

karstenkoehler_1-1656338354465.png

 

Let me know if you have any follow-up questions!

Karsten Köhler
Digital Marketer | HubSpot Freelancer | CRM Consultant

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DigitalJA
Participant

Zoom webinar confirmation email with calendar invite

Thanks for the prompt feedback. I am new to this integration process, so setting up some testing ahead of a full webinar, so please excuse my lack of knowledge.  You say "My preferred process for this is to copy the Zoom webinar join URL into a contact property" - which I'm not sure I fully understand. Isn't the join URL unique to each registrant to enable tracking of the attendance etc?  So where do I find the URL links to add to the contact record in the workflow?  Think I am missing a step?

Also, regarding the calendar invite, that is helpful to know it can be done, but another layer of complexity outside HubSpot, so need to get my head around that. 

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karstenkoehler
Hall of Famer | Partner
Hall of Famer | Partner

Zoom webinar confirmation email with calendar invite

Hi @DigitalJA,

 

"My preferred process for this is to copy the Zoom webinar join URL into a contact property which can then be used as a personalization token in an automated marketing email" – this refers to a contact-based workflow.

 

You can use contact-based workflows to add contacts to a Zoom webinar (see the screenshot above). In this step of the workflow, the Zoom webinar join URL (yes, this is individual) is made available.

 

In "4. Copy property value", this join URL is copied to a contact property – different for each registrant.

 

Once it's copied into this property, you can use it as a personalization token in a marketing email. For each recipient, the correct join URL is displayed.

 

Does that make more sense?

 

Best regards!

Karsten Köhler
Digital Marketer | HubSpot Freelancer | CRM Consultant

Beratungstermin mit Karsten vereinbaren


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