How to integrate HubSpot with Zoom to automatically add new contacts created in HubSpot as webinar registrants in Zoom

To operate efficiently, the use of IT tools is indispensable.
In particular, HubSpot, which allows for customer management, and Zoom, which facilitates meetings and online events, are tools used by many companies.
However, using these tools separately can lead to manual data entry and management errors.
This article introduces a system that automatically adds new contacts created in HubSpot as registrants for Zoom webinars by integrating HubSpot and Zoom.
This automation not only improves operational efficiency and prevents human errors but also enhances customer satisfaction.
We will explain the specific benefits and practical usage methods, so please read to the end.

Recommended for

Those who are already using HubSpot and Zoom in their operations
Those who spend a lot of time adding Zoom webinar registrants
Those who want to reduce human errors occurring during Zoom webinar registration
Sales or support teams looking to enhance customer support using Zoom

Benefits and Examples of Integrating HubSpot and Zoom

Benefit 1: Reduce Manual Work and Increase Operational Efficiency

Manually adding new contact information from HubSpot to Zoom webinar registration is cumbersome.
By integrating HubSpot and Zoom, new contacts created in HubSpot can be automatically added as Zoom webinar registrants.
This can eliminate the need for manual registration by staff, allowing them to focus on more value-added tasks.
This automation can enhance operational efficiency, potentially leading to increased productivity across the organization.

Benefit 2: Reduce Registration Errors and Improve Data Quality

When manually adding Zoom webinar registrants, there is a risk of input errors or omissions.
By integrating HubSpot and Zoom, you can automatically register Zoom webinar participants using HubSpot contact information, reducing human errors during data entry.
This automation maintains data consistency, enabling smooth communication with customers and enhancing reliability.

Benefit 3: Strengthen Customer Support

Automatically adding new customers registered in HubSpot as Zoom webinar registrants can strengthen customer support.
For example, this automation allows you to efficiently guide newly contracted customers to Zoom webinars themed on "Product Usage Seminars" or "Initial Setup Guides," speeding up initial support.
This initiative enables efficient and comprehensive customer support, potentially improving customer satisfaction.

From here, we will explain how to use the no-code tool Yoom to "add new contacts created in HubSpot as Zoom webinar registrants."

[What is Yoom]

How to Automatically Add New Contacts Created in HubSpot as Zoom Webinar Registrants

This can be achieved by receiving new contact creation in HubSpot using HubSpot's API and adding them as Zoom webinar registrants using Zoom's API.
Generally, programming knowledge is required to achieve this, but with the no-code tool Yoom, it can be easily accomplished without programming knowledge.

The integration flow consists of the following four processes:

Integrate HubSpot and Zoom My Apps
Copy the template
Set the trigger in HubSpot, then set the action in Zoom
Turn on the trigger

You can register for Yoom for free here. If you already have an account, please log in.

Step 1: HubSpot and Zoom My App Integration

1. How to Register HubSpot

Click on "My Apps" and search for HubSpot from "New Connection".‍‍

Select the account to integrate.

On the next screen, check the checkbox and click "Connect App" to complete the registration of My Apps.
※Note: To register My Apps, you need to add permission to connect the app in HubSpot. For details, please check here.

2. How to Register Zoom
Next, search for Zoom from "New Connection".

Enter "Client ID" and "Client secret", then click "Add".
※Reference: For detailed setup instructions, please check Zoom (OAuth) My App Registration Method.
※Note: The above integration method is within the scope of Zoom's Admin-managed permissions. If you want to integrate within the scope of User-managed permissions, please refer to here.

This completes the My App integration of HubSpot and Zoom!

Next, please copy the template to be used this time. You can copy the template from "Try it" in the banner below.

Step 2: Setting the Trigger to Activate When a New Contact is Created in HubSpot

First, click on "When a new contact is created" to set up the app trigger.

This page is already set by default.
No changes are needed, so please click "Next".

Select the flow activation interval from the dropdown. The shortest interval is 5 minutes.
Note: The shortest activation interval may vary depending on your plan.

Click "Test" and if successful, click "Save".

Step 3: Add Registrants to a Zoom Webinar

Next, click on "Add registrants to a webinar" to set up the action.

This page is also pre-configured, so proceed to the next page.

Please enter your Zoom account email address and webinar ID, referring to the annotations outside the frame.

The "First Name" is set as shown in the image above.
By setting it this way, you can automatically register the "First Name" from the new contact created in HubSpot to the "First Name" field of the Zoom webinar registrant.

Similarly, set other information you want to retrieve, such as "Last Name" and "Email Address".

Once all items are set, click "Test".
If "Test Successful" is displayed, save the settings.

Step 4: Turn ON the Trigger

Finally, press "Turn ON Trigger" to complete the automation setup.
Check to see if the flow bot starts correctly.

Introduction to Other Automation Examples Using HubSpot and Zoom

There are many other examples of automation using HubSpot and Zoom, so here are a few introductions.

1. A flow that automatically creates a Zoom meeting when information is submitted in HubSpot.
By utilizing this flow, you can automatically create a Zoom meeting when meeting information is submitted from a HubSpot form.
This eliminates the need for the person in charge to create meeting schedules in Zoom each time, thus improving operational efficiency.

2. This is a flow that allows you to select a meeting participant from HubSpot and automatically create a Zoom meeting URL.
‍ By utilizing this flow, Zoom meeting URLs are automatically generated, enabling quick and smooth meeting setup.
Additionally, it prevents errors associated with manual URL creation, ensuring that the correct URL is shared with all meeting participants.

3. This is a flow where you can register a Zoom meeting from Hubspot's contact page and automatically send the meeting information to the target contact via Gmail.
‍ By utilizing this flow, you can automate the issuance of Zoom meeting URLs and the sending of invitation emails, which can reduce manual effort and potentially improve work productivity.

Summary

In this blog, we introduced a method to integrate HubSpot with Zoom, allowing new contacts created in HubSpot to be automatically added as webinar registrants in Zoom.
By automating the Zoom webinar registration process, you can reduce manual tasks, enhance operational efficiency, and minimize human errors.
Additionally, this automation enables efficient and comprehensive customer support, which can lead to improved customer satisfaction.
Zoom's app integration can be easily implemented without the need for programming.
If you aim to boost productivity, be sure to try app integration.