How to integrate HubSpot with Zoom to schedule a Zoom meeting from a HubSpot contact page

‍Before You Start‍

If you don't have a Yoom account yet, please create one from the Yoom account creation page.
If you're new to Yoom, check out Getting Started with Yoom.‍

Step 1: My App Integration

As a preparation step, you need to register your apps to integrate your HubSpot, Zoom, and Gmail with Yoom.
1. To integrate, log in to Yoom and click on My Apps on the left side of the screen.
2. Click the +New Connection button displayed on the right side of the screen.

How to Register My App for HubSpot
1. Select HubSpot from the list of apps.
2. Refer to How to Register My App for HubSpot to register your app.‍

How to Register My App for Zoom
1. Select Zoom from the list of apps.
2. Refer to .How to Register My App for Zoom (OAuth) to register your app.‍

How to Register My App for Gmail
1. Select Gmail from the list of apps.
2. Click Sign in with Google.

3. On the "Log in to Yoom" screen, select the account you want to integrate and click Next.
4. On the "Yoom is requesting additional access to your Google account" screen, click Continue to complete the app registration.

Next, copy the template to My Project and create a Flowbot.
If you haven't copied it yet, please copy the Flowbot template from below.

1. Hover over the banner and click "View Details"
2. Click "Try This Template" on the redirected page
3. Register for Yoom
※ If you have already registered, the login screen will be displayed, so please log in.

‍

Step 2: Set the Trigger

Let's create a template from here.
1. Select a project from the project list to create a template.
2. A +New Connection button will appear on the right side of the screen, click it.
3. Select Create from Scratch.
4. Choose when launched from the Chrome extension.

5. Select HubSpot from the list of apps.
6. The screen will switch, so set the title for the Chrome extension trigger.
7. Verify that the account information to be linked with HubSpot is correct.
※ If the account information is not displayed, click +Add Linked Account to register.
8. For the action when launching from the extension, select "Launch from Contact Details Page."
9. Once you have set up to this point, click Next.

On the next screen, set the API connection settings for the app launched by the extension.
10. Set the sample URL for the launch page as desired.‍
11. Click Test, and if no errors occur, click Save.

Step 3: Request Action from the Person in Charge

1. Switch to the flow list screen and click the + displayed under the Chrome extension trigger you just created.
2. Select "Request Action from the Person in Charge" from the operations.
3. The screen will switch, so set each item.

• Title: Set the title.
• Person in Charge: Select as desired from the drop-down menu.
• Details of the Request: This time it's text only, but you can also combine company names or contact person names from the output in the message for more detailed information.

4. Click +Add Form in the input form to add the required number of items. This time, add three forms.

• Date: Select "Date" from the drop-down menu.
• Time: Select "Text" from the drop-down menu.
• Meeting Duration: Select "Number" from the drop-down menu.
  ※ If you want to make it a required field, please check it.

5. Once you have set up to this point, click Next.

On the next screen, set the sample values for the input form.
6. Set the sample values for the input form responses you set earlier.
7. Click Save.

Step 4: Integrate with Zoom

1. Switch to the flow list screen and click the + displayed under the app trigger you just created.
2. Select "Integrate with App" from the operations.
3. Select Zoom(OAuth) from the list of apps.
4. The screen will switch, so set the title.
5. Verify that the account information to be linked with Zoom(OAuth) is correct.
※ If the account information is not displayed, click +Add Linked Account to register.
6. Select "Create Meeting" for the action.
7. Once you have set up to this point, click Next.

On the next screen, set the API connection settings.
8. The following items are all required fields.

• Email Address: Specify the email address of the Zoom account to create the meeting.
• Topic: Set as desired.
• Date: This time, set {{Date}} from the output.
• Start Time: This time, set {{Time}} from the output.
• Meeting Duration: This time, set {{Meeting Duration}} from the output.
  ※ If there are items other than required items, set them as desired.

9. Click Test, and if no errors occur, click Save.

Step 5: Integrate with Gmail

1.‍ Switch to the flow list screen and click the + displayed under the operation you just created.
2. Select "Send Email" from the operations.
3. Select Gmail from the list of apps to execute.
4. The screen will switch, so set the title.
5. Verify that the account information to be linked with Gmail is correct.
※ If the account information is not displayed, click +Add Linked Account to register.
6. Set the email content. The following items are all required fields.

• To: This time, set {{Email Address}} from the output.
• Subject: Set as desired.
• Body: The body of the email combines text and output. It is recommended to make it a versatile structure that can be sent to anyone without problems.
  This time, set {{Last Name}} from the HubSpot contact details page information, {{Date}} and {{Time}} from the input form information requesting action from the person in charge, and {{Invitation Link}} from Zoom.
  ※ If there are items other than required items, set them as desired.

7. Once you have set up to this point, click Next.

On the next screen, perform a test of sending the email.
8. Check the email sending content and click Test. Check the received email.

You can also check the information of {{Last Name}}, {{Date}}, {{Time}}, and {{Invitation Link}} from the output!
9. If no errors occur, click Save.
10. Switch to the flow list screen and change the app trigger to ON.
This completes the flow settings!

Advanced HubSpot and Zoom Integration Flow

This flow template is recommended for those who want to automatically set up Zoom meetings based on information from Google Forms or automatically store new contact information in kintone when it is registered in HubSpot.

In addition to the flows introduced this time, Yoom offers multiple HubSpot and Gmail flow templates.
Please check the link for more details, and be sure to take a look!

Summary

With the integration of HubSpot and Zoom, we found that the manual data entry tasks and follow-up efforts are significantly reduced, greatly enhancing work efficiency!
By automating Zoom webinar registrations based on HubSpot lead information, you can send effective invitations tailored to your target audience, leading to increased participation rates.
Additionally, by efficiently scheduling support sessions on Zoom using customer data managed in HubSpot, you can enhance customer satisfaction.
This allows employees to focus on strategic tasks and customer interactions, improving overall productivity.

Let's aim for more enjoyable and effective business operations by leveraging HubSpot and Zoom!