Install the Zoom app from HubSpot's app directory, sign in with a Zoom admin login and click Allow. That syncs webinar registrations and attendance, and shows cloud recordings on contact timelines. For other triggers, such as creating Zoom registrants from HubSpot form submissions, use a Zapier Zap.
What the native app syncs, and what it doesn't
Start with what you'll get, because it decides whether you need a connector at all. The native integration does three jobs: it syncs webinar registrations and attendance into HubSpot, adds registrants to Zoom webinars through a workflow, and shows Zoom cloud recordings on contact timelines.
Webinars land as marketing events. Participants need a valid email address to sync; HubSpot matches them to existing contacts and creates new contacts for anyone who doesn't exist yet. That's the bit that saves you hours of exporting attendee lists after every event.
Who can install it and what you need first
- App permissions or Super Admin in HubSpot, and admin rights in the Zoom account.
- The Zoom webinar add-on, if you want webinars to sync. Meetings and recordings don't need it.
- Cloud recording and audio transcripts switched on in Zoom, if you want recordings and transcripts in HubSpot, and the recording must stay available in Zoom.
Only one Zoom account, meaning one Zoom tenant, can connect to a single HubSpot account. If your business runs two separate Zoom accounts, pick one.
Installing the Zoom app in six steps
- In HubSpot, open the app directory from the icon in the top navigation bar.
- Search for and select the Zoom app, then click Install.
- Enter your Zoom login in the dialog, click Sign in, then click Allow. The login must be an admin of the Zoom account.
- Back in HubSpot, find Zoom under Connected Apps and open it to link your own Zoom user.
- On the Meetings and Webinars tabs under Settings, choose whether to sync recordings and transcripts, and tick the box to sync newly scheduled webinars by default.
- For anything the native app doesn't do, build a Zap with a Zoom or HubSpot trigger and the matching action.
Each person on the team connects their own Zoom user. If someone's HubSpot and Zoom accounts share the same email address, they link automatically and can't be unlinked, only switched to a different Zoom user.
Two settings worth knowing. You can add email domains as exclusions so those users' meetings or webinars don't sync, which is useful for internal calls. And the global toggle only covers present and future meetings, so for a past webinar, search its ID or name and click Sync now. If you're building the registration side, my workflow recipes for HubSpot give you a starting point.
Calls on your Personal Meeting ID never arrive
The HubSpot Knowledge Base flags the gap that catches most people. The integration doesn't support Personal Meeting IDs, so recordings and transcripts from PMI meetings won't sync. If you've been using the same personal link for every client call, nothing will reach HubSpot. Schedule each call as its own meeting with a unique meeting ID instead; my guide on scheduling a Zoom meeting shows how.
Using Zapier for the routes the app skips
Zapier offers HubSpot and Zoom templates, including creating Zoom registrants from HubSpot form submissions and turning new Zoom registrants into HubSpot contacts. Its Zoom triggers include New Meeting Registrant, New Webinar Registrant, New Cloud Recording and New Audio Transcript. One limit to note: its Find Webinar Registrants search returns a maximum of 300 records.
If you run meetings in Microsoft Teams instead, HubSpot logs Teams meeting recordings and transcripts on the meeting record rather than the call record.
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My advice for webinar-led businesses
Install the native app first, switch on recording sync, and stop using your PMI for anything you want in the CRM. Only add Zapier if you need a form-to-registrant route the workflow can't handle. If you're still choosing where to host events, see my guide to webinar software.
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Frequently asked questions
Do I need Zoom webinars to connect Zoom to HubSpot?
For webinar sync, yes: the Zoom webinar add-on is required. Meetings and cloud recordings sync without it.
Can I connect more than one Zoom account?
No. Only one Zoom account (one tenant) connects to a single HubSpot account.
Will cloud recordings appear in HubSpot?
Yes, as long as cloud recording and audio transcripts are on in Zoom, the sync option is on, and the recording stays in Zoom.
Why are my PMI meetings missing?
The integration doesn't support Personal Meeting IDs. Use a scheduled meeting with a unique ID.
Can a HubSpot form register someone for a Zoom webinar?
Zapier lists templates that create Zoom registrants from HubSpot form submissions, and HubSpot can also add registrants through a workflow.
