HubSpot is a popular system for inbound marketing and sales, an important part of the HubSpot tools is the CRM system, , with which you can manage your products and interactions between your company and your customers. WebinarGeek offers an integration with HubSpot with which you can directly add data from WebinarGeek into your HubSpot CRM, which can than be used to follow up on leads or segment contacts. Experience the power of WebinarGeek together with HubSpot!
Looking for documentation about the first version of the WebinarGeek & Hubspot integration? Please click here.
How does HubSpot work with WebinarGeek?
As soon your HubSpot is connected with WebinarGeek the basis is already set up correctly and you are already able to profit off of the following possibilities:
- All the webinar registrations are automatically registered or updated in HubSpot.
- All the viewing behavior and all actions of the webinar viewers will automatically be send over to HubSpot as events. Think about polls, call to actions, questions, evaluation forms, and of course data such as watchtime.
- Every contact in HubSpot will get two custom properties with the date your contact last viewed a webinar and when they last registered for a webinar, which can be used to segment your contacts.
Activate the HubSpot integration
You can connect WebinarGeek to HubSpot following these steps:
Step 1: Click Connect on your integrations page
Go to "Account" and click "Integrations" to visit the integrations page. Then expand the HubSpot integration and click "Connect". You will be redirected to HubSpot where you either need to login or are logged in already.
Step 2: Select your HubSpot account
Optionally you will need to select your HubSpot account you want to link to WebinarGeek. This page only shows up if your HubSpot username you are logged in to is associated to more than one HubSpot account.
Step 3: Grant WebinarGeek permission to access your HubSpot account
WebinarGeek requires permission to create and update contacts, to access your HubSpot forms (to process new webinar registration), to create timeline events (for webinar activity) and lastly we require basic information about your account to know which account is linked to your profile. Press "Grant access" if you consent. You will be redirected back to WebinarGeek.
Step 4: Your integration is set-up!
If the connection establishes successfully you will see a standard set of triggers, from this point on the integration is up and running and data will be flowing for new subscribers and activity. Feel free to modify or add triggers to fit your needs.
By default, for the connection a set of triggers is created, that utilize the powerful HubSpot Timeline API to send over events with packages of information on the basis of viewer and registration behavior. We will register the following events in this context:
- New registration: This will trigger as soon as someone registers for a webinar, a contact is created or updated and an event is placed on the timeline with information about the registration.
- New poll vote: This ensures when someone votes on a poll in a webinar, the contact timeline will notify you for which poll was voted and which answer was chosen using which webinar.
- New quiz answer: When someone answers a quiz we will send the answer and whether the viewer has been correct or not.
- New call to action: When someone clicks on your call to action, fills in a call to action or goes to another website using your call to action, this action will be registered.
- New viewer: When someone viewed the webinar, viewer information is synced, as well as the fact that someone watched.
- New evaluation form: When someone fills in the evaluation form for the webinar, the questions and answered will be send to your HubSpot.
- New webinar question: When someone views your webinar recording, they have the option to ask a question (when you enabled this), this question will be send over to your HubSpot.
As soon as an event occurs for someone, we will create a WebinarGeek "contact group" within your HubSpot contact. Here, we save the following data:
- Last registered webinar date: The date and time when some last registered for a webinar.
- Last registered webinar name: The name of this webinar.
- Last viewed webinar date: The date and time when some last watched a webinar.
- Last viewed webinar name: The name of this webinar.
The properties can be used to segment contacts. For example, use these to gain insight into your HubSpot contacts that viewed a webinar in the last month, or registered for the webinar but didn’t join.
Add a contact to a list
Separate from your standard triggers you can also create a custom trigger, for each account and/or for each webinar. The trigger could be e.g. "New registration", and the second action we make possible is "Add contact to CRM list". This action ensures someone is added to your Hubspot list. This can e.g. be used on the basis of specific webinars, where you’d like to place contacts in a specific list.
Segment and follow-up!
Because we use the powerful Timeline API, you can segment contacts on the basis of all events and custom properties we synchronize between HubSpot and WebinarGeek. This allows you to create a Smart List and use all WebinarGeek properties for it. Let’s say you want to find all people that watched your webinar longer than 5 minutes, this will be easy using segmentation:
You may also use the contact properties for this purpose. For example, create a list of viewers that watched a webinar in the last month, and create a custom workflow for this list.
Here’s what you could do with this:
- Look up all contact that registered for the webinar but didn’t watch, and send them a follow-up email.
- Look up all the contacts that are the most engaged with your webinars (viewing, polls, call to actions etc.)
- Follow up on contacts that clicked on the call to action, asked questions or filled in other forms.
- Filter the contacts based on the people that valued the webinars the lowest or highest on the basis of the evaluation form.
Use HubSpot Forms for new registrations
Important: if you want to use HubSpot forms for new registrations, and your HubSpot integration was already set up before July 22, please reconnect HubSpot to grant additional permission. This can be achieved by clicking "Options" next to HubSpot on the integration page and then clicking "Reconnect HubSpot".
It is possible to maintain registrations for your webinar processed by HubSpot forms and to confirm them directly to WebinarGeek. For this, you can create the trigger "HubSpot: new form filled in". This trigger is executed once a specific HubSpot form has been completed.
Subsequently select the action "Register for webinar" and specifically for which webinar and what time it is. You can also choose an on-demand webinar here.
Optionally, you can also enter the URL of the page where the form is completed. This URL can be from a HubSpot page, but it can also be a URL on an external website from anywhere. This grants you an unlimited number of options for having webinar registrations received and processed via HubSpot.
Make sure you enter the URL including "https: //", so the full URL. Also, keep in mind that we get everything in the URL after and from a question mark (?) From the URL when we process the forms. Therefore, you should not and should not fill in or use this part of the URL. So if you enter https://www.webinargeek.com/pagina and someone register at https://www.webinargeek.com/pagina?utm_campaign=newsletter, we will process this registration without any problems.
It is important to know that:
- WebinarGeek only processes the "first name", "last name", "email" and "company" fields from the HubSpot form.
- The fields "email" and "firstname" are required to be used in your HubSpot form. Depending on your webinar, the company's last name is also mandatory (you can set whether this field is mandatory).
- Registration is possible if you operate "progressive fields" in your HubSpot form. This can ensure that mandatory information such as "first name" is not in your form (because it may be withdrawn from the form as a field).
- New registrations will be processed within 5 minutes and therefore the confirmation email will also be sent.
- If you create a trigger, only registrations from that moment will be processed. So if you already had registrations on your HubSpot form, these will be unprocessed.
- HubSpot registrations receive "HubSpot" as the value for the registration source field of registration, so you can measure exactly who comes from HubSpot