How to Integrate HubSpot with Zoom Webinars Without Zapier

Running webinars with Zoom and managing your leads in HubSpot? You’re not alone. Many businesses struggle to connect the two platforms seamlessly—especially without relying on tools like Zapier that can become expensive, limited, or unreliable over time.

In this step-by-step guide, we’ll show you how to integrate HubSpot with Zoom webinars using a custom API-based solution. No third-party tools. Just powerful automation tailored to your business.

✅ 1. Why You Should Integrate Zoom with HubSpot

• Automatically register attendees from your HubSpot forms into Zoom webinars
• Capture attendance data in HubSpot for segmentation
• Trigger automated follow-ups based on attendance
• Save your team hours of manual work and reduce human error
• Get better reporting and campaign attribution

✅ 2. Common Problems with Zapier or Manual Work

🔴 Limited field mapping and flexibility
🔴 Sync delays and API quota issues
🔴 Hard to track webinar behavior (attended, left early, no-show)
🔴 Hidden costs as workflows scale
🔴 Risk of data loss with complex campaigns

✅ 3. Step-by-Step: How to Integrate Without Zapier

⚙️ This approach uses the Zoom API, HubSpot API, and a secure middleware app or webhook listener.

🔧 Step 1: Create Your Zoom App

• Go to Zoom App Marketplace
• Create an OAuth app with appropriate scopes:
  • webinar:read, webinar:write
  • user:read, contact:read/write

🔧 Step 2: Set Up a HubSpot Private App

• In your HubSpot account → Settings → Private Apps
• Generate a token with scopes like:
  • crm.objects.contacts.read/write
  • automation (if triggering workflows)

🔧 Step 3: Build Middleware or Webhook Handler

• Capture webinar registration from HubSpot forms
• Use your code/app to call the Zoom API and register users
• Capture attendance data post-webinar using Zoom Webhooks
• Push that data into HubSpot via API to update contact properties or trigger workflows

✅ 4. What You Can Automate with This Setup

✅ Auto-register HubSpot leads into Zoom webinars
✅ Trigger confirmation and reminder emails from either platform
✅ Add attendees to a list or deal pipeline in HubSpot
✅ Segment contacts based on “Attended,” “No-show,” etc.
✅ Trigger post-event email sequences or nurturing workflows

✅ 5. Real Example: HubSpot–Zoom Integration for a Security Tech Company

Case Study: RaySecur – Physical Security Tech Company

RaySecur, a provider of mail threat detection systems, needed a seamless way to register prospects for educational webinars and automatically nurture them through HubSpot.

Their sales and marketing teams were losing time manually syncing contacts between HubSpot and Zoom — and often missed post-webinar follow-ups due to limited tracking.

We built a custom HubSpot-Zoom integration plugin that allowed them to:

• Capture registrations directly from HubSpot forms (on a WordPress site)
• Automatically register leads for Zoom webinars
• Use Zoom webhooks to track attendance and no-shows
• Update contact properties in HubSpot based on participation
• Trigger smart follow-up workflows depending on whether they attended or not

🎯 Result: Increased lead engagement, improved post-webinar conversions, and full visibility into webinar behavior — without using Zapier.

👉 Learn more about our custom Zoom–HubSpot Integration Service

✅ 6. Alternatives and Limitations

❌ Using Zapier:

• Easy but limited
• Adds recurring cost
• May not support advanced use cases

❌ Manual Import/Export:

• Time-consuming
• Prone to errors
• Doesn’t scale

✅ 7. Final Thoughts

If webinars are a key part of your lead generation or customer engagement strategy, investing in a custom Zoom–HubSpot integration can dramatically improve efficiency and ROI.

🔧 Whether you’re using WordPress, Webflow, or a custom CRM, we can build a tailored solution for you.

Frequently Asked Questions