The HubSpot Zoom Integration, Set Up Properly

Which Zoom app for HubSpot do you need?

For meetings and webinars, HubSpot's Zoom app. For calling, Zoom Phone for HubSpot, built by Zoom. For a Zoom contact center, Zoom Contact Center for HubSpot. For multi-session events on Zoom Events, Zoom's own Zoom Events app. HubSpot's in-meeting app for Zoom Meetings is separate again and only adds a HubSpot panel inside the meeting.

What do you need before connecting Zoom?

A HubSpot Super Admin or a user with App Marketplace permissions, and a Zoom admin. Webinar sync needs Zoom's webinar add-on, recordings need cloud recording with audio transcripts on, and the workflow action that registers contacts for a webinar needs HubSpot Professional or Enterprise. Each user should also connect their own Zoom user.

• One Zoom account: a HubSpot account connects to one Zoom account, one tenant.
• Each user connects: if a user doesn't connect their own Zoom user, their meetings use the Zoom link of the person who installed the integration, which can cause meeting conflicts.
• Personal Meeting IDs aren't supported for meeting links.
• Zoom Phone needs a Zoom Workplace license that includes Phone, or a standalone Zoom Phone plan, plus admin access in both tools.

How do Zoom webinars sync to HubSpot?

Registrants and attendees are matched to contacts by primary email, and new people become contacts. Each webinar becomes a HubSpot marketing event, and contacts' timelines show when they joined and left, with attendance duration. Webinars only sync if they're set to, so turn on syncing new webinars by default in the integration's settings.

Rules from HubSpot's documentation that decide whether your data is complete:

• Registration fields: required fields on the Zoom registration form must be limited to first name, last name and email, or registrations fail to sync.
• Exclude your team: add your company domain under the integration's contact exclusions, so staff don't become contacts.
• Segment on marketing events: since January 2025, the old Zoom contact properties can't segment new activity. Use marketing event filters, such as attended or registered, instead.
• Recurring webinars: the "total number of Zoom webinars attended" property isn't updated for repeat attendance at the same recurring webinar.

On Professional or Enterprise, the "Add contact to Zoom webinar" workflow action registers contacts from a HubSpot form or list, so you can run registration in HubSpot and still host in Zoom. Feed attendance into your lead scoring rather than routing every attendee to sales.

How do Zoom meetings and recordings work in HubSpot?

Choose Zoom as the video link on a HubSpot scheduling page, or as the location when scheduling from a record, and HubSpot adds a Zoom link. Meetings log as activities on the participants' records. With recording sync on, recordings and transcripts attach to the meeting record; since 31 August 2026, recorded meetings no longer also create a call record.

The recording has to stay in Zoom's cloud for HubSpot to sync it, and recording links in HubSpot require a login. Past meetings don't sync on their own; they can be synced by meeting ID. If you report on calls, check reports that counted Zoom recordings as calls before August 2026, since those are now meetings.

How do you set up the HubSpot Zoom integration, in order?

Install the Zoom app from the HubSpot Marketplace with a Zoom admin, then set global settings for meeting and webinar sync, recordings and contact exclusions. Ask each user to connect their own Zoom user. Set up webinar registration fields, test with a small webinar, and check the marketing event and contacts before the first big one.

1. Install from the HubSpot Marketplace (search for Zoom), sign in with a Zoom admin and click Allow.
2. Set global settings under Settings, Integrations, Connected Apps, Zoom: meeting sync, webinar sync for all or selected users, syncing new webinars by default, and recordings.
3. Add contact exclusions for your company domain.
4. Ask users to connect their own Zoom user in the integration's user settings.
5. Set registration on webinars, with only first name, last name and email required.
6. Test with a small internal-plus-guest webinar and check the marketing event, attendance and contacts.

Why are Zoom attendees or meetings missing in HubSpot?

Most often Zoom had no email for the person: guests who join without registering, or meeting participants who aren't signed in. Other causes are extra required registration fields, a webinar not set to sync, a registrant using an email HubSpot holds only as a secondary email, or a webinar created inside Zoom Events, which needs Zoom's own app.

• No email: turn on webinar registration, or "Only authenticated users can join" for meetings, so Zoom captures email addresses.
• Direct link joins: HubSpot notes that, after a Zoom API change, people joining by a direct link may not be tracked.
• Wrong Zoom link on meetings: the user hasn't connected their own Zoom user.

HubSpot Zoom checklist