Univid has a top rated HubSpot webinar integration, that allows you to easily:

Before diving into the details of the HubSpot webinar integration. Here is a quick overview of the HubSpot integration.

And some of the data that is synced between HubSpot and Univid.

Now let's look at how to connect HubSpot and Univid - using the registration flow of you choice, but also getting engagement data back into HubSpot.

1. Authenticate in Univid

2. Notify Univid

3. Read & Export data

4. Custom emails, registration and reminders

5. Common issues

Make sure to have access to the wanted Univid room to connect to HubSpot.

If you are new to Univid and just getting started - create your organization and account here.

If you are part of a existing team - ask for an invite to your organization, or follow along below if you already have an account.

Do the following steps:

1.1. Navigate to integrations

1.2. Click Connect HubSpot to organization

1.3. Success!

In your workspace you want to connect to HubSpot - navigate to the tab "Integrations" in the left sidebar.

Simply click the button "Connect HubSpot to organization". Follow the steps in the popup to authenticate to your HubSpot account.

That's it. Your workspace is now connected. ✅ All the webinars in your workspace can now talk to HubSpot, and you can send registrants from HubSpot if you follow the steps below.

PS. if you want to double check that a specific webinar is connected - go to "Access & registration" in the left sidebar, where you should see the "Integrations" tab.

Below we instruct how to register users via HubSpot, and notify Univid that a registration has been submitted.

Ideally, when working with HubSpot, registration is done from HubSpot using a workflow (see 2.1). Alternatively a more time consuming method can be used: a HubSpot form with a hidden field (see 2.2). Or if you prefer to keep it simple - you can use Univid:s built in landing pages, where registrants will then automatically be sent to HubSpot.

Reminders and confirmation emails are then typically sent from Univid, but let's look at how we register people first.

Chapter overview:
​2.1 Create workflow

2.2 HubSpot forms

2.3 Set custom landing page

Workflows are a highly flexible way of deciding which contacts to be invited to the Univid webinar. Follow our workflow example below, starting with a form submission with the end result of the contact appearing within Univid.

If you have not created a HubSpot form, follow 2.2.1 before proceeding below.

This section covers:

2.1.1 The trigger

2.1.2 Notify Univid

2.1.3 Validate notification

Set up a trigger rule of which contacts to receive a personal invite to Univid. For example, within the 'Filter criteria trigger type' you can use the form submission trigger.

Use the action “Register to Univid Webinar”.

Bonus: you can obtain the personal link within the "action output" of this action. This can be useful when creating a custom confirmation email (see 4.1 to learn more).

After enabling the workflow. It should now be all set! A good way to quality assure the flow is to test signing up and checking if the contact is visible inside Univid (obs it can take a few minutes for the contact to appear in Univid). This quality assurance is only possible if you have access to the email you tested with.

Furthermore, make sure the contact (upon being registered in HubSpot) has the following values filled in:

2.2.1 Create the form

2.2.2 Add the "univid_session_id"-property as hidden

💡 This step is not needed if you are using workflows.

Why use: If your HubSpot plan does not include workflows (see 2.1 Create a workflow), a hidden property field must be added to the form.

Follow the 4 steps to make it happen (or watch this video):

As long as this hidden field is included in the form, everyone signing up should get this property on their contact, and as a result, be registered to the session in Univid.

💡This step is not mandatory

In the left menu you can input the link to a custom landing page, meaning people will get directed there if they try to access the generic webinar link (when not signed up).

To set a custom landing page:

Example of custom landing page in HubSpot CMS - connected to Univid via HubSpot integration.

3.1 See webinar engagement on activity cards in HubSpot

3.2 Create lists based on webinar engagement
​3.3 Trigger workflows based on webinar engagement

3.4 Build HubSpot webinar reports

Done with your webinar? Well, after your webinar you have the overall statistics in your Univid Analytics dashboard.

You also have the Excel to download with individual data.

But as you are using the HubSpot integration - you also now magically have the individual data in HubSpot.

Each of these data points will be indicated as an activity card (timeline activity) on the contact within HubSpot. And you now have a lot of data.

For example, if they watched live, or on-demand. Or if they asked a Q&A question. You can use this data to create your own custom lists, or even trigger workflows.

Let's look at 3 ways how to use the data.

You get engagement insights about each registrant right into their corresponding HubSpot contacts. You can easily see all the engagement of a certain contact as activity cards in their timeline.

Timeline events in HubSpot from webinar engagement in Univid.

To see the activity cards from Univid: Enable them in HubSpot by:

That's it! Now you can see all the activity cards from Univid going forward.

Ps. This is something you do once.

See below for a video example of how to create a active segment in HubSpot based on engagement data - more specifically with all attendees that asked Q&A questions during the last week.

https://youtu.be/UN0xXRCMCyw?si=JEWigX10jQBQ25w_&t=350

Workflows are a powerful feature, for example you could implement lead-scoring from your Univid webinars!

You are able to work with the timeline events using action outputs.

Below two images illustrate a workflow that will copy the Q&A data from Univid to a HubSpot property. From there you can export that list (see section 3.4).

Example of a workflow that stores Univid Q&As into a HubSpot property. In the trigger, remember to set “contains any” followed by the Univid session id.

In the "Edit record action", you are able to choose "Action outputs" to be set as the value of a property.

Using HubSpot's reporting dashboards, you can display the Univid webinar data as nice overviews to follow performance over time, share results with other team members, or benchmark the webinars against each other.

You can use App Events from Univid to build custom reports in HubSpot, for example to

Below we demonstrate how to filter participants from a webinar who have done a certain activity. Then we provide a useful Excel file which will save you some time formatting the exported data.

Remember that you can create segments in HubSpot based on activity cards (see example video). These are just three examples:

All it takes is some HubSpot configuration know-how. If you seek a more advanced configuration, leverage HubSpot workflows. Via workflows you could even include lead-scoring from your Univid webinars.

Example of exporting anyone who attended a webinar with a specific sessionId.

Along side with the automatic HubSpot integration, Univid supports direct downloads of individual attendee data via the Excel export functionality.

Where you get structured data per individual row like below.

However, if you'd like to export the HubSpot segments instead to Excel for some reason - here is a short guide on how to do that in 5 steps.

1. You can export lists in HubSpot via the actions button found in the top right corner within the list page.

2. Next download the HubSpot Data Splitter as Excel.

3. Open it in your favorite spreadsheet tool such as Excel, LibreOffice or Google Sheets.

4. Then proceed by choosing what data to format in the settings tab within the excel file (for example Q&A or chat messages).

5. Finally copy your downloaded HubSpot data into the Input Data Sheet.

Univid supports sending custom emails from HubSpot. Additionally, contacts can be registered to multiple webinars. Before you can send the email.

💡 In short, there are 4 steps to send a custom email from HubSpot with personal links included:

If you want to send your own custom emails through HubSpot, start by disabling the default Univid emails. You find

You can at any point in time get the correct personal link by using Univid's "Get registrant links to Univid webinar" action inside HubSpot.

Make sure to always save a fresh copy of the personal link from the action to the relevant Contact property, for example "univid_last_personal_link". This way you always work with the correct link.

For example, for a custom reminder email:

Otherwise, another workflow could have overwritten the link in the meantime. If you create a new property for each webinar, you can skip this step since there can be no overwriting of the property.

To send a custom email with a personal link from Univid, you first need to make sure Univid has received the contact from HubSpot. Therefore the trigger enrollment should be "Univid: Registered to webinar".

Note that the delay action is only necessary for reminder emails and can be skipped when sending an initial confirmation email, or a follow-up after the webinar.

Use HubSpot CTA Button to include stylish buttons in your own HubSpot emails, just like in the Univid default emails.

When editing the button, you can personalize the Link URL so it becomes unique for each registrant. Within Link URL, press 'personalize'. Note that the example below is a small adjustment of a predefined template included in HubSpot, so no need to build an email from scratch.

It is easy to include the personal link for a registrant in automated emails in HubSpot.

A good way to increase show-up rate is to include "add to calendar" buttons in the email.

To implement an "add to calendar" button, you could for example use HubSpot's CTA Button feature, remember to create new contact properties to store the calendar links (if not already done so).

Follow the 4 steps below for an example.

If you need to create new properties, you can use the clone feature to speed up the process.

Step 1: Add a 3 layout column to the email

Step 2: Add three HubSpot CTA buttons (one for each column)

Step 3: Input the contact properties as the Link URL

Step 4: Configure the workflow (extended the example of 4.1)

Note that (for step 4) Univid has a workflow action to receive 3 kinds of add to calendar links: ics file, outlook and google.

That's it! The workflow is now set and connected properly with an automated HubSpot email. Now what's left is to monitor open-rates etc. Tweaking content, reminder delays and design to your needs.

Want to follow-up with registrants after the webinar is finished?

Make sure to turn on the "on-demand" mode in Univid - and use the below inspiration for a custom follow-up email workflow. This way on-demand attendance will be neatly tracked in HubSpot per Contact too!

Below we cover common gotchas which luckily can be easily solved.

Yes. If you already have webinar signups in HubSpot before connecting Univid, you can still register those contacts in Univid afterwards.

The easiest way is to enroll the relevant contacts in a Register to webinar workflow, as described in the previous section. Make sure the contacts have the required information - email address, first name, and last name - before enrolling them.

If HubSpot workflows are not available on your plan, you can use this alternative solution instead: https://app.univid.io/session/64390a4f61cedc8b75799ef6/

You must not send reminders at the exact point in time to a contact. The issue is that HubSpot may include wrong tracking links. There is an easy fix for this though. Solve the issue by sending reminder emails offset by a minute. For example, send a reminder email for webinar 1 at 12:00 March the 17th in a workflow. Then, configure a reminder email for webinar 2 to be sent at 12:01 March the 17th.

Yes. Univid uses scoped integrations designed to access only the data and permissions required for the integration to work. Univid is an EU-based company and processes personal data in accordance with GDPR, our applicable data processing agreements, and established security practices.

Large global enterprises and organizations in sectors such as legal, healthcare, finance and the public sector rely on Univid to deliver webinars securely.

If your IT, legal, or security team would like more information, contact us and we can share our Security Whitepaper and answer any questions about the integration setup, data processing, or permissions.

Most likely, there is no registration limit. If some HubSpot contacts have not been registered in Univid, the quickest way to understand why is to check the workflow history in HubSpot. The workflow history will typically show which contacts did not complete the Univid registration step and why.

Common reasons include:

If you add missing information afterwards, you may need to re-enroll the contact in the workflow for the registration to be sent to Univid. You can also refresh your Univid dashboard to make sure you are seeing the latest registration count.