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.

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 just getting started create an account and room here: https://app.univid.io/createsession

Do the following steps:

1.1. Navigate to integrations on the Organization page

1.2. Click Connect HubSpot to organization

1.3. Success!

It is possible to check the connection status of a particular webinar by navigating into “Integrations” within a specific webinar.

Below we instruct how to notify Univid that a registration has been submitted 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).

Chapter overview:
​2.1 Create workflow

2.2 HubSpot forms

2.3 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 X.Y.Z 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.

If not using a workflow (see 3.1 Create a workflow), a hidden property field must be added to the form.

Under “Contact properties”, you will find “univid_session_id”. This should be added. However, click the edit button for this property/field. In the settings, make sure to enable “make this field hidden”, and then set the default value to the “Session ID” found in the settings in the univid interface. The above example is:

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. It's simple:

Univid provides an out of the box landing page (registration page). However you are able to use a custom landing page, which for example can be built within HubSpot.

3.1 See activity cards in HubSpot
​3.2 Use workflows to export data from Univid

You will obtain specific data from the webinar about a certain participant. This data will be added to the corresponding hubspot contact. You can for example see if a participant watched on-demand, this will be indicated as an activity card (timeline activity) on the contact within HubSpot.

Note that webinar statistics are shown in Univid's dashboard and granular data per contact via hubspot activity cards.

Illustration of timeline events created in HubSpot, based on user interaction in Univid. Specifically: Call to action, Q&A, chat and poll input. Note that there are also activities that appear when the contact registered and attended a webinar.

Remember to enable Univid activity cards to see them. Go to a contact and select Univid within the Filter activity.

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 taht will copy the Q&A data from Univid to a HubSpot property. From there you can export that list (see section 3.3).

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.

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 structured lists 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 sessionId: 66059dca9269d6fb409a71f0

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

2. Next you should download the excel, open it with your favorite spreadsheet tool such as excel, libreoffice or google sheets. Then proceed with 2 steps A and B. A: choose what data to format in the settings tab within the excel file (for example Q&A or chat messages), then copy your downloaded HubSpot data into the Input Data Sheet.

To format the data, download the excel, edit in the settings tab then copy and paste the HubSpot data into the Input Data tab.

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 four fundamental steps:

1. Remember to disable unwanted Univid emails, this example illustrates disabling all Univid emails

2. You can at any point in time receive the correct personal link by using Univids “Get registrant links to session” action.

3. Make sure to always include a fresh copy of the personal link from the action to always work with the correct link (delay first, after the delay, copy the link). Otherwise another workflow might have overwritten the link. 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 recieved the contact from HubSpot. Therefore the trigger enrollment should be "Univid: Registered to webinar". Note that the delay action is only neccessary for reminder emails and can be omitted when send an initial confirmation email.

Use HubSpot CTA Button to obtain beautiful buttons just like in Univids 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. Within automated emails in HubSpot.

Another good thing is to incorporate direct add to calendar buttons in the email. The outcome tends to be a better show-up rate since registrants manage to block out the time in their calendar - mitigating a double booking. To implement an “add to calendar” link, you could for example use HubSpots 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 (done in 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.

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

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

You can either enroll these registrants in a "Regiter to webinar" workflow as described in previous chapter. Or if workflows are not available, check out an alternative solution here: 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.