Zoom Group Meeting Connection

OVERVIEW

Register participants for your meetings automatically through your HubSpot and track who attended.

INTEGRATIONS NEEDED FOR ZOOM GROUP MEETING CONNECTION

HubSpot

Zoom

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Zoom Group Meeting Connection Configuration Options

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In this section, you will find the options for building your Zoom Group Meeting Connection tool. Follow along in your PlusThis app, or by viewing the numbered step in the screenshots.

1

Which Meeting?

In the drop-down, select the meeting you'd like to register contacts for. The meeting must already have been created and scheduled in Zoom, before configuring this tool.  

Send Meeting Reminders through HubSpot

Dynamic Registration Tagging

If your meeting is recurring, you can use the “Apply configured registration tag dynamically to all occurrences?” toggle to have PlusThis generate dynamic tags specific to the occurrence registered for. The static registration tag will still be applied as well if configured.
2

Store the Meeting Join Link Here:

In the drop-down, select the property where you would like to store the unique Meeting Join Link for each registrant if you would like to send your reminders through HubSpot.  

If you do not have a property created already, you can create a property by clicking on the plus (+) symbol on the right-hand side of the property selector.
3

Apply This Tag After Successfully Completing Registration

If you choose to send your reminders through HubSpot, select a list from this drop-down to have updated to the contact by PlusThis after successfully completing registration.  
4

Additional Options: Store the Meeting Title Here

In the drop-down, select the property where you would like to store the Meeting Title if you would like.  
5

Additional Options: Store the Meeting Start Date/Time Here

In the drop-down, select the property where you would like to store the Meeting Start Date/Time if you would like.  

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Track Who Attended

PlusThis will get your attendee information 15 minutes after the scheduled end time of your meeting. Below are the options for configuring the lists that get applied at that time.

Dynamic Attendance Tagging

If your meeting is recurring, you can choose to apply dynamically created tags that are specific to this meeting occurrence. The static attendance tag will still be applied as well.
6

Apply This Tag to the Attendees:

In the drop-down, select the list that you would like to be updated to the contacts who attend your meeting.
7

Apply This Tag to Non-Attendees:

In the drop-down, select the list that you would like to be updated to the contacts who do not attend your meeting.
8

Additional Options: Store the Number of Minutes Attended Here

If you would like to store the number of minutes that someone attended the meeting for, select a property from the drop-down.  
9

Additional Options: Store the User's Join and Exit Times Here:

If you would like to store the join and exit times someone attended the meeting, select a property from the drop-down.  
10

Tool Name

Enter a name for your tool in this field. The name is solely for use inside of PlusThis, and will not be visible to customers. 

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How to Test

Many people want to test and see if the tags are applying on contacts appropriately when setting up this tool. The best way to test this would to create a test zoom meeting to use this tool with. Add a test contact into your campaign. Have that contact register for the zoom call attend and then end the call. You will see the appropriate tags applied on that contact.

If you see the desired outcome, make a new Zoom Meeting for your live call and use the same settings for that Zoom Meeting Connection tool.

"Need to Know" Items for Zoom Group Meeting Connection

After creating this Tool, if you reschedule this meeting in Zoom then you must remove this tool and start over for it to function properly. Deleting this tool will not remove those who previously registered. Existing registrants will remain registered for this webinar

This field map will be used in both directions. When PlusThis is used to register a record for the meeting, it will use the data (as mapped below) from your CRM to perform the meeting registration with Zoom.

When PlusThis pulls the attendance data for the meeting, the map will use the data (as mapped below) from Zoom to update/create contact records in your CRM. 

PlusThis will only map first name, last name, and email.

PlusThis lists all occurrences for each recurring meeting. Zoom’s API doesn’t allow PlusThis to differentiate between the different registration options for recurring meetings. If you select a recurring meeting that the attendees register once and can attend any of the occurrences, then PlusThis will automatically register your contact for all of the occurrences for that recurring meeting. Otherwise, they will only be registered for the meeting occurrence selected.

When PlusThis pulls attendee data for recurring meetings, Zoom’s API only provides attendee data for the most recently completed meeting occurrence. If recurring meeting occurrences are scheduled back to back, this limitation with Zoom’s API may cause attendee data from a more recent occurrence to be tagged with the Track Who Attended tags configured in this feature.

PlusThis will pull an attendee report when a "Meeting" has been started and stopped. PlusThis receives a WebHook from Zoom every time a "Meeting" has been started and stopped which triggers the attendee report. This means if you start a "Meeting" early to test and end it then an attendee report will run and all registrants will be tagged with the appropriate attendee tags. This goes the same for "Practice Sessions". An attendee report will run with Zooms "Practice Sessions" since zoom does send the same WebHook when a practice session is ended.

Do not require additional registration fields, or PlusThis will not be able to register contacts. Zoom does not tell PlusThis which fields your registration requires. You may ask for additional registration fields as long as they are not required.

For PlusThis to successfully pull attendance information from Zoom, which is required for PlusThis to identify contacts in HubSpot, and apply lists to attendees and non-attendees, a paid Zoom plan of Pro or higher is required. Certain API calls to Zoom require a paid plan, and attempting to request this information from Zoom with an insufficient plan level will result a failure, and prevent PlusThis from being able to update your contacts.

FAQs / Tips

Implementation Types

Webhook

Run your tool virtually anywhere in your automation using a Webhook element.

1
Copy the Webhook URL from PlusThis.
2
Add an action in your Hubspot workflow where you would like the PlusThis tool to trigger.
3
Choose the Webhook Trigger at the bottom of the action list on the right hand side.
4
Paste the Webhook in the webhook URL area, and click ‘Save’.

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