Use HubSpot's integration with GoToWebinar

Turn on your webinar

After you connect GoToWebinar, click More > View details.

Your dashboard will show all upcoming and past webinars from the connected accounts. By default, syncing will be turned off for all webinars created before the integration was set up.

From the dashboard, you can manually sync past webinars and enable auto-syncing for all new webinars:

• To manually sync a webinar, select the checkbox in the Sync column. HubSpot will then start importing data from GoToWebinar.
• To enable auto-syncing for new webinars, select the Auto-sync data from future webinars checkbox. Any newly created webinar will now automatically sync contacts to your HubSpot account. 

Syncing can take between 1 minute and 2 hours or more, depending on the amount of information queued to sync. The Sync status column will display the current status of the sync for each webinar.

Set up a form for your webinar

When you're ready to begin collecting registrations for your upcoming webinar, you can do so using the forms tool in HubSpot.  In order for the GoToWebinar integration with HubSpot to successfully register a contact for a webinar in your GoToWebinar account, you must capture the following information from the user when they submit on your HubSpot form:

• First name
• Last name
• Email

Learn more about which form fields can be used to pass information between HubSpot and GoToWebinar.

Use a form on a HubSpot landing page

You can create forms in HubSpot that will automatically register contacts for a webinar you've created in GoToWebinar upon submission. The registration form will store the user information as a HubSpot lead. To register contacts, you will first need to create a landing page and associate your form with the webinar. To do so:

• In the landing page editor, click the form module. 
• In your form options, scroll down to the GoToWebinar Registration section and use the  dropdown  menu to select the webinar you want this form to collect registrants for.

Please note: only upcoming webinars will be listed as option in the dropdown menu. Webinars that have already taken place will not be included. 

• Click Save and go to module list.

When you're ready to go live with your landing page, click Publish. When contacts submit the form on this page, they will be sent to GoToWebinar and appear as a registrant in your registrant list. Registrant data is added to HubSpot in real time, and attendee data is added to HubSpot 15 minutes after your webinar is over.

Embed a HubSpot form on an external page

You can enroll contacts for a webinar if you are using an embed code generated from the forms tool. To do this:

• In your HubSpot account, navigate to Marketing > Lead Capture > Forms.
• Click the name of your existing form or create a new form.
• In the top right, click the Actions  dropdown  menu and select Share form.
• Click Copy to copy the embed code from your form.
• When you embed the code on your external site, manually add a comma after formID and a goToWebinarWebinarKey identifier underneath. Include the webinar key for your webinar. This appears in the URL for your selected webinar in your GoToWebinar account.

Segment and follow up with registrants and attendees

As contacts begin registering for your webinars, you can segment them based on their webinar activity in the lists tool using the GoToWebinar webinar status criterion.  

Please note: the above segmentation options are not available in Marketing Hub Starter accounts.

You can also incorporate webinar data into your lead score criteria to make sure that your lead score is accurate and up to date. In your HubSpot account, click the settings icon settings in the main navigation bar. In the left sidebar menu, navigate to Marketing > Lead Scoring. You can set a lead's score based on whether or not they've registered for or attended your webinars.

Once you've segmented your contacts, send emails to your contacts based on their engagement with your webinar. In addition to any promotional email you create to encourage registration, here are a few suggestions:

• Reminder emails in advance of the webinar
• Thank you emails for those who attended
• Sorry we missed you emails for those who registered but didn't attend
• Request to schedule a demo emails for those who attended and have a high lead score

The integration does not have an automated mechanism for inserting personalized links from GoToWebinar within HubSpot emails.

Sync webinar data to Salesforce

If you have the HubSpot-Salesforce integration installed, webinar activity will automatically pass to Salesforce in the HubSpot Visualforce window.

To send more specialized messaging to your sales reps, you can pass data to Salesforce in the form of tasks in a workflow. For example, if you want to alert a sales rep every time one of their leads attends a webinar, you can create a workflow that sends a task to Salesforce. The task will appear on the Salesforce lead/contact record in the Activity History section.

If you're using the Salesforce integration, it's important to change the field mapping between the email field in HubSpot and Salesforce to Use most recent value. This is relevant because data is pulled from GoToWebinar into HubSpot based on email address, so if the email address in HubSpot has changed between the time a contact registers and when they attend the webinar, HubSpot will not be able to match the attendance data with the new email address.