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How To: Connect Zoom to HubSpot

This article walks you through connecting Zoom to HubSpot so your meetings and recordings sync over, a required setup step for all reps. It covers why it matters, linking your Zoom account, turning on recording sync, how to confirm it's working, and fixes for common issues.

Overview

Every rep must link their own Zoom user to HubSpot and turn on recording sync. It takes about 5 minutes and is a leadership requirement for all sales reps and new hires.

Once linked:

  • Zoom meetings log as activities on the participants' contact records
  • Cloud recordings and transcripts sync to HubSpot, so managers and teammates can review calls
  • Zoom links can be added to meetings you book from HubSpot

Do this after connecting your email and calendar.

Link your Zoom user

Path: Settings (gear icon) > Integrations > Connected Apps > Zoom > Settings > User management > My settings.

  1. In HubSpot, click the settings icon (gear) in the top navigation bar.
  2. In the left sidebar, go to Integrations > Connected Apps.
  3. Click Zoom.
  4. Open the Settings tab, then the User management tab.
  5. On My settings, look at Connected HubSpot to Zoom User.
    • If your work Zoom email already shows, you're linked. HubSpot links automatically when your HubSpot and Zoom emails match.
    • If it's blank or wrong, click Change connected user, pick your Zoom user from the dropdown, and save.
  6. If your name isn't in the dropdown, you haven't been added to the company Zoom account yet. Ask your Zoom admin.

Turn on recording sync

Still in Connected Apps > Zoom > Settings:

  1. Click the Meetings tab, then My settings.
  2. Select Sync meeting recordings and transcripts. (The other option logs the meeting but not the recording.)
  3. Turn on Enable auto-recording of meetings in Zoom so every call is recorded without you having to remember. This changes the auto-record setting in your Zoom account.
  4. Always run sales calls as scheduled meetings with a unique meeting ID. Recordings from your Personal Meeting ID won't sync.
  5. Let attendees know the call is being recorded, per company policy.

If these options are grayed out, your admin has turned sync off account-wide. Ask them to enable it for you under Global settings.

Missed a past meeting? Under Manage individual meetings, search the Zoom Meeting ID (it's in the invite) and click Sync now.

Recordings and transcripts show on the meeting's activity in HubSpot. Per HubSpot's docs, viewing Zoom recordings on contact timelines requires Sales Hub or Service Hub Enterprise; confirm your plan with your admin.

Check that it worked
  • My settings shows your Zoom user under Connected HubSpot to Zoom User.
  • Meetings tab shows Sync meeting recordings and transcripts selected.
  • Run a 2-minute scheduled Zoom test call with a teammate and let it record to the cloud.
  • After Zoom finishes processing, find the meeting on the attendee's record in HubSpot and confirm the recording and transcript are attached.

Troubleshooting

Problem

What to do

Zoom isn't in Connected Apps

The app isn't installed yet. Ask your HubSpot admin to do the one-time install.

Your name isn't in the Zoom user dropdown

You aren't on the company Zoom account. Ask your Zoom admin to add you.

Meeting logged but no recording

Check: cloud recording (not local) was used, transcripts are on in Zoom, the meeting wasn't on your PMI, and the recording still exists in Zoom.

Sync options grayed out

Admin turned sync off globally. Ask them to enable it for your user.

Meeting didn't log to a contact

Participants need a valid email address to be matched to HubSpot contacts.

Wrong Zoom account linked

Click Change connected user and pick the right one. If your HubSpot and Zoom emails match, the link is automatic and can only be switched, not removed.