Add Leads to Zoom Webinars from LeadSquared

1. Feature Overview

In addition to the ability to create Zoom meetings from LeadSquared, the LeadSquared Zoom Meeting Connector also has a webinars feature. This enables you to host webinars, classes and sessions, depending on your business requirements. You can add up to 50,000 participants in a single webinar (depending on your Zoom webinar license), directly from your LeadSquared account.

  • Set-up the webinar and send invites to all the participants from your LeadSquared account.
  • Collect details of all the participants from the webinar.
  • Manage your Zoom webinars through LeadSquared tasks.

For setting up Zoom meetings between your leads and users, please refer to LeadSquared Zoom Connector.

 

2. Prerequisites

  • You must have an active Zoom account, the license for webinars. To obtain it, please get in touch with your account representative from Zoom.
  • Call recording on Zoom is a paid feature. You can record calls through LeadSquared only if this feature is enabled on Zoom. To enable it, please get in touch with your account representative from Zoom.

 

3. How it Works

The steps that need to be followed while using the Webinars feature are mostly similar to the steps you follow while using the Zoom Meeting feature. Once set up, you can add leads to Zoom webinars directly from your LeadSquared account, either manually or through automation.

  1. Install the connector – You’ll have to begin by first installing the Zoom Meetings Connector on your account.
  2. Configure the connector on Zoom and LeadSquared – Post installation, you’ll have to integrate the connector with your Zoom account.
  3. Create webinars – From your Zoom account, create webinars for your leads to join.
  4. Add Leads – Once a webinar is created, you can then add leads to that webinar from your LeadSquared account. You can choose to add individual leads, multiple leads and/or leads in a list to a webinar.
  5. View Activities – Once a lead registers and joins a webinar, you’ll be able to view this as an activity, along with details of the webinar, on the Lead Details page.

 

4. Installation

Install the Zoom Meeting Connector from the LeadSquared App Marketplace.

  1. On the main menu, navigate to Apps>Apps Marketplace.
  2. Search for Zoom Meeting Connector.
  3. Click Install.

Zoom_Webinar_1

 

5. Configuration

To integrate Zoom with LeadSquared, you must generate the Zoom API Key, API Secret Key and Event Verification Code, and use these keys to enable the Zoom Connector in LeadSquared. To activate the Zoom connector –

  1. Generate your Zoom API Key and Zoom API Secret Key
  2. Generate your Zoom Event Subscription Code
  3. Authenticate your Zoom Connector in LeadSquared
  4. Set Up the Zoom Connector in LeadSquared
  5. Map Fields in the Zoom Connector in LeadSquared
  6. Configure Default Admin Settings in LeadSquared

5.1 Generate your Zoom API Key and Zoom API Secret Key

You can skip this section if you have already configured your Zoom account and generated the necessary keys. If you haven’t generated these keys, you’ll have to build and configure a Zoom JWT app to generate them. To know more, refer to Create a JWT App.

  1. Navigate to the Zoom Apps Marketplace.
  2. Under JWT, click Create.
  3. In the Information tab, fill in all the required fields.
  4. Under the App Credentials tab, you’ll find the API Key and API Secret Key.

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5.2 Generate your Zoom Event Subscription Code

In this step, you must configure the LeadSquared webhook URL in your Zoom JWT app. This will ensure Zoom posts data to LeadSquared for the event types you subscribe to. You can generate this code under the Feature tab.

Event Subscription are the actions that are automated once an event has taken place. Examples of events are user creation or call recordings that have been completed*. The URL for these events get stored as an Activity on LeadSquared. To enable Event Subscription on Zoom –

  1. Navigate to the Feature tab, and toggle the Zoom slider.
  2. Click the Add New Event Subscription button, and provide a relevant name for the entry.
  3. On the LeadSquared Zoom Configuration page, under the Authentication tab, you’ll find the LeadSquared Event Webhook URL. Copy this URL.
  4. On the Zoom Event Subscription page, under Event notification endpoint URL, paste the Event Webhook URL.
  5. Under Event Types, click Add Events. You must compulsorily add the following Event Types –
    • Participant/Host joined webinar
    • Participant/Host left webinar
    • Webinar registration has been created
    • Webinar registration has been cancelled
    • Webinar registration has been approved
    • Webinar registration has been denied
  6. Once you’ve selected the Event types, click Done.
  7. Click Save, and then click Continue. Your app is then activated, and your Event Verification Code is generated.

Zoom_Webinar_3

 

5.3 Authenticate your Zoom Connector in LeadSquared

Once you’ve generated the Zoom API Key, API Secret and an Event Verification Code, you can continue the configuration process on LeadSquared.

Under the Authentication tab, enter the Zoom API Key, API Secret and an Event Verification Code you generated in Zoom.

Zoom connector set up

 

5.4 Set Up your Zoom Connector in LeadSquared

  1. Zoom Call Activity is set to Zoom Meeting by default. This is a custom activity created by LeadSquared for Zoom calls.
  2. For Zoom Username, if you have used the same email Id in your LeadSquared and Zoom account, you can choose Email Address as your option.
    Note: If the email Id you’ve used in Zoom is different from the one used in your LeadSquared account, you’ll have to create a custom field and enter the Zoom email Id in that field. To know how to create a custom field, refer How to Create Custom Lead Fields.
  3. Click Next.

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5.5 Map Fields in your Zoom Connector in LeadSquared

You can automate task creations in LeadSquared for every Zoom meeting you schedule. In this section, you can map the meeting details to the corresponding task fields in LeadSquared. Once this is done, you can view these tasks and details on the Lead Details and Manage Tasks page, and track them to completion.

  1. Ensure the Zoom slider at the top of the page is active.
  2. Under Task Type, select the desired task type (we recommend Meeting). This ensures that when you schedule a Zoom meeting, a Meeting task type is created in LeadSquared.
  3. Under Meeting URL, select Location. Every time you schedule a meeting, your meeting URL gets published directly to LeadSquared.
  4. Under Invite Description, select Description. This ensures your meeting description gets published to LeadSquared.
  5. Click Next.

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5.6 Configure Default Admin Settings in LeadSquared

These are additional settings that are available to you.

  1. “Generate Zoom Meeting ID Automatically” is enabled by default, and you can’t disable it.
  2. Enable “Start recording…” to ensure that all your calls get recorded. The other options can be turned on or off, depending on your requirement.
  3. Once you’re done, click Save.
  4. You’ll get a “Configurations Saved” notification on top of your screen.

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5.7 Webinar Settings

You must have a webinar licence from Zoom to enable these settings on your account. To enable it, toggle the Slider slider.

  • Webinar Webhook URL – The LeadSquared webinar webhook URL that you must enter on the Zoom Event Subscription page.
  • Maximum Audience Size – The maximum number of participants in a webinar. The limit is determined by your Zoom webinar license subscription plan.
  • Select Custom Users for List – You can restrict the number of LeadSquared users who can access the webinar feature. To do this, toggle the Slider slider, and from the Select Users dropdown list, select the users for whom you want to restrict access to.
  • Create new lead when registration is complete – To create a new lead in LeadSquared when a participant registers for the webinar, toggle the Slider slider.

LeadSquared Zoom Integration

Once you’re done, click Finish. You’ll get a “Configurations Saved” notification on top of your screen.

 

6. Create Webinars

You can only create a Zoom Webinar from your Zoom account. To know how to create a webinar, please refer to Getting started with Zoom webinar. Once a webinar is created in your Zoom account (that’s linked to your LeadSquared account) you can add leads to that webinar directly from LeadSquared.

 

7. Add Leads to a Webinar

7.1 Individual Leads

To add an individual lead to your Zoom webinar –

  1. From the LeadSquared main menu, navigate to Leads>Manage Leads.
  2. On the Manage Leads page, against a lead, hover your cursor over the Action Icon icon. From the dropdown list, click Online Meeting, and then click Add to Zoom Webinar.
  3. On the Zoom Webinar pop-up, from the Select Webinar dropdown, select the webinar you want to add the lead to.
  4. From the Webinar Occurrences dropdown, select the date and time on which you want to schedule the webinar. This field is available only for recurring webinars.
  5. You’ll find other details of the webinar, such as webinar URL, ID, timezone, etc.
  6. Once you’re done, click Add to Zoom Webinar. Your lead will get an invite for the webinar.

Zoom_Webinar_10

 

7.2 Multiple Leads

To add multiple leads to your Zoom webinar –

  1. From the LeadSquared main menu, navigate to Leads>Manage Leads.
  2. On the Manage Leads page, select the leads you want to add to the webinar by checking the Checkbox box against their names.
  3. After selecting the leads, hover your cursor over the Leads button.
  4. From the dropdown list, click Online Meeting, and then click Add to Zoom Webinar.
  5. On the Zoom Webinar pop-up, from the Select Webinar dropdown, select the webinar you want to add the leads to.
  6. From the Webinar Occurrences dropdown, select the date and time on which you want to schedule the webinar. This field is available only for recurring webinars.
  7. You’ll find other details of the webinar, such as webinar URL, ID, timezone, etc.
  8. Once you’re done, click Add to Zoom Webinar. Your leads will get an invite for the webinar.

Zoom_Webinar_11

 

7.3 Leads in a List

To add leads in a list to your Zoom webinar –

  1. From the LeadSquared main menu, navigate to Leads>Manage Lists.
  2. On the Manage Lists page, against an existing list, hover your cursor over the Action Icon icon. From the dropdown list, click Online Meeting, and then click Add to Zoom Webinar.
  3. On the Zoom Webinar pop-up, from the Select Webinar dropdown, select the webinar to which you want to add the leads in the list.
  4. From the Webinar Occurrences dropdown, select the date and time on which you want to schedule the webinar. This field is available only for recurring webinars.
  5. You’ll find other details of the webinar, such as webinar URL, ID, timezone, etc.
  6. Once you’re done, click Add to Zoom Webinar. The leads in your list will get an invite for the webinar.
Note: The number of leads in the list will have to be within the range of the Maximum Audience Size limit, which you entered while configuring the connector.

Zoom_Webinar_12

Note: Once a lead is registered for a webinar, an invite will be sent to the lead via Zoom, if your configuration on Zoom is enabled accordingly. If this isn’t configured, then you can create an automation, based on an activity trigger, to send an invite email to the lead. To know more, refer to the Sending Invites to Leads through Automation section in the Zoom Meeting Connector article.

 

8. Webinar Activities

Activities are posted –

  • When a lead registers for a webinar.
  • When a lead joins/leaves a webinar.

You can filter leads based on these activities (for example, leads that attended a webinar, leads that left a webinar, etc.) and set up tasks, follow-ups and automations based on your business flow.

To view these activities, on the Lead Details page –

  1. From the main menu, navigate to Leads>Manage Leads, and click on the lead who’s been added to the Zoom webinar.
  2. On the Lead Details page, under Activity History, you’ll see  Zoom Webinar activities.
  3. Once you click on Zoom Webinar, you’ll be able to view the webinar details such as Webinar ID, Joining URL, etc.
Webinar_12

 

9. Zoom Webinar Automations

Through automations, you will be able to add leads directly to webinars. To know more about automations, please refer to Automation Home. Some examples of where you can automatically add leads to Zoom webinars are –
  • Automatically register leads to recurring webinars (such as daily online classes, training sessions, offline interest, etc.), based on certain triggers or activities on leads (such as form submission, stage change, etc.).
  • Register leads to webinars (both recurring and non-recurring ones) on form submissions from LeadSquared landing pages and portals.
To add leads to webinars –
  1. From the main menu, navigate to Worklow>Automation.
  2. On the automation page, you can either edit an existing automation, or to create a new automation, click on Create Automation.
  3. After creating a trigger, click the icon, then click Online Meeting, and then click Zoom Webinar.
  4. On the Zoom Webinar pop-up, from the Select User dropdown, select the user. This will show the list of webinars that user has created.
  5. From the Select Webinar dropdown, select the webinar you want to add the leads to. These are the webinars created by the user you selected in the previous step.
    • If it is a recurring webinar, then select the Webinar Occurrences from the dropdown.
  6. Click Done, and add other actions and/or conditions if required.
  7. Click Publish once you’re done.

Webinar_13

Alternatively, you can choose to use the mail merge parameters in your automation, to directly add leads to a webinar. This is helpful if your leads are signing up for webinars from your online forms (via portals, forms, webinar landing pages, etc.). The mail merge feature will allow you to automatically capture the webinar details (such as Webinar ID, etc.) to the lead or to an activity in your LeadSquared account.

You’ll have to begin by creating a custom field (see How to Create a Custom Lead Field), listed either under an activity or a lead, to map the webinar Id to the lead. You can call this custom field “Webinar ID”, and your webinar Id will be mapped to this field. Once the lead or activity trigger on which you’re creating the automation is satisfied, the lead will get added to the webinar automatically. This will also ensure that the Zoom Webinar activity is posted on the lead.

To create the webinar automation using mail merge parameters –

  1. On the Zoom Webinar pop-up, toggle the Slider slider.
    • For an existing lead who signs up for a webinar from an online form, then the form submission activity will get created inside LeadSquared, along with webinar details selected by the lead. Select the Activity trigger, and then select the “Webinar ID” parameter.
      As an example, let us look at a recurring online class that’s being conducted. A custom activity field called Webinar ID must be created in LeadSquared. Once a student signs up for the webinar, the webinar ID will be mapped to the custom field (in this case, “Webinar ID”) that’s created as an activity field. This will in turn add the student to the online class (and all subsequent classes under the same Webinar ID). The “Zoom Webinar” activity will then get posted on the student’s Lead Details page.
    • If a new lead is created (from a landing page, portal, etc.), and signs-up for a webinar, the webinar details will be part of the lead’s data. In this instance, select the Lead trigger.
      As an example, let us look at a product demo that’s being scheduled online. A custom lead field called Webinar ID must be created in LeadSquared. Once a lead signs up for a demo, the Webinar ID will be mapped to the custom field (in this case, “Webinar ID”) that’s created as a lead field. This will in turn add the lead to the webinar that’s scheduled. The “Zoom Webinar” activity will then get posted on the Lead Details page.
  2. Once you’re done, click Done.
  3. Click Publish.

Webinar_14

 

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