Act-On's Zoom integration lets you promote, register, and follow up on Zoom Webinars using Act-On forms, emails, landing pages, and reports. Each webinar you run becomes a Webinar Campaign in Act-On, where all of the associated assets and reporting live in one place.
Who this is for
Marketers running webinars hosted in Zoom who want to handle registration, promotion, reminders, and follow-up inside Act-On.
Why this matters
Running your webinar through Act-On means your registrations, attendance, and email engagement all flow into the same place as the rest of your marketing. Contacts are added to your database automatically, attendance feeds lead scoring and segmentation, and registration data can sync to your CRM.
Start here
If you are new to Zoom Webinars in Act-On, work through these articles in order:
The other articles in this section cover specific situations you may run into once you are up and running:
- Handling Required Fields for Zoom Webinar Registration Forms
- How to Approve Registrations for your Zoom Webinar Campaign
- Zoom Webinar Campaign FAQs
Connect Act-On to Zoom
Before you start
You need a Zoom account with Webinar access and your Zoom sign-in email and password.
- In Act-On, go to Settings > Connectors > Webinar > Zoom.
- Click +Connect and enter your Zoom account details.
- When the connection succeeds, your account details appear on the Zoom connector page.
One Zoom account per Act-On user account
Each Act-On user account can only be connected to a single Zoom account. If multiple people in your team need to see webinar details in Act-On, they all need to connect to the same Zoom account. If user A creates a webinar using Zoom account X, user B will only see that webinar in Act-On if they are connected to Zoom account X as well.
View your webinars in Act-On
Once you are connected to Zoom, any single-session webinars on that Zoom account will appear in Act-On.
To find your webinar listing:
- Go to Automation > Webinars, or
- From the Quick Start menu on the Start page, click Events and Webinars.
The listing has two tabs:
- Upcoming shows webinars scheduled in the future.
- Past shows webinars whose start time has passed.
All times are displayed in your browser's time zone, and webinars in each tab are listed chronologically. If you have used this Zoom account to schedule webinars before connecting Act-On, both past and upcoming events will be pulled in automatically.
Missing a webinar?
If a new webinar is not showing up, click Refresh at the top of the listing. Check that you are on the correct tab (Upcoming or Past) and that the webinar is single-session. Recurring and multi-session webinars are not supported.
Create a Webinar Campaign
To turn a Zoom webinar into an Act-On Webinar Campaign, click the webinar title in the listing. Act-On imports the webinar's details from Zoom and opens the Webinar Campaign, where you can build the registration form, emails, panelist list, reminders, and follow-ups.
For the full walkthrough, see How to Set Up a Zoom Webinar Campaign.
Webinar Campaign header icons
Once you open a Webinar Campaign, the header gives you quick access to the most common actions:
- Details shows the key links your host, panelists, and attendees will need. Attendees and panelists receive their links in your invitations. If you are not the host, use Send Event Details at the bottom of the panel to share the host link.
- Panelists opens the panel where you add panelists one at a time. After adding them, hover over a panelist to send them their invitation. If a panelist loses their join link, you can resend it from here.
- Campaign (Salesforce users only) lets you adjust the Salesforce campaign associated with the webinar.
- Refresh reloads the browser view.
- Sync pulls the latest data from Zoom, including changes to webinar settings and panelists added directly in Zoom.
- Close saves your changes and returns you to the Webinars listing.
Delete a Webinar Campaign
To delete a Webinar Campaign, hover over the webinar title in the listing and click Delete.
Delete only removes the campaign, not the Zoom webinar
Deleting a Webinar Campaign in Act-On does not delete the webinar from Zoom and does not remove any Zoom data. If you want to cancel the webinar entirely, delete it in Zoom as well.
Deleting the campaign also does not delete the content assets it used. If you want to clean those up, go and remove them separately:
- Forms
- Landing Pages
- Message drafts
- Signup Lists
How do I know a webinar has been campaigned?
In the webinar listing, hover over the title. If a Delete option appears, the webinar already has a Webinar Campaign in Act-On. If it does not, clicking the title will create a new one.
Sync registration data to your CRM
Act-On pushes webinar registration data to Salesforce, SugarCRM, Microsoft Dynamics, and Infor CRM. Contacts who register or attend are added to your Act-On database, and the corresponding CRM records are updated with their webinar activity.
Salesforce campaign mapping
Salesforce users can link a Webinar Campaign to a Salesforce campaign so that contact status is updated automatically as people move through the event.
- In the Webinar Campaign header, click the Salesforce campaign icon.
- Click Change to select an existing Salesforce campaign or create a new one.
- Map each Act-On webinar status (Initial, Invited, Registered, Attended) to a status in your Salesforce campaign.
When you send promotional messages, contacts already in the Salesforce campaign are moved to Invited. As people register or attend, their status is updated to Registered or Attended, and new registrants are added to the campaign if they are not already members.
Quick reference
- Connect Zoom: Settings > Connectors > Webinar > Zoom > +Connect
- Webinar listing: Automation > Webinars (or Quick Start > Events and Webinars)
- Create a campaign: click the webinar title in the listing
- Delete a campaign: hover the webinar title > Delete (does not delete from Zoom)
- One Zoom account per Act-On instance
- Single-session only: recurring and multi-session webinars are not supported