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Using Insightly Marketing's Zoom Integration

Updated

The Zoom integration tracks webinar activity against your Prospects automatically.

On this page:

What it does

  • Creates a Prospect record automatically when someone registers for a Zoom webinar.
  • Shows Zoom activity on a Prospect’s Timeline.
  • Reports on Zoom activity through the Integration Activity Report.

Webinar registration is a strong intent signal, which makes this a natural input to prospect scoring.

Before you start

  • A free or paid Zoom account.
  • An Insightly Marketing account.
  • Pre-approval of the Insightly Marketing application in the Zoom Marketplace. If the app isn’t pre-approved, a Zoom account admin will need to approve it before installation can proceed.

Installing

  1. Go to System Settings > Integrations, find Zoom, and click Install.
Installing Zoom Integration in Insightly Settings — The screenshot shows the Integrations page in Insightly’s System Settings, with the Zoom integration listed and an “Install” button highlighted in red. This helps users locate exactly where to go and what to click to connect their Zoom account with Insightly CRM.

Installing Zoom Integration in Insightly Settings

  1. Click Add to Zoom.
Zoom Integration Not Installed Status Screen — This screen shows the Zoom Integration settings page in Insightly CRM, indicating the integration has not yet been set up. A blue “Add to Zoom” button (highlighted with a red box) and a “Zoom login required” notice show the user how to begin the installation process.

Zoom Integration Not Installed Status Screen

  1. Zoom opens in a new tab. Sign in to your account.
  2. Confirm the permissions the app requires and click Authorize.
Zoom OAuth Authorization Screen for Insightly — This screen shows a Zoom permission prompt asking users to grant Insightly Activity Connector access to view their meetings, user information, and webinars. Users must click “Authorize” to complete the integration between Insightly CRM and their Zoom account.

Zoom OAuth Authorization Screen for Insightly

  1. Return to Insightly Marketing. The integration status updates automatically.
  2. Under Integration Settings, check the box to let Insightly create a Prospect when the registrant’s email doesn’t already match one (checked by default), and select which user should own new Prospects by default.
  3. Click Save Settings.
Zoom Integration Settings in Insightly CRM — The screenshot shows the Zoom Integration page in Insightly CRM, where the integration is confirmed as installed with a green checkmark. It highlights two configurable settings: an option to automatically create a Prospect when an email doesn’t exist, and a dropdown to select a default prospect owner, currently set to Anthony Smith.

Zoom Integration Settings in Insightly CRM

Using it

Prospects are created automatically for webinar registrants, matched by email address if they already exist. Registration and attendance show up on the Prospect’s Activity Timeline.

Zoom Meeting Activity in Prospect Timeline — The screenshot shows a prospect record in Insightly CRM with the Timeline tab open, displaying a series of Zoom meeting events (participants joining and leaving) from July 2, 2019. This illustrates how Zoom integration automatically logs meeting activity directly within a contact or prospect’s timeline, helping users track engagement history without manual entry.

Zoom Meeting Activity in Prospect Timeline

Insightly records: Webinar Participant Joined/Left, and Registration Created, Cancelled, Approved, or Denied. A Visitor Integration Activity report pulls the full picture: who attended, joined, or left any webinar.

Pushing signups to Zoom from a Form Handler

A Finish Action can register a form submitter for a webinar directly. The Prospect needs an email address, and Insightly validates the Webinar ID when the action is saved. An invalid or missing ID returns an error. Once a push to Zoom has started, the integration can’t be uninstalled until it finishes.

  1. On the Form Handler record, open the Finish Actions tab, click Add Finish Action, and select Add to Zoom Webinar.
Adding Zoom Webinar Finish Action in Form Handler — The screenshot shows the “Add Finish Action” dropdown menu expanded within a Form Handler’s Finish Actions tab, with “Add to Zoom Webinar” highlighted in a red box. This illustrates how users can configure a form handler to automatically register submitters into a Zoom Webinar as one of the available post-submission actions.

Adding Zoom Webinar Finish Action in Form Handler

  1. Name the action, set any conditional criteria (e.g. only submitters with a Grade of A+), and enter the Zoom Webinar ID.
Zoom Webinar Finish Action Configuration Dialog — This dialog box shows how to set up a “Finish Action” in Insightly CRM that adds contacts to a Zoom Webinar, with a conditional criteria filter set to “Grade equals A+” and a field to enter the Zoom Webinar ID. This is relevant for users who want to automatically register specific contacts into a Zoom Webinar based on defined criteria.

Zoom Webinar Finish Action Configuration Dialog

  1. Click Save.

Using Zoom in Journeys

The same push, plus a way to branch on attendance, is available from a Journey.

To register a Prospect for a webinar: open the Journey, click the plus icon between steps, Add Action, then Add to Zoom Webinar, enter the Webinar ID, and save. The same validation and uninstall restriction apply as with Form Handlers.

Add to Zoom Webinar Action Configuration — This dialog box allows users to add a prospect to a Zoom Webinar by entering a Webinar ID and choosing whether the action happens immediately or after a wait period. It would appear when setting up an automation action in Insightly CRM that integrates with Zoom Webinars.

Add to Zoom Webinar Action Configuration

To check registration or attendance: at the plus icon, click Add Check, select Check Zoom Webinar Attendance or Check Zoom Webinar Registration, enter the Webinar ID, and save. Useful for branching a Journey based on whether someone actually showed up.

Removing the integration

  1. Go to System Settings > Integrations, select Zoom, and click Uninstall Integration.
Zoom Integration Settings Panel in Insightly — The screenshot shows the Zoom Integration page in Insightly CRM, where the integration is currently installed and active. It highlights the “Uninstall Integration” button with a red box, and displays settings options including creating a prospect if an email doesn’t exist and selecting a default prospect owner.

Zoom Integration Settings Panel in Insightly

To fully remove Insightly’s access from the Zoom side too: log into your Zoom account, go to the Zoom Marketplace, Manage > Installed Apps, click Uninstall next to Insightly Marketing, and confirm.

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