You can set up a HubSpot workflow action that gives you the ability to collect more information about your live event registrants within Wistia, while still using a HubSpot form. This enables full tracking without needing to use a Wistia form.

First off, make sure that HubSpot is connected as your primary integration in your Wistia account.

After creating a live event in your Wistia account, make sure that a Wistia form is selected for the registration. Check out this page to learn how to create a live event in your Wistia account.

Then, ensure you have a a HubSpot form ready to add automation to it. This can be done in your HubSpot account by selecting "Marketing" and then "Forms."

Now that everything's set up, you can create the automation in HubSpot.

2. Open the "Create workflow" dropdown and select to either make one from scratch, or a template.

3. Using the trigger search field, use the form submission trigger (or any contact-based trigger).

4. Select your desired form you'd like to use for your live event's registration.

5. Once you've selected the form, you'll be prompted to add conditions to your workflow.

6. Click the "+" sign to add a workflow action.

7. Under "Integrated Apps," select Wistia and then choose "Webinar Registration."

8. After you've selected the Webinar Registration setup, select the appropriate Wistia account and live event you'd like to add registrants too.

9. At this point, you can review and publish the workflow. Once your HubSpot form is embedded, any contact who submits the form will be registered for your live event.

Once the HubSpot automation is triggered, the contact will be sent to Wistia and you'll see "Integration" as the source in the source column on the registrants page.

On the event analytics page, you'll see the registrant number increase.

If you've enabled confirmation and reminder emails for your live event, registrants will receive them.

Attendance and engagement will also populate in the audience table on the registrants page.

Finally, with this set up, attendance and engagement data syncs back to the contact record in HubSpot when a HubSpot list is selected for registration.

Yes. If someone registers using a HubSpot form and is sent to Wistia via the workflow automation, Wistia will recognize them as already registered. If they later land on a page with a Wistia registration form, they won’t be asked to submit their information again and we’ll show them as already registered.

No. If someone has already filled out a HubSpot form, and later sees a Wistia registration form, they will not be prompted to fill the form out.

Yes. As long as the live event has emails enabled, any registrant who comes through the HubSpot form workflow will receive Wistia confirmation and reminder emails, just like registrants who use a native Wistia form.

Yes. They will appear in the audience table for the event (on the registrants page), and their attendance and engagement will be tracked.

Registrants added via this workflow (like those imported via CSV) will not increase the impressions count, so they won’t appear in the registration conversion funnel or registration rate metrics. This is because the impression count shows the number of times a a visitor viewed the registration page, which is not applicable with the automation workflow.

In order to send contact engagement data (like attendance, watch time, etc.) back to HubSpot, Wistia registration must be connected to a HubSpot list.

Yes. You'll need to choose a Wistia account first, then select the associated live event you'd like contacts registered to. Both fields are required to complete the workflow setup.

Any trigger that’s based on a contact record can be used. However, we recommend "Form Submission" for webinar registration workflows, since it provides a direct link between the contact and their signup action.

No. When using a HubSpot form with custom fields, only first name, last name, and email can be synced to Wistia. Any custom fields on the form will stay in HubSpot.