You can set up a HubSpot workflow action to collect more information about your webinar registrants in Wistia while still using a HubSpot form. This enables attendee and engagement tracking without sharing a Wistia Form.

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

After creating a webinar in your Wistia account, make sure to select a Wistia Form for registration. Check out this page to learn how to create a webinar in your Wistia account.

Lastly, make sure you have a HubSpot form ready to automate. You can do this in your HubSpot account by selecting "Marketing" and then "Forms."

Selecting a HubSpot form alone won't register anyone in Wistia. You must proceed to the next step to build the HubSpot workflow action described below. Without it, registrations stay only in HubSpot.

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

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

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

4. Select the form you'd like to use for your webinar'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 webinar you'd like to add registrants to.

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 webinar.

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 Audience page.

On the Webinar Registration page, you'll see the registrant number increase.

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

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

Finally, with this setup, attendance and engagement data will sync back to the contact record in HubSpot when a HubSpot list is selected for registration.

Yes. If someone registers via a HubSpot form and is sent to Wistia through 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 it out again.

Yes. As long as the webinar 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 webinar (on the Audience 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 how many times a visitor viewed the registration page, which does not apply to the automation workflow.

To send contact engagement data (such as attendance and watch time) back to HubSpot, you must connect your Wistia registration to a HubSpot list.

Yes. You'll need to choose a Wistia account first, then select the associated webinar you want contacts registered for. Both fields are required to complete the workflow setup.

You can use any trigger based on a contact record. 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 are synced to Wistia. Any custom fields on the form will stay in HubSpot.

A Wistia Form must be enabled for registration as a technical requirement, but you don't have to share it or collect any registrants through it. You can drive all registration through your HubSpot form via the workflow — the Wistia Form simply needs to exist on the webinar.

It can take up to two hours after your event ends for attendance and engagement data to sync to HubSpot.

This workflow syncs contacts and their engagement to the HubSpot contact record (when a HubSpot list is connected for registration). It does not populate HubSpot's Marketing Events attendee/no-show reporting. Reconcile counts against the contact records, not the Marketing Event object.