Sync Wistia User IDs (Visitor Keys) with your connected HubSpot account to send webinar emails from HubSpot. You can create personalized links to send within your webinar emails.

Read on to learn how to construct links for the emails and set up workflows to trigger confirmation and reminder emails.

First, connect your account to the HubSpot integration and check the “For Webinars” checkbox.

Next, set up a webinar in your Wistia account and select a Wistia form for registration. Connect HubSpot from the registrants page and select a list to send registrants and attendees to.

On your webinar overview page, select "Emails" from the "Customize" dropdown menu.

On the email customization page, turn off confirmation emails.

If you plan to send reminder or attendee emails from HubSpot as well, turn off Wistia's reminder and follow-up emails on the same email customization page so registrants don't receive duplicates.

Back on the event overview page, open the "Share" dropdown menu. From there, select "Share event links" and copy the audience link.

Take the audience link that you copied for your webinar, and append the following URL parameters to it:

Here is an example link:

This URL ensures registrants are admitted to your event without having to re-submit the registration form. If someone has previously registered for one of your events (after 06/23/2025) and one-click registration is enabled, returning visitors will see the one-click registration form.

In HubSpot, the visitor key is stored on the contact record as the Wistia User Key property. When inserting the personalization token, search for "Wistia User Key." This property is only filled in after the contact registers for a HubSpot-integrated event using a Wistia form. For contacts who have never registered, the link opens the standard registration form.

Once your account is set up and you've created the personalized registration link, head over to HubSpot and create an email. In the body of the email, add a link to join the event and paste the personalized link you copied from the event (see Construct personalized registration link).

You can preview the email with a contact to ensure the values are correctly populated in the link. For example, the link address for “Join Event” might look like:

https://lenny.wistia.com/live/events/[email protected]&vk=1750704_41d05c0d-5da0-46dc-aa6a-368740bf5390-611082d80-257d57696051-9bbd

Next, create a workflow. Select “Manual Trigger Only” and choose “Contact” as the record type. Update the trigger to use “When filter criteria is met.”

Find marketing events and set the trigger to “Has completed event: Live Event Registration.”

Under Marketing events, choose “Registered for marketing event.”

Click “Add criteria” on the left under Has Completed: Registered for marketing event, and select and filter by the Event name.

Add an action to send an email using the email setup you created earlier.

Go to the registration page for your event, fill out the form, and submit it. Look for the confirmation email in your inbox. If you click on the link in a private browsing window, you'll find that the registration page will know that you previously registered.

Create an email in HubSpot that includes the link for your event (see Construct personalized registration link). Then, create a workflow with a scheduled trigger for the time you want the reminder email to be sent.

Add a condition for the marketing event. Set the filter on contacts, and under Marketing event, select "Registered for marketing event."

Add a Send email action with the email you created earlier:

Wait until the specified time and check your inbox. The link should work the same as the confirmation email.

Sending emails to attendees is the same process as sending emails to registrants (See webinar confirmation emails via HubSpot), except you’ll need to choose “Attended marketing event” when setting up the trigger condition.

These emails encourage contacts to sign up for a webinar. If a contact previously registered for an event, using the identity link (see Construct personalized registration link), they will see a one-click registration button when visiting the registration page via that link.

To set this up, create an email, select recipients (this could be a list, etc.), and send the email.

When they click the link in the email to register, if they have previously registered for an event, they will see a one-click registration form.

Because HubSpot sends these emails, HubSpot manages deliverability. If registrants report missing confirmations, confirm:

If a personalized link doesn't show the one-click option, confirm the following:

Wistia's confirmation emails are still on. Turn them off from Customize > Emails on the webinar overview page.

One-click registration only resubmits fields the viewer filled out before. Custom fields are never included. If you need new or custom fields answered, turn off one-click registration for that event.