Sync Wistia User IDs (Visitor Keys) to your connected HubSpot account to send your own webinar emails in Wistia. 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.
Set up your account for HubSpot webinar emails
Connect HubSpot
First, connect your account to the HubSpot integration and check the “For Webinars” checkbox.
Create webinar
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.
Note
You must use a Wistia form, not a HubSpot form, for this workflow. Personalized links work by reading the registrant's Wistia visitor key. A HubSpot registration form never passes a visitor key back to Wistia, so the &vk= parameter will be empty, and one-click registration won't work.
If you need HubSpot-form registration instead, see HubSpot Form Automation for Live Event Registration.
Turn off Wistia confirmation emails
On your webinar overview page, select "Emails" from the "Customize" dropdown menu.
On the email customization page, turn off confirmation emails.
Back on the event overview page, open the "Share" dropdown menu. From there, select "Share event links" and copy the audience link.
Construct a personalized registration link
Take the audience link that you copied for your webinar, and append the following URL parameters to it:
?uid={{contact.email}}&vk={{contact.wistia_visitor_key}}
Here is an example link:
https://lenny.wistia.com/live/events/cfps94ze2z?uid={{contact.email}}&vk={{contact.wistia_visitor_key}}
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.
Send webinar confirmation emails via HubSpot
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 audience 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:
Note
If this is your first event since June 23, 2025, the visitor key may be blank. Once someone registers after that date, it will be populated if the event is integrated with HubSpot.
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.
Send webinar reminder emails via HubSpot
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.
Send webinar attendee emails via HubSpot
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.
Send webinar registration emails via HubSpot
These are emails sent to contacts to encourage them to sign up for a webinar. If a contact previously registered for an event on or after June 23, 2025, 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 (June 23, 2025, or later), they will see a one-click registration form.
Troubleshooting
Confirmation email doesn't arrive
Because these emails are sent from HubSpot and not Wistia, deliverability is managed through HubSpot. If registrants report missing confirmations, confirm:
Emails are not being sent to spam.
The workflow actually enrolled the contact (i.e., confirm the marketing-event trigger fired).
The contact is not unsubscribed or in a suppression list in HubSpot.