Daily pre-webinar sales brief for your Zoom registrants
Every weekday morning we check who signed up for your next Zoom webinar, match them against your HubSpot pipeline, and post a ranked brief to Slack.
Zoom
HubSpot
Slack BotSalesMarketingLead EnrichmentMeeting WorkflowsEvery weekday at 7:30am, check my Zoom account for any webinar starting in the next 24 hours and build me a sales intel brief on who is actually coming, then post it to our #revenue Slack channel.
Start with Zoom's List Webinars operation to pull my upcoming webinars, and keep only the ones whose start time falls inside the next 24 hours. If there are none, skip the run quietly and post nothing at all. Never send an empty brief.
When there is at least one, take the soonest webinar and pull its guest list with Zoom's List Webinar Registrants operation. Page through the full list so the brief covers every registrant, not just the first page. This workflow is strictly pre-event and registrant-based, so do not try to look up attendance or absentees.
For each registrant email, look the person up in HubSpot using Search Contacts. Where a contact exists, use HubSpot Search Deals to find any open deal that contact is attached to, and capture the deal name, stage, amount and owner for the brief.
Rank the brief in three tiers. First, registrants tied to an open deal, showing deal name, stage, amount and owner alongside the person. Second, existing HubSpot contacts with no open deal. Third, net-new names we have never seen before.
Within those tiers, group people by company email domain so the team can immediately see when four people from one account signed up. Treat free consumer email domains such as gmail.com, outlook.com, yahoo.com, hotmail.com and icloud.com as individual signups rather than company accounts. Put the account groups with the most pipeline value at the top.
Name at most 15 people in total and give a count for everyone else, so the message stays readable. Finish with two or three suggested talking points based on which accounts are in the room, for example a theme shared by the top accounts or a deal stage worth addressing directly on the call.
Post the whole thing to the #revenue channel as a single message using Slack Bot's Send a Message operation, with the webinar title and start time in the header so the team knows which session it refers to.
What does this prompt do?
- Checks your Zoom account each weekday morning for a webinar starting in the next 24 hours, and stays quiet when there is not one.
- Matches every registrant against your HubSpot contacts and open deals, so you know which pipeline accounts will be on the call.
- Ranks the room: people tied to an open deal first with deal name, stage, amount and owner, then known contacts, then brand new names.
- Groups people by company so you can spot when four colleagues from one account sign up, and closes with a few suggested talking points.
What do I need to use this?
- A Zoom account on a plan that includes the Webinar add-on.
- Registration turned on for the webinar, since that is what creates the guest list.
- A HubSpot account with your contacts and deals in it.
- A Slack workspace and a channel for the brief to land in, such as #revenue.
How can I customize it?
- Change the timing so it runs earlier, later, or only on the days you actually host webinars.
- Send it somewhere else by swapping #revenue for a different channel or a direct message to the account team.
- Adjust how many people get named before the brief switches to a headcount, or widen the window beyond 24 hours.
FAQs
Do I need a paid Zoom plan for this?
What if registration is not turned on for my webinar?
Will it post something if no webinar is scheduled?
Will this work on HubSpot Free?
What happens with people who register using a personal Gmail address?
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Walk into your webinar knowing exactly who is in the room.
Set this up once and your sales team gets a ranked brief on every registrant before the call starts.