How do I use Splash's Zapier integration to automatically create new webinar registrants in Zoom?

While Splash does not have a direct integration with Zoom, leveraging an iPaaS, ESB, or other integration solution can allow for a very robust connection between the two platforms. You can use Zapier to integrate Splash and Zoom, and open the door to new ways to make your webinars truly stand out from the crowd and give your audiences all the encouragement they need to sign up.

Capabilities:

  1. All Splash event registrants will be synced to Zoom through Zapier when they RSVP

    • Their email address is added to the list of registrants for the Zoom webinar.

    • Keep in mind: You must create a Zap per each event that you want integrated.

Requirements:

  1. As with all integrations, you must have a Splash Enterprise account.

  2. You must have a Zapier account. Creating and using a Zapier account is free, but if you're truly looking to adopt Zapier into your Splash organization's workflows, you'll probably need to make an investment in a Premium plan.

  3. You must have a paid Zoom account with webinar access.

  4. Your Zoom webinar must have registrations set to required. Zapier currently only offers the ability to sync with webinar registrants, not meeting participants. Creating webinars is currently a paid functionality offered by Zoom. For more details about adding it to your plan, go to https://zoom.us/webinar or contact your team's zoom admin.

There are two core functionalities of this integration:

  1. Creating Zoom webinars when events are created in Splash
  2. Adding Splash guests as new webinar registrants in Zoom

In this article, we will explore the second functionality.

Core functionality #2: Splash Event Guests to Zoom Webinar Registrants

HTTP Postback

Much the same as the first use case, the very first step is to configure a Splash HTTP Postback integration to send information to Zapier when guests register for your events. From your events dashboard:

  1. Click on the Integrations tab on the left-side.
  2. In the top right, select New Integration.
  3. From the menu of available integrations, find the tile for HTTP Postback and select it.
    Image_2020-07-24_at_9.29.24_AM.png
  4. You can leave the method as POST and ignore the endpoint field for the moment, but you'll want to change the content type to application/json.
    Image_2020-07-24_at_11.48.25_AM.png
  5. You can give the integration a name that will best identify it, and then under Trigger set it to Attendee, and then in the Action dropdown select RSVP Yes. This means that any time an attendee RSVPs Yes, the configuration will fire. Image_2020-03-31_at_1.13.59_PM.png
    • Note: You could use the Tickets Purchased trigger if you want to do something like paid webinars instead.
  6. We would also highly recommend making use of the trigger conditions by event type, and limiting it to only event types you want creating corresponding webinars in Zoom. 
    • We would recommend setting this to a webinar event type. If you don’t currently have this event type in Splash, reach out to your Customer Success Manager, and they will be happy to work with you to set that up. Image_2020-03-25_at_5.40.07_PM.png
  7. The next step is to set up the field mappings, or the information that Splash will send to the chosen endpoint. There are four fields that should be mapped. Three fields – Email Address, First Name, and Last Name – can all be found on the Contact object. The fourth field is from the Event object, and will be the Event ID for Zapier to register the guests for the correct webinar in Zoom. Image_2020-03-31_at_1.17.18_PM.png
  8. With the fields mapped, the only thing left to do is to click Save to commit the changes, then then scroll up to the top and turn the integration on. We will return with the postback URL in the next section.

Webhook by Zapier

For the next part, we need to switch over to Zapier in a new browser tab.

Keep in mind -  Although we only need to set up one Zap to fire for event creation, we will need to set up a unique Zap for each event that's live. You can always duplicate a Zap or just simply change the webinar it flows into, if multiple aren't live at the same time. In general, you will need a Zap activated for each event that is actively collecting RSVPs. 

  1. Start by creating a new Zap.
  2. For the trigger, search for Webhooks by Zapier and select it. This will set up an endpoint within Zapier which can receive HTTP calls. Image_2020-03-25_at_5.48.41_PM.png
  3. Choose the Catch Hook trigger event, which means whenever a call is received, this Zap will execute.Image_2020-03-25_at_5.48.49_PM.png
  4. Where it says Custom Webhook URL, copy the URL. Image_2020-03-25_at_5.48.56_PM.png
  5. Paste the URL for this hook into the HTTP Postback that you just created in the previous section. Image_2020-03-31_at_1.21.46_PM.png
  6. Save and turn on the integration configuration.
  7. Set the Webhook in Zapier to look for sample data.
  8. Return to Splash and register a guest to your test Splash event from the Webinar setup.
  9. Confirm that the Zap received this sample data.Image_2020-03-31_at_1.23.17_PM.png

Storage by Zapier

Next Zapier will need to make the association between the Splash event and the Zoom Webinar. Zapier Storage can be accessed to retrieve the key-value pair that link the two together from the first Zap.

  1. For the next action, choose Storage by Zapier and select the Get Value action. Image_2020-03-31_at_1.25.46_PM.png
  2. Select the account you used in the last Zap.
  3. In customize value, click on the right to insert a field, and use the event ID from the RSVP that came in from the Webhook. Image_2020-03-31_at_1.26.31_PM.png
  4. Run a test of the action, and you should see the webinar ID from the first Zap as an output. Image_2020-03-31_at_1.27.04_PM.png

Zoom App

The last step is to create a registrant in the Zoom webinar. Please note that Registration must be required in order for this integration to work. In the Registration section of your webinar, make sure that you check off "Required".

_b2d7fee5ff724eec575bd3695f4089ca__Screen_Shot_2020-03-20_at_11.44.31_AM.png

  1. Next, in Zapier, choose the Zoom app once again from the list of apps. Select Create Registrant as the action. Image_2020-03-31_at_1.28.32_PM.png
  2. Select the appropriate Zoom account you want to use for these webinars. The credentials should have been saved from the previous Zap so you will not need to re-authenticate.
  3. The next section will have you fill out registrant information. You can map the email address, first name, and last name from the payload sent to the webhook trigger. For the Upcoming Webinar however, select a Custom Value instead of one of the ones presented from the dropdown. Select the output value from the Storage action, which will be the webinar ID in Zoom.
    • We recommend setting Send Confirmation Email to true, as sending these emails to new registrants directly from Zoom will be a more reliable method of getting webinar access information to your audiences. Image_2020-03-31_at_1.29.48_PM.png
  4. When you continue with the test, you should see Zapier successfully add the registrant to your webinar in Zoom. Image_2020-03-31_at_1.31.02_PM.png

After completing these steps, all new guests for your Splash webinar events will be added as registrants in Zoom!

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