Using HubSpot to track and manage contacts with your team? Set up an automation to create new contacts in HubSpot when someone responds to your videoask. Or you can automatically update existing contacts in HubSpot from videoask responses. Here, we’ll walk you through how to set up these workflows using Zapier.
Before we get started, here’s what you’ll need:
- A VideoAsk account
- A HubSpot account
- A Zapier account
Note: Free plans are available for all these tools, but you’ll need a paid Zapier account if you want to update existing contacts in HubSpot from videoask responses.
Jump to:
Create new contacts in HubSpot from videoask responses
Update existing contacts in HubSpot from videoask responses
Create new contacts in HubSpot from videoask responses
1. Go to Zapier.com and log into your account. Then, click + Create Zap.
2. Search for VideoAsk in the search bar and select it as the Trigger.
3. Give your Zap a name in the top left corner. A Zap is the name Zapier uses to refer to an automated workflow.
4. In the Event field, select New Response (From a Respondent) Triggers when the transcription is ready after someone responds.
5. Click Continue.
6. If this is your first time connecting VideoAsk with Zapier, click Sign in and follow the prompts to log into your account.
If you’ve previously connected your VideoAsk account to Zapier, click the dropdown and select the VideoAsk account you’d like to use. Then click Continue.
7. If you’re a team member in more than one VideoAsk Organization, choose the one with the videoask you want to connect.
8. Choose the videoask you’d like to connect (you can use the search bar instead of scrolling).
9. Click Continue.
10. Click Test trigger to check everything is working as expected so far.
11. If the test data looks accurate, click Continue.
12. Search for HubSpot in the search bar and select it as the Action.
13. In the Event field, select Create Contact.
14. Click Continue.
15. If this is your first time connecting HubSpot to Zapier, click Sign in.
16. Select which HubSpot account you’d like to connect and click Choose Account.
17. Click Continue.
18. Decide what information you want to map from your videoask response to your HubSpot contact. Click in the fields to see a drop-down of options you can select from.
In our example, we’ll map the following fields from the videoask’s contact form:
- Contact information: First Name = Contact Name
- Contact information: Email = Contact Email
Note: You can include a link to the contact’s videoask response by creating a custom property in HubSpot. The custom property will appear in the list of mappable fields, then select Contact Share URL when you click on a field in Zapier. Make sure to set all interactions to shareable in VideoAsk.
19. Click Continue.
20. Click Test action. This will create a contact in your HubSpot account.
21. Check your HubSpot account to confirm a contact has been created and has all the relevant information. If everything’s working as expected, click Publish Zap.
Your Zap is all set up! Now, every time you receive a response to this videoask, a new contact in HubSpot will be created.
Update existing contacts in HubSpot from videoask responses
If you already have existing contacts in HubSpot but you want to update their contact properties (additional contact information in HubSpot) with information from a videoask response, you can create a Zap to find the contact in HubSpot and update their contact properties when they respond to a videoask.
For example, we have a videoask to gather NPS® feedback from customers that already exist as contacts in our HubSpot account. When the customers respond to the videoask, we would like to update their contact properties with a link to their videoask response.
For this workflow, you’ll need a Zapier plan that allows multi-step Zaps—a Zap that has more than one action.
💡Tip: Create a custom property in HubSpot for a field you can map videoask responses to. The custom property will appear in the list of mappable fields in Zapier.
1. Go to Zapier.com and log into your account. Then, click + Create Zap.
2. Search for VideoAsk in the search bar and select it as the Trigger.
3. Give your Zap a name in the top left corner. A Zap is the name Zapier uses to refer to an automated workflow.
4. In the Event field, select New Response (From a Respondent) Triggers when the transcription is ready after someone responds.
5. Click Continue.
6. If this is your first time connecting VideoAsk with Zapier, click Sign in and follow the prompts to log into your account.
If you’ve previously connected your VideoAsk account to Zapier, click the dropdown and select the VideoAsk account you’d like to use. Then click Continue.
7. If you’re a team member in more than one VideoAsk Organization, choose the one with the videoask you want to connect.
8. Select the videoask you’d like to connect (you can use the search bar instead of scrolling).
9. Click Continue.
10. Click Test trigger.
11. If the test data looks accurate, click Continue.
12. Search for HubSpot in the search bar and select it as the Action.
13. In the Event field, select Find Contact (you can use the search bar instead of scrolling).
14. Click Continue.
15. Choose or connect your HubSpot account. You’ll be asked to log in to your HubSpot account if you’re not already.
16. Click Continue.
17. In the First search property name field, select Contact information: Email.
Then in the First search property value field, select Contact Email from the videoask’s contact form. This is a required field.
Note: If you’d like to create a contact in HubSpot if a contact isn’t found with this email address, click the checkbox Create HubSpot Contact if it doesn’t exist yet.
18. Click Continue.
19. Click Test action.
20. Click on the + icon to add another Action.
21. Search for HubSpot in the search bar and select it as the Action.
22. In the Event field, select Update Contact (you can use the search bar instead of scrolling).
23. Click Continue.
24. Select your HubSpot account from the dropdown and click Continue.
25. In the Object ID field, click the Find Contact in HubSpot drop-down.
26. Then select ID.
27. Then map the fields you’d like to update the contact in HubSpot with.
In our case, we’ll select the Contact Share URL in the Contact activity: From VideoAsk field (the custom property we’ve created in HubSpot). This will update the contact with a link to the contact’s videoask response.
Note: If you are mapping the Contact Share URL, make sure to set all interactions as shareable in VideoAsk. This will make the URL public and anyone with the link will be able to view the responses.
28. Click Continue when you’ve finished mapping.
29. Click Test action. This will update the existing contact in HubSpot with your mapped fields.
30. Check that your contact in HubSpot has been updated with the relevant information.
31. Click Publish Zap in Zapier and you’re all set! Now, when an existing contact in HubSpot responds to your videoask, it’ll update the contact with the relevant information.
⚡️Check out some other popular workflows using VideoAsk and Zapier.