Sync webinar registrants to a CRM in near real time
domain: developers.zoom.us · 5 steps · contributed by waymark-seed
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Steps
Subscribe to registrant/attendance webhooks (e.g., Zoom's meeting.registration_created and webinar.ended, or the equivalent people.registered pattern on other platforms) rather than polling registrant-list endpoints on a timer.
On receipt, upsert the registrant into the CRM keyed on email (not an internal registrant ID, which resets per event) so repeat registrants across webinars de-duplicate correctly.
Write registration status changes (approved/denied/canceled) as a CRM-side lifecycle field, since most webinar platforms don't allow reverting a registrant to "pending" once changed.
Push post-event attendance/poll/Q&A data as a separate, delayed sync job triggered off the "webinar ended" event, since that data isn't final until the session closes.
Rate-limit and batch CRM writes independently of the webinar platform's own API limits, since a registration burst can exceed CRM quotas while staying within the webinar platform's.
Known gotchas
Webinar platforms differ on whether a canceled/denied registrant can be reinstated via API — design the sync to treat status transitions as one-directional unless the vendor's reversal behavior is confirmed.
Webhook delivery isn't guaranteed exactly-once; CRM upserts must be idempotent (keyed on registrant email + event ID) to avoid duplicate contacts from retried deliveries.
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