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Training Firma (Munich, 12 staff) delivers professional-development webinars across DACH.
They needed every registration to land in HubSpot instantly—with clean webinar title, date, time, and session ID—for timely emails and reliable cohort reporting.
Challenges
Fragmented data: registrations stuck in WebinarJam/EverWebinar
Manual imports (30–45 min/week), error-prone and delayed UTC timestamps broke reminder timing and reporting
Our Solution
A Zapier Webhooks + Formatter → HubSpot automation that: Listens to new registrations immediately Fetches full webinar metadata via webhook Converts UTC to DD.MM.YYYY and HH:mm (CET/CEST)
Upserts the contact in HubSpot with properties: Registered Webinar, Webinar Date, Webinar Time, Session ID Business Impact Instant CRM enrichment: registrants appear in HubSpot within seconds
Accurate reminders: local time formatting prevents scheduling mistakes → +18% live attendance Ops efficiency: 2–3 hours/week returned to the team Better reporting: lists and cohorts by webinar/title/date without spreadsheets Scalable: ready for post-webinar scoring, replays, and surveys
Implementation Notes “Always query” webhook pattern keeps metadata fresh for evergreen sessions Formatter handles ISO/UTC → localized date/time split fields
Four custom HubSpot contact properties created and mapped Minimal upkeep—new webinars flow automatically
Conclusion
Training Firma now has a hands-off registration-to-CRM pipeline that delivers timely emails, cleaner data, and better insights—without developer overhead. Category