How to Create a Teams Webinar

Step 1 — Create the Webinar in Teams (not Outlook)

Open Microsoft Teams
Go to Calendar
Click New meeting ▼ dropdown
Select Webinar

Now you’ll get the proper webinar setup:

Title
Date/time
Registration page
Presenter roles
Attendance tracking

Step 2 — Configure Webinar Settings

Inside the webinar setup:

Add presenters

Proax host
Vendor/partner speaker (if external)

Registration options

Choose:

“Everyone” (public)
or
“Organization only” (internal)

For marketing → use Everyone

Step 3 — Copy the Webinar Registration Link

Teams automatically generates a registration page like:

https://events.teams.microsoft.com/...

Copy that link — this becomes the key connection point with HubSpot.

Step 4 — Build HubSpot Landing Page

HubSpot:

Marketing → Landing Pages → Create

Include:

Webinar title
Agenda
Speaker bio
CTA button → “Register Now”

Step 5 — HubSpot Registration Form

HubSpot:

Forms → Create Form

Fields:

Name
Email
Company
Industry (optional)

After submit: Display a thank you message. e.g.

Thank you for registering!
You’re all set for the webinar.
We’ll send you a confirmation email shortly with the event details.

Step 6 — HubSpot Workflow Automation

Go to:

Automation → Workflows

Trigger:

Form submission = Event Registration {Event Name} - EN

Actions:

1. Set property

“Webinar Registered = Yes”

2. Send confirmation email

Include:

✅ Date/time
✅ Add-to-calendar link
✅ Teams Webinar registration/join link

3. Reminder emails

1 week before
1 day before
1 hour before

4. Add to list

“Webinar Registrants – Feb 2026”

Step 7 — Day of Webinar

Host runs it inside Teams Webinar.

Attendees join via the Teams registration/join link.

Step 8 — After Webinar: Attendance + Follow-Up

Teams gives you:

Webinar → Manage event → Attendance report

Export CSV.

Then in HubSpot:

Import attendance list
Update property:

Attended Webinar = Yes

Step 9 - After the Webinar: Share the Recording

Microsoft Teams allows the webinar to be recorded and shared with registrants who could not attend live.

1. Record the Webinar

At the start of the session, the host should click: Remind that to host

More actions (⋯) → Record and transcribe → Start recording

The recording will automatically be saved in Microsoft Teams / OneDrive after the event.

2. Download or Copy the Recording Link

After the webinar ends:

Go to the webinar chat or event recap
Locate the recording
Copy the shareable link (or download if needed)

3. Send the Recording Through HubSpot

In HubSpot, create a follow-up email to all registrants:

Automation → Workflow → Send email (Post-Webinar Recording)

Include:

Thank-you note
Recording link
Slides/resources (optional)
Call-to-action (book a meeting, contact sales, etc.)

4. Send to No-Shows

Best practice:

Send recording to those who haven't attended.
- “Sorry we missed you — here’s the replay”

📌 Send the recording email within 24 hours after the webinar.