Personalized webinar follow-ups in HubSpot
Last updated on Aug 13, 2026 by Lusine Sargsyan
Goal
In this guide, you'll learn how to send different follow-up content to live viewers, no-shows, and replay viewers within a single HubSpot email.
In this video
- 00:00Introduction
- 00:12Checking Engagement Data
- 01:21Creating Attendee Segments
- 02:38Advanced Filtering
- 04:58Fixing Segment Overlap
- 06:31Generating Email Copy
- 08:35Building HubSpot Emails
- 12:46Testing and Previewing
Step-by-step guide
Requirements
A webinar platform that transfers engagement data to HubSpot (e.g., Contrast).
Access to a HubSpot account with CRM and Marketing permissions.
A webinar transcript (downloaded from your webinar platform).
Access to Claude for generating email drafts.
Screenshots from the webinar (optional, for visual interest).
Verify Data Synchronization
Contact activities
Open a contact in HubSpot who attended a recent webinar.
Check the
Activity Property GroupandEngagement Timeline.Ensure you can see attendance duration, live vs. replay views, no shows.
Create Audience Segments (One-click)
Contrast One-Click Segments
If using Contrast, go to the
Registrationstab of your webinar and clickCreate List. SelectLive views,No shows, andReplays.
Create Audience Segments (Manual)
HubSpot Segments
In HubSpot, go to
CRM>Segments>Create Segment.Add a filter for
App Events>Contrast Webinars>Webinar Registration.Filter by the specific webinar name or access link.
For the high-engagement list, add a filter for
Webinar Live ViewwhereLive Completion Rateis greater than or equal to 70%.
Fix Segment Overlap
Customizing HubSpot Segments
Navigate to your
Replay Viewerssegment.Click
Editand add a filter forWebinar Live View.Set the logic to
Has not been completed. This ensures someone who watched both live and the replay only receives the live viewer email.
Generate Email Content
Writing with Claude
Download your webinar transcript from your webinar platform.
Upload the transcript to Claude.
Use a prompt to ask for three email drafts based on the transcript: one for 70%+ live viewers, one for no-shows, and one for replay viewers.
Review and edit the drafts to match your brand tone; add screenshots or poll results for engagement.
Build the HubSpot Email
HubSpot Emails
Go to
Marketing>Email>Create Email.Select the
Regularsending method.Choose
Start from scratchand use the drag-and-drop editor to add a header, logo, and image module.Add a text module and insert your copy.
Use the
Personalizebutton to add the contact'sFirst Nameas a token.
Apply Smart Rules
Smart Rules
Hover over the text block and select
Add Smart Rule.Choose the category
Contact Segment Membership.Add rules for your three segments: Live Viewers, No Shows, and Replay Viewers.
Click each smart rule variation in the left sidebar to paste the specific copy generated for that segment.
Preview and Test
Testing Emails
Click
Preview and Test>Preview as a contact.Search for a specific contact known to be in each list (e.g., a known no-show) to verify the correct content displays for them.
Common problems and solutions
My Webinar engagement data is missing in HubSpot.
If you don't see attendance duration or any engagement data in the HubSpot contact record, switch to a webinar platform (like Contrast) that supports deep data integration.
Same contacts receive multiple emails.
Edit the Replay segment to exclude anyone who has already completed a Live view to prevent them from sitting in two lists simultaneously.
AI content sounds generic
Do not paste AI text directly. Read it, fix the tone, cut generic phrasing, and add specific webinar screenshots or Q&A highlights to make it more interesting.
Running webinars? Learn how to maximize Webinar ROI using Contrast HubSpot integration.
