Most users prefer to send personalized videos directly from their CRM. So in this guide, we will show you how to integrate HeyGen to your CRM workflow using Zapier.

The goal is to automatically send a personalized video email to a contact when they are added to a CRM list.

The diagram below illustrates the interaction between the systems.

Watch the overview here:

Setup overview

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Note:
We will be using HubSpot as the CRM in this example. But similar concept should apply to other CRMs as well.

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You will need HubSpot Marketing Hub Professional Plan to complete this tutorial

The Workflows (for automatically sending out emails once personalized videos are done generating) feature is only available in Marketing Hub Professional Plan or above.

Basic setup

HeyGen setup
- Create a video template
- Create a folder to organize personalized videos
CRM setup
- Create custom fields
- Create an email template
- Create the contact list

Workflow Configuration

Trigger video generation when a contact is added to a list.
Update CRM custom fields when video generation is complete.
Send an email with the personalized video once the custom fields are updated.

1. Create Personalized Video Template

The very first step is to create a personalized video template. In the template, you can insert variables by using this notation: {{variable_name}}.

2. Create Custom Fields

To send personalized videos via your CRM, you need to create custom fields to store video information.

The required fields are:

heygen_video_share_page_url- Public URL where the personalized video can be viewed. Example:
- https://app.heygen.com/share/58d95e1f747d4f03a9b290cce8dbfd06
heygen_video_gif_url - GIF thumbnail for email previews. Example:
- https://resource2.heygen.ai/personalized_video/gif/86e21134dc934f89903482682ec263d2/df9f16a7c1774b408e8e640f0b3d2bb2.gif

Create two new fields in the contacts object.

Watch the video tutorial here:

3. Create Email Template

Create an email template to include the generated personalized video.

To insert the GIF preview thumbnail into the email template, use this HTML snippet:

<div style="padding: 24px 0">
  <a href="{{contact.heygen_video_share_page_url}}">
    <img style="height: 270px" src="{{contact.heygen_video_gif_url}}" alt="preview image" />
  </a>
</div>

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contact.heygen_video_share_page_url and contact.heygen_video_gif_url follows the variable notation for HubSpot. However, it can vary between different CRMs.
Ensure the variable names match the correct notation according to your CRM.

Watch the tutorial here:

4. Create List

In this example, we will trigger a personalized video creation by adding a contact to a list. Other triggers may include:

Creating a new contact
Updating the contact
Adding contact to workflow

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Note:
Check the existing Zapier integration with your CRM and see the list of available triggers.

Watch the video tutorial here:

Configure Workflow

Step 1: Trigger Video Generation

When a contact is added to list, trigger an automatic request to HeyGen to generate a personalized video for the contact.

Pass variables from the CRM to HeyGen by using this notation in Zapier: text.variable_name.content

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For the callback_id , use the object/record ID from the CRM if available. Otherwise, you can use email as the callback_id.

Watch the video tutorial here:

Step 2: Push Video Data Back to CRM

Once a personalized video is generated, the video data needs to be automatically pushed into your CRM.

Store the following video information in the custom fields you created earlier:

contact.heygen_video_share_page_url
contact.heygen_video_gif_url

Watch the video tutorial here:

Step 3: Automatically Send Email with Personalized Video

After video generation, the next step is to automatically send the video via email. This is accomplished by configuring an automated workflow using your CRM’s internal workflow builder.

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Note:
Workflow builder is a fairly standard feature across most modern CRMs / marketing automation platforms.

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Please note, HeyGen is not involved in this step. This step entirely relies on your CRM’s internal capability.

Watch the video tutorial here:

Conclusion

By following all the steps above, you should have integrated HeyGen with your CRM and created an end-to-end workflow to generate and deliver personalized video emails automatically.