HubSpot deal stage changes.
Personalized video. Automated.
HubSpot Workflows fire a webhook. We catch it, pull the contact data, trigger the HeyGen render, and write the video link back to the deal record. No Zapier template.
Deal stage
Primary trigger
3 triggers
Included per build
Contact + deal
Properties we write back to
HubSpot Pro+
Required plan
What we ship into your HubSpot stack.
HubSpot webhook listener
A production webhook endpoint that receives HubSpot Workflow events - deal stage change, contact list entry, form submission, or meeting booked. Signature-verified, idempotent, and returns 200 before any processing begins so HubSpot never retries a valid delivery.
Contact data extraction and field validation
We pull name, company, deal name, and any custom HubSpot properties needed for personalization. Every field is validated before it reaches the video API. A missing or malformed value triggers an alert, not a video addressed to a blank or a crash that drops the lead silently.
HeyGen or Synthesia render trigger
Contact data is mapped to your video template's merge fields and posted to the HeyGen or Synthesia API. Render requests include retry logic with backoff for rate-limit responses. Avatar-not-found and template errors are caught and surfaced immediately - not discovered in the CRM a week later.
Video link write-back to HubSpot
When the render completes, we write the video URL back to a custom HubSpot contact property and the associated deal record via the HubSpot Properties API. A second HubSpot Workflow can pick up that property and trigger email delivery - keeping the send inside HubSpot where your team already works.
Failure alerting to Slack or email
Any render that cannot self-heal after retries lands a structured failure alert in your Slack channel or inbox - including the contact ID, the error type, and the render request payload. No silent drops. Problems surface the same day so your pipeline stays clean.
Trigger. Render. Deliver.
HubSpot deal stage changes
A contact moves to your target deal stage - or joins a list, submits a form, or books a meeting. HubSpot Workflow fires a webhook to our listener within seconds. No CSV exports. No manual kickoff. Up to 3 trigger events per build, your choice of which stages.
Webhook fires and video renders
Our listener verifies the HubSpot signature, extracts the contact and deal properties, validates every merge field, and posts a render request to HeyGen or Synthesia. Failed renders retry automatically. Anything that cannot recover surfaces a Slack alert with the full context attached.
Video link written back to CRM
When the render completes, the video URL is written to a custom HubSpot contact property and the deal record. A second HubSpot Workflow - one you control - picks up that property and sends the email. Your video is in the prospect inbox, and your CRM shows exactly when it was sent.
What you need before we start.
We confirm every requirement during the free audit - before you spend anything. If something is missing, we tell you what it costs to get there.
HubSpot Professional or above
The Starter plan does not include Workflows or webhook actions. Professional is the minimum. Enterprise works fine. We verify your plan tier on the audit call - if you're on Starter, we'll tell you the exact upgrade cost and whether it makes sense at your volume before the engagement starts.
HeyGen or Synthesia with API access
HeyGen requires the Creator plan or above for API access. Synthesia requires their Enterprise or API-enabled tier. You hold the subscription directly - we use your API credentials to build the integration. One platform per build.
Your target trigger event or events
We scope up to 3 trigger events per build. Common choices: deal stage change (most popular), contact list entry, form submission, and meeting booked. You don't need all three confirmed before the audit - we help you prioritize on the call.
At least one video template ready
We build the data pipeline. We don't create the video or the avatar. You need at least one HeyGen or Synthesia template with named merge fields (e.g. {{first_name}}, {{company}}) before development starts. No template yet? We can scope a creative session with our design partners as an add-on.
Questions about the HubSpot build.
Which HubSpot plan do I need for webhook access?
Webhooks and workflow actions are available from the Professional plan and above. The Starter plan does not include them. We check your plan tier in the audit before scoping anything.
Can I trigger a video on any deal stage, or just specific ones?
Any deal stage. HubSpot Workflows let you set deal stage as any of your target stages as the enrollment trigger. You can also trigger on contact list entry, form submission, or meeting booked. The scope includes up to 3 trigger events.
How does the video link get back into HubSpot?
We create a custom contact or deal property (e.g. personalized_video_url) and write the video link back via the HubSpot Properties API after the render completes. A second HubSpot workflow can then send the email containing that property value.
Can HubSpot sequences send the video automatically?
Yes. One approach: write the video URL to a custom contact property, then use a HubSpot Sequence with a manual email step that pulls in the property. Fully automated sending is possible via the HubSpot Transactional Email API or a tool like Apollo.io in the delivery layer.
HubSpot is already tracking every deal. Let's trigger video from it.
Audit is free, 30 minutes, and produces a written integration blueprint.
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