Step by step guide to integrating Sendspark with HubSpot for automated video campaigns

If you’re reading this, you’re probably trying to send personalized videos through HubSpot without spending your whole week fiddling with tools. Maybe you sell, market, or manage customer success and want something that just works—no endless Zapier chains, no manual copy-pasting. This is for you.

Below, I'll walk you through connecting Sendspark with HubSpot, setting up automated video campaigns, and avoiding the usual headaches. If you’ve tried to cobble this together before, you know “seamless” integrations rarely are. I’ll show you what’s actually smooth, what’s clunky, and shortcuts that save you time.

Why bother combining Sendspark and HubSpot?

Short version: Sendspark lets you record and personalize videos fast. HubSpot organizes your leads and automates emails. Put them together, and you can send videos that feel 1:1 without the manual work. People open these emails more, reply more, and (if you’re lucky) buy more.

But let’s get real: These tools don’t perfectly “just work” together. You’ll need to connect them, set up some automations, and expect a little trial and error.

Prerequisites: What you actually need

Before you start, make sure you’ve got:

  • A Sendspark account (paid plan if you want automation and integrations)
  • HubSpot account (Marketing Hub or Sales Hub, ideally Pro or higher)
  • Admin access to both platforms
  • A clear idea of which videos you want to send (and to whom)

Pro Tip: Don’t try to automate everything on day one. Get a single workflow set up and working. Expand once you know it’s delivering.

Step 1: Connect Sendspark to HubSpot

You can’t automate anything until the tools talk to each other. Sendspark has a native HubSpot integration, but it’s not enabled by default.

How to connect:

  1. Log in to Sendspark.
  2. Click your profile icon and go to Integrations.
  3. Find HubSpot and hit Connect.
  4. You’ll be prompted to log in to HubSpot and grant permissions.
  5. Choose the HubSpot account you want to connect to Sendspark.
  6. Confirm the permissions (read/write on contacts, emails, and lists).

That’s it—Sendspark and HubSpot should now be connected.

Honest take:

  • The integration is mostly smooth, but sometimes you’ll need to refresh the page or re-authenticate. If it doesn’t show as connected in Sendspark, disconnect and reconnect.
  • If you’re in a big organization, you might need IT or admin permissions in HubSpot.

Step 2: Create Your Video Template in Sendspark

You’re not going to record a new video for every contact. Instead, you’ll make a template that uses merge fields (a.k.a. personalization tokens).

How to build a reusable video template:

  1. In Sendspark, click New Video.
  2. Record or upload your video.
  3. In the video message or thumbnail, mention the personalization (“Hey {{first_name}}, just for you…”). You can add dynamic fields right in Sendspark.
  4. Save the video as a Template.

What works:

  • Keep your video 30-60 seconds. Anything longer rarely gets watched.
  • Use a whiteboard or paper with the contact’s name for extra personalization, or just smile and wave.
  • Sendspark’s merge fields pull from HubSpot, but test the formatting—sometimes the fallback text is clunky.

Step 3: Sync Contacts or Lists from HubSpot to Sendspark

You have to decide: Are you sending this video to everyone, a specific list, or just new leads as they come in?

To import a static list:

  1. In Sendspark, go to Recipients.
  2. Click Import from HubSpot.
  3. Choose the list or segment you want.
  4. Map the fields (e.g., first name, email) for personalization.

For dynamic/automated sends:

  • You’ll use HubSpot Workflows (automation) to trigger Sendspark videos for new contacts or deals.

Honest take:

  • Static lists are easy for one-off campaigns. Automations are trickier but worth it if you’re sending regularly.
  • Sendspark sometimes lags on big lists; break them into smaller chunks if you hit errors.

Step 4: Set Up Your Automated Workflow in HubSpot

Here’s where the magic (and most of the frustration) happens. You’ll use HubSpot’s Workflow tool to send emails with your personalized video links.

Basic workflow setup:

  1. In HubSpot, go to Automation > Workflows.
  2. Create a new workflow (start from scratch or use a template).
  3. Set your enrollment trigger (e.g., contact added to a list, fills out a form, moves to a deal stage).
  4. Add an Action: Send email.

Adding your Sendspark video:

  1. In the email editor, click Insert and choose Sendspark Video (only visible if the integration worked).
  2. Choose your video template.
  3. Map the personalization tokens (first name, company, etc.).
  4. Preview the email using sample contacts.

What to watch for:

  • HubSpot sometimes caches old versions of your email—always send a test to yourself before launching.
  • Double check that personalization fields work. If you see “Hi ,” with a blank, your mapping is off.
  • Sendspark embed works best as a thumbnail image that links to the video page. Don’t expect an actual video player inside the email—most inboxes don’t support video embeds.

Step 5: Test Everything (Seriously)

Don’t skip this step. Weird things happen with integrations.

How to test:

  • Enroll yourself (or a teammate) in the workflow.
  • Check that the video loads, the merge fields work, and the HubSpot email tracks the open/click.
  • Try it on mobile and desktop.
  • Watch for spam/junk folder issues.

Honest take:

  • Most issues are with merge fields not mapping or emails not displaying the video thumbnail properly.
  • If the video doesn’t load, check that the contact’s email matches between HubSpot and Sendspark.

Step 6: Measure Your Results and Iterate

HubSpot will show open rates, clicks, and replies. Sendspark can show you who watched the video and for how long.

What actually matters:

  • Open and click rates: If they’re low, tweak your subject line or video thumbnail.
  • Video watch rate: Under 30%? Your video is too long or not relevant.
  • Replies or conversions: This is the only metric that really counts.

Don’t obsess over vanity metrics. If people aren’t replying or taking action, change your approach.

Pro Tips and Pitfalls

What works: - Use someone’s actual first name and mention something specific (company name, recent activity). - Keep the video casual—don’t overproduce it. People want to see a real human, not a commercial. - Batch record intros/outros for different segments.

What doesn’t: - Don’t try to automate full video personalization for every field. It gets messy fast. - Ignore “personalization at scale” promises. Start small and see what’s actually feasible. - Don’t rely on video alone—pair it with a strong call to action and follow-up.

Shortcuts: - Clone successful workflows for new campaigns. - Use HubSpot’s test contact feature to catch errors before you hit real leads. - If the integration breaks, check for API updates or permissions resets—usually it’s a simple fix.

Keep It Simple, Keep It Moving

You don’t need a perfect automated video campaign to start seeing results. Connect the basics, send a test, and go from there. The best campaigns are the ones you actually launch—not the ones you spend forever tweaking. Start with one clear workflow, learn what works, and improve it bit by bit. The fancy stuff can wait.

If you hit snags, don’t be afraid to ask both Sendspark and HubSpot support—they’re used to these questions. And remember: If you spend more time setting up automation than actually talking to customers, it’s time to simplify.