Anyone successfully maintaining a stable Zoom ↔ Salesforce webinar integration?

Hello ​@Darshan Senthil   Hi there,

We’ve found the most stable setups either simplify Zapier or move to an enterprise tool.

Best Zapier approach
Use Zapier only to log registrations in Salesforce, then let Salesforce Flows handle attendance. Use scheduled syncs and keep Zaps simple to reduce failures.

If moving away from Zapier
Workato or MuleSoft can be more reliable, but cost more and add complexity

 

​​​​​​​Dr. Tanvi Sachar
Monday Certified Partner, Tuesday Wizard   

Hey, I've dealt with this exact pain. Zoom and Salesforce both update their APIs constantly and Zapier can be fragile when that happens.

A few things that helped when I was running similar setups:

First, the breaking usually happens because Zapier maps fields directly and when Zoom changes a field name or structure, everything fails. Instead of relying on Zapier's auto-mapping, I started using custom field mapping with fallbacks. So if Zoom changes "first_name" to "firstName", the Zap doesn't just die.

Second, I moved all the heavy Salesforce logic OUT of Zapier. Zapier just sends raw webhook data to Salesforce, and then a Salesforce Flow handles all the upsert logic, matching, and field updates. This way when Salesforce changes something internally, you're only fixing the Flow, not the Zap.

Third, add error handling and retry logic directly in the Zap. Use Filter steps to catch malformed data before it hits Salesforce. Also set up Zap alerts so you know immediately when something breaks instead of finding out days later.

That said, if you're breaking every few weeks, it might be worth looking at Workato. It's pricier but handles schema changes way better and has actual error recovery built in. The tradeoff is cost and slightly more complex setup.

What specifically keeps breaking for you? Is it field mapping, authentication, or something else? That'll tell you whether it's a Zapier issue or just how you've structured it.

Hi there ​@Darshan Senthil 👋

Sorry to hear you’ve been having trouble with your Zaps for managing webinar registrations and attendance tracking.

When you mention “ongoing updates across Zoom, Zapier, and Salesforce”, do you mean changes to the Zoom or Salesforce app integrations themselves, or changes happening on the Zoom or Salesforce API side? Also, if you can share a screenshot of a recent error (with anything sensitive blurred), that would super helpful to give us more context.

Also, which triggers and actions are you using in the Zaps that keep breaking, and what kind of specific failures are you seeing (auth disconnects, missing required fields, Flow errors, rate limiting, etc.)? Any screenshots or details you can share on that will help us to better suggest alternative approaches that might be more stable.

Keen to hear more! 🙂