Communication
You already know what needs to happen in Zoom. The problem is finding the hours to set up the webinar registration pages, clean up the recording library, configure the right host settings, and keep everything connected to the rest of your stack. Nacho's fractional specialists work directly inside your Zoom account, handling the operational and administrative layer so you stay in the meeting, not behind the settings. This is ongoing, account-level support from a US-based specialist, not a one-time fix.
What we do
Concrete work our fractional specialists take on inside your Zoom account. No vague promises.
We build out Zoom Webinar registration pages including custom questions, approval workflows, and confirmation email sequences. Registrant data gets mapped to your CRM or email platform so no lead falls through after the event. We also set up post-webinar follow-up automations triggered by attendance status.
We organize your Zoom cloud recording library by naming convention, folder structure, and access tier so your team can find what they need without asking you. Recordings that need to go to clients or prospects get moved to the right destination (shared drive, Loom, Vimeo, or a password-protected Zoom link) with appropriate expiration and permission settings applied.
We create recurring meeting templates with your preferred settings for waiting rooms, co-host permissions, breakout room configurations, and security options. When your team adds new hosts or your meeting cadence changes, we update the templates so new meetings inherit the right defaults without anyone reconfiguring from scratch.
We review your Zoom account settings against current best practices for waiting rooms, passcode enforcement, screen sharing controls, and recording consent. The audit produces a written findings document with a prioritized list of changes, and we implement the approved items directly in your account admin panel.
We connect Zoom to HubSpot, Salesforce, Google Calendar, Calendly, or Zapier to automate the handoff between a scheduled meeting and your downstream workflows. This includes mapping registrant fields, setting up meeting-created triggers, and ensuring that no-shows and attendees route to different follow-up sequences automatically.
If you are consolidating Zoom accounts after an acquisition, rebranding, or team restructure, we document your existing webinar templates, scheduled meetings, and recording inventory before the transition. We then rebuild the priority assets in the destination account and verify that integrations are reconnected and tested before you go live.
The handoff
During onboarding, your Client Success Manager reviews your existing Zoom account structure, including current integrations, webinar history, recording settings, and user permissions, to identify gaps and quick wins. From that review, we build a Strategic Delegation Plan that prioritizes which Zoom tasks to hand off first based on your business goals and meeting volume. Your specialist works directly in your account, documents every configuration change in a shared log, and checks in for approval before making changes that affect how your team or clients experience Zoom. As your usage grows or your workflows change, the specialist adjusts the setup rather than starting over, so the account stays current without requiring your attention.
Use cases
A few of the most common workflows our team has deployed with Zoom.
When someone registers for a Zoom Webinar, a Zapier or native HubSpot integration creates or updates the contact record, tags them with the webinar name, and enrolls them in the pre-event email sequence. After the event, attendance status from Zoom updates the contact and triggers the appropriate post-event follow-up.
We configure the Calendly and Zoom integration so that every confirmed booking automatically generates a unique Zoom meeting link and inserts it into the calendar invite for both parties. This eliminates the manual step of creating meeting links and reduces the chance of a generic or expired link being sent to a client.
When a cloud recording processes in Zoom, we set up a workflow (via Zapier or Make) that downloads or links the recording to a designated Google Drive folder and adds a row to a Notion or Airtable log with the meeting name, date, host, and recording link. Your team has a searchable record without anyone manually tracking it.
We create a repeatable onboarding checklist for new Zoom user provisioning: adding the user to the account, assigning the correct license type, placing them in the right User Groups for settings inheritance, and granting scheduling privileges where needed. This runs as a task in your project management tool each time HR triggers a new hire.
After a Zoom Webinar closes, we export the registrant report, separate attendees from no-shows, and upload each segment to the appropriate list or sequence in your email platform (Mailchimp, ActiveCampaign, ConvertKit, or similar). Each group receives messaging matched to whether they attended or missed the event.
Talent Budget
Drag the sliders to build a monthly plan that fits your workload.
Starting at $1,000/month. One-time $300 onboarding fee includes your Strategic Delegation Plan.
Book a discovery callGood questions
Ready when you are
Book a discovery call and we will review your current Zoom setup, identify the highest-priority gaps, and outline exactly what a fractional specialist would handle first. You leave the call with a clear picture of what delegation looks like for your account.