topic Reporting on Sales First Response Time in Hubspot in 💬 RevOps Discussions

Reporting on Sales First Response Time in Hubspot

Drishtii_ — Tue, 21 Oct 2025 17:05:46 GMT

Hi!

How do you pull reports on first response times to new leads assigned to Sales reps?

Ideally, I would want to be able to record the time difference between the lead getting assigned to a rep and the first sales activity (call, email, meeting booked, etc.).

I know that Hubspot does not record this time currently, but I am wondering if I can:

1. Create a custom property to record the timestamp of the first sales activity

2. Create another calculated custom property to check the time between Owner assigned date and first sales recorded activity (from 1 above)

Does this make sense? Or is there an easier way to approach this?

Looking forward to hearing from you guys.

- Drishtii

[Moderator Note: this post was reviewed for relevancy and optimized for clarity on [10/21/25]. Thank you for your contributions to the HubSpot Community!]

Re: Reporting on sales first response time

karstenkoehler — Wed, 03 Feb 2021 06:39:12 GMT

Hi @Drishtii_

HubSpot actually has an out of the box report for this in the Sales Analytics tool (available in Sales Hub Professional and Enterprise). Navigate to Reports > Analytics Tools > Sales Analytics > Coach Reps & Teams > Lead response time. This is the definition of response time:

Average time to engage contact: The average amount of time it takes a rep to start an activity with a contact. Time begins from when the contact is assigned. All time is included in this calculation for example weekends and non-working hours. Qualifying activities include calls, emails, chats, tasks or meetings.

Without Sales Hub Professional you could indeed work with calculated properties. Your first date of reference could be the create date or the date when a contact is assigned to a sales rep (custom date property 1). The date first outreach would have to be date stamped in another workflow, enrolling contacts when Last contacted is known (custom date property 2). You could then calculate the the time between these dates but it wouldn't be more detailed than days.

Hope this helps!

Re: Reporting on sales first response time

Drishtii_ — Wed, 03 Feb 2021 06:46:02 GMT

Thank you! This is extremely helpful.

Re: Reporting on sales first response time

DTadd1 — Wed, 03 Nov 2021 19:41:47 GMT

Is there a way to make this work with custom users? I'd like to track lead response time for my SDR's (when leads are brand new) and then with my AE's (when they are handed off).

Re: Reporting on sales first response time

glencornell — Thu, 09 Dec 2021 16:55:04 GMT

The functionality of this report is now in the reporting library, and a new 'Sales email average first response time by rep' report is now included to show this data broken down by users!

Re: Reporting on sales first response time

tylerjeastman — Wed, 06 Apr 2022 18:40:01 GMT

Is there a way to see response time by rep over time? I would like to see if reps are improving their response time at a glance.

Re: Reporting on sales first response time

DBloom — Thu, 12 May 2022 20:29:41 GMT

Hi! Is there a way to exclude weekends and non-working hours from this report?

Re: Reporting on sales first response time

tylerjeastman — Thu, 12 May 2022 20:56:09 GMT

I need this too

Re: Reporting on sales first response time

BSherwood — Mon, 16 May 2022 21:11:07 GMT

i also need this

Re: Reporting on sales first response time

BennyP — Tue, 23 Aug 2022 11:09:30 GMT

Hi, this is awesome!

The existing report in the sales analytics isn't much use for me since we don't use the contact assigned date. In other words, I was more interested in seeing the average response time for demo inbounds.

I used your second option (creating a workflow) and it worked 🙂 More specifically, I had to first create a workflow to timestamp a "First Contact" and then I created a calculated property which would find the timebetween the a) Timestamp for Demo Submission b) Timestamp for First Contact (which is the one I just created)

Many many thanks 🙂

Re: Reporting on sales first response time

TJohnson22 — Thu, 08 Sep 2022 22:08:56 GMT

BennyP, for the workflow, what did you designate as the trigger? Call outcome? I am trying to determine how to pull the FIRST call on the contact.

Re: Reporting on sales first response time

GTooher — Thu, 12 Jan 2023 14:08:56 GMT

I also also need this!

Re: Reporting on sales first response time

BennyP — Thu, 12 Jan 2023 18:18:03 GMT

Hi @TJohnson22 , sorry I'm replying just now. In order to calculate b) Timestamp for First Contact I used a workflow which is based on the "last contacted". This property only captures outbound activity (and thus should exclude any marketing emails). Since I wanted to see when it was first contacted after a demo subsmission, I created some logic based on another timestamp I have for demo inbound submissions.

Re: Reporting on sales first response time

lilo — Mon, 30 Jan 2023 12:08:03 GMT

Hi Karsten,

I am working on a report to calculate the time it takes to the sales rep to call a new lead (deal). I did create a calculated property following your comment. It did work at the begining, but when a second call is made, the last contacted value makes the calculated property to run again and the first calculation result is erased.

It is there a way that I can have the first result as a fix value?

Thank you!

Re: Reporting on sales first response time

GMarkham — Tue, 10 Oct 2023 12:53:55 GMT

Hello @Karsten,

Does this also apply to tickets? We are trying to get the average response time for technicians on service tickets.

Response = call, email, chat, logged text, etc.

Re: Reporting on sales first response time

BennyP — Tue, 10 Oct 2023 16:55:04 GMT

I was using this first response time to calculate time between a contact asked for a demo and when the sales exec first reached out to them.
It was working perfectly until some contacts started asking for demo twice and thus, the demo request time stamp gets overriden. On the other hand, the second timestamp I had created (Timestamp: first contacted after demo request) doesn't. This leads that to the response time (which calculates difference between these two timestamps to be incorrect).

Does any one have a solution for this? @karstenkoehler

Re: Reporting on sales first response time

inboxhannah — Mon, 20 May 2024 09:58:48 GMT

Hey BennyP, Great Workflow!

Re: Reporting on sales first response time

Joe-withscale — Tue, 21 Oct 2025 16:47:35 GMT

Hi there! Unsure if you're still looking for this but we just posted a blog for a workaround that we use with some of our clients (below).

There's a few steps, and you need Zapier or something similar (as the calculation on response time, and the categorisation of business vs non-business hours are calculted in Google Sheets)—let me know if you have any questions!

How to make an accurate 'speed to lead' report in Hubspot

Re: Reporting on sales first response time

taylorsusanne76 — Mon, 15 Sep 2025 10:19:15 GMT

Hey @Drishtii_,

The idea is that you could create a custom property to record the timestamp of the first sales activity, then another calculated property to figure out the time between the owner assigned date and that first activity. That would give you the exact first response time. The tricky part is making sure it only captures the first activity and not any follow-ups. Another way is to use HubSpot’s custom reports and filter for the first engagement activity, but it can get a bit messy if activities aren’t logged consistently. Honestly, if you want something more precise with alerts and ready-made reports, tools like LeanData or LeadAngel track speed-to-lead metrics out of the box. But if you want to keep it in HubSpot, your custom property approach should work fine with a well-set workflow.