topic Re: Call count & Time between calls in Tips, Tricks & Best Practices

Call count & Time between calls

AJ_Kakrot — Fri, 30 Jan 2026 00:28:20 GMT

We have a pre-sales and sales process on deal object with below stages.

Initial
Call Back Customer
Site Visit Schedule
Site Visit Done
Site Revisit Done
Mulit Site Visit
Booked (Closed Won)
NI (Closed Lost)

From Initial to SVD pre-sales works. Once customer visit site pre-sales move deal in SVD stage and selects post sales deal owner and then deal owner is changed via workflow based on selected post sales deal owner.

There is custom property i have created Initial sales response time that calculates the time when deal was contacted by pre-sales person post deal creation.

Now I want to calculate below.

No of calls made by pre-sales person before moving deal either to SVD or NI Closed lost. This is for knowing how many call attempts were made by pre-sales person.
Then I want to calculate date stamp of 2nd call and time between previous call.
Then I want to calculate 3rd call date and time between previous call. And so on at least for 5 calls I want to do this for pre-sales level process.

I'm thinking of custom property time between previous call which will get calculated by call log date stamp. So that same property value gets override.

Then once SVD is done post sales person comes into picture I want to continue the same process. That is time between each calls and date stamp of each call.

No of calls made by post sales person once SVd was assigned

We are using HubSpot professional sales and marketing Hub.

Re: Call count & Time between calls

STierney — Fri, 30 Jan 2026 01:05:36 GMT

Hey @AJ_Kakrot - thanks for posting in the Community!

This is an interesting use case that I would like to tag in some Community experts for! @karstenkoehler, @danmoyle, and @Josh - any thoughts on this?

Shane, Senior Community Moderator

Re: Call count & Time between calls

karstenkoehler — Fri, 30 Jan 2026 05:11:18 GMT

Hi @AJ_Kakrot,

Some of this is easily doable, other points are so maintenance heavy that I would challenge whether it makes sense to pursue them.

@AJ_Kakrot wrote:
No of calls made by pre-sales person before moving deal either to SVD or NI Closed lost. This is for knowing how many call attempts were made by pre-sales person.

You can create a roll-up property that - at any time - counts the number of calls associated to the deal.

When a deal enters SVD or NI Closed Lost, simply copy the value of that calculation into a number field with a workflow to "freeze" it.

@AJ_Kakrot wrote:

Then I want to calculate date stamp of 2nd call and time between previous call.

Then I want to calculate 3rd call date and time between previous call. And so on at least for 5 calls I want to do this for pre-sales level process.

I don't see a way to do this dynamically for an unspecified number of calls. As far as I can sketch this out mentally, you would have to create a separate call type for 1st, 2nd, 3rd, 4th, 5th call etc - and use a call-based workflow to set a deal property (date) to the current date each, e.g. set date for 1st call when 1st call type is logged.

You can then create calculation properties (time between calculation) for 1st and 2nd, 2nd and 3rd etc.

This doesn't scale well, particularly if someone could potentially need 8, 16, 24 calls. It's also configuration heavy and requires users to use call types correctly.

Best regards!

Re: Call count & Time between calls

AJ_Kakrot — Fri, 30 Jan 2026 19:30:13 GMT

@karstenkoehler thanks for this. I'm able to count the only call counts using roll up property. The other thing that I was looking for I understand it doesn't scale.

In our process it is very essential to know the time gap between each calls irrespective of number of calls. Is there any turnaround solution or single custom property possible which can calculate time between each call attempts. Would be great to have your advise on this.