topic Re: Create a report to monitor my team activities last week in Dashboards & Reporting

Create a report to monitor my team activities last week

SBencheikh — Mon, 15 Jul 2024 15:00:07 GMT

Hello,

I hope my message finds you well.

I have built a report to monitor the sales activity (calls and meetings) of my account managers. The idea is to use this report during the sales meeting every week to see the numer of visits (calls or meetings) that each representative had during the previous week.

I have the following problems :

- Since their hubspot accound is connected to outlook sometimes it logs automatically an internal meeting with someone from the company or a subsidiary.

- It counts the same meeting twice (once when they send an invite through outlook and once when they write a note about it). See the example below where I have 4 lines for 2 meetings (sorry i had to blur some information) :

What should i do differently ? do they account managers needs to log their meetings or calls differently ?

This report that I built is a single object ativity report. I've also tried to build something using a personalized report but I am not really satisfied with the result.

If someone could help that would be much appreciated !

Re: Create a report to monitor my team activities last week

LouiseHare — Mon, 15 Jul 2024 15:37:55 GMT

Hi @SBencheikh ,

Meetings should only ever log in HubSpot if at least one CRM contact is an attendee. Are internal team members Contacts in HubSpot?

How are the meeting notes being added to HubSpot? Are the Sales people clikcing to manually Log a meeting and adding notes that way?

Thanks,

Louise Hare she/her

Freelance HubSpot Expert

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Re: Create a report to monitor my team activities last week

SBencheikh — Tue, 16 Jul 2024 18:40:48 GMT

Hello,
Thanks for your reply.
Yes, indeed some internal members are contacts in HubSpot. Should I delete them ?
Yes, salespeople are clicking to manually log a meeting and add notes.
Thanks for your help !

Re: Create a report to monitor my team activities last week

LouiseHare — Mon, 22 Jul 2024 11:38:11 GMT

Hi @SBencheikh ,

Apologies for my slow reply on this.

If you don't need team members as Contacts in HubSpot for any other reason I would delete them. This should stop a lot of those internal meetings from being created.

2 meetings are being created on a Contact record because the email plugin is creating one and the salesperson is then manually creating another. I would suggest that instead of creating another meeting manually the Sales people should add a Note to the Contact or leave a comment under the Meeting created by the email plugin.

I hope this answers your questions,

Louise Hare she/her

Freelance HubSpot Expert

If my reply helped to answer your question please mark it as a solution to make it

easier for others to find!

Re: Create a report to monitor my team activities last week

SBencheikh — Mon, 16 Sep 2024 09:17:39 GMT

Hi ! sorry for the late reply as well.

I understand that it is because they log a meeting manually in addition to the meeting created by the plug in but what you suggest poses us two problems.

We have a worlfow that sends en e mail automatically every time a meeting is saved manually with the notes of the meeting (what has been discussed...see the image attached). If we add a note to the contact then we wont receive this email and it wont be linked to a specific meeting but to the overall contact. Also adding a comment under the meeting wont generate the workflow.

The other problem that we have is that our sales people get disconneded from the plug-in in Outlook from time to time so the meeting are not always saved .

Thank you for your reply.

Regards,

Sami Bencheikh

Re: Create a report to monitor my team activities last week

SBencheikh — Mon, 16 Sep 2024 14:22:05 GMT

@LouiseHare i tag you in case you need to tag someone. Sorry if you already had my message earlier.