topic Way to Track User HubSpot Activity in Dashboards & Reporting

Way to Track User HubSpot Activity

PCotter — Thu, 09 Jan 2025 21:58:13 GMT

Hi All,

My organization has started using HubSpot as our primary tool for tracking business development activity across the firm. We've got some great dashboards produced for tracking the numbers, but one of the areas our leadership also wants to track is overall business development "activity."

It's obviously very easy to track logging of HubSpot Activities like calls, emails, meetings, etc., but what we'd like to do is build a leaderboard that tracks all of those items as well as meeting attendance (as in, if someone is being added to a meeting as an attendee but not the creator) as well as HubSpot activity like object creation and property updates in one concise number.

Does anyone know if this is possible? I'm learning about calculated fields as a potential path to this but haven't made much headway yet.

Thanks in advance!

Re: Way to Track User HubSpot Activity

karstenkoehler — Fri, 10 Jan 2025 06:07:21 GMT

Hi @PCotter,

Calculation properties serve a different purpose (performing calculations on a specific record, not for an owner), they're not the correct approach here: https://knowledge.hubspot.com/properties/create-calculation-properties

HubSpot currently doesn't surface in report on how many records a specific user has updated property values. You can filter for records based on their "Last modified date" and visualize this by record owner, but the update might've been made by someone else than the owner. Still, when keeping this mind, such a report can be useful.

As far as record creation by user goes, you can leverage the original source properties in reports: https://knowledge.hubspot.com/properties/understand-traffic-source-properties

For a manually created contact in the CRM UI, for example, HubSpot automatically documents this:

Currently this will unfortunately not resolve into a name in a report but an ID (userid:8527*** in my case) but technically, the information is there. If you want this human readable, you could set up a workflow that logs the readable name in a single-line text property, based on the userid in 'Original source drill-down 2'.

Best regards!

Re: Way to Track User HubSpot Activity

PCotter — Fri, 10 Jan 2025 21:00:13 GMT

Amazing,
Thanks so much for this info!

Re: Way to Track User HubSpot Activity

AKettula — Thu, 13 Nov 2025 08:37:01 GMT

Hey there @PCotter & @karstenkoehler,

we recently worked on how to come up with more detailed reporting re: meeting attendance (as in, if someone is being added to a meeting as an attendee but not the creator).

As you maybe have encountered already, these can natively be reported on using the "meeting activity assigned to" (meeting's host), "maating activity created by" (meeting's creator) & the "hubspot attendee owner id" (attendee with a HubSpot user account).

BUT...it turned out, not always but often enough to distort the data, the meeting's "host" (meeting activity assigned to) was also found among the list of the meeting's internal attendees (hubspot attendee owner id). Meaning, one meeting counted twice for the host: once for meetings hosted, once for meetings attended.

Our solution was a custom code automation that triggers when the meeting outcome changes. Meetings without outcome are reported on and the users know that their meeting activities only count once a meeting has an outcome = completed. The custom code action then looks if the host's user id is found among the attendee id's and removes it, if found.

This way, we can rely that one meeting doesn't count twice in the reporting: once in meetings hosted and once in meetings attended. The user gets a meeting activity only for hosting or for attending, not for both.