topic Re: Help with % meeting completion reporting (Contacts + Meetings) in Dashboards & Reporting

Help with % meeting completion reporting (Contacts + Meetings)

KG800 — Wed, 21 Jan 2026 20:16:32 GMT

Hello!

I need guidance on building percentage-based dashboard reporting for “Success Talks” meetings, given limitations with meetings/activity reporting.

Our setup

Contact properties:

Type = “Remote Professional”
Start Date (date)
Tenure (days) (number)

Success Talks are tracked as Meetings associated to the Contact, identified by meeting name:

“Success Talk: First 45 days”
“Success Talks Weekly”
“Success Talks”

Reporting needed

Dashboard metrics:

% of Success Talks completed within the first 45 days
% completed between 46–90 days
% completed after 90 days

Where we’re stuck

We’re struggling to calculate contact-level completion (e.g., contacts with at least one qualifying Success Talk meeting) and show it as a percentage of a cohort.

Questions

Is there a HubSpot-native report type (custom report builder/datasets/etc.) that can produce these % metrics based on associated meetings and Start Date?
If not, what’s the recommended data structure—e.g., tracking Success Talks as Tickets or a Custom Object—to enable accurate % reporting?

Thank you!

Re: Help with % meeting completion reporting (Contacts + Meetings)

Victor_Becerra — Wed, 21 Jan 2026 21:48:14 GMT

Thank you for posting @KG800 !

I'm gonna tag a few community experts to help us out here:
Happy Wednesday @karstenkoehler @danmoyle and @RubenBurdin! would love your insights here!

Thanks in advance!

Victor

Re: Help with % meeting completion reporting (Contacts + Meetings)

karstenkoehler — Thu, 22 Jan 2026 05:01:19 GMT

Hi @KG800,

This would require - unless I'm mistaken - HubSpot access to datasets: https://knowledge.hubspot.com/data-management/create-and-use-datasets

Within datasets, you could compare the time between start date and meeting date, and then use an if statement to return within a report into which of the three buckets a contact falls, if any.

The customer journey analytics would return a percentage, but "only" an average across all contacts, not for the buckets you defined: https://knowledge.hubspot.com/reports/create-a-journey-report

You could also approach this and try custom formula fields: https://knowledge.hubspot.com/reports/create-formula-fields-in-the-custom-report-builder

The approach here would be to create a formula that returns a 1 if a contact has had a meeting within 45 days, a 0 if not - then calculate the average across that formula field and display as a %. From a first glance, this probably would require multiple reports.

Have a look at datasets and formula fields and let me know if you have any follow-up questions!

Re: Help with % meeting completion reporting (Contacts + Meetings)

danmoyle — Mon, 26 Jan 2026 18:25:16 GMT

Welcome to the Community @KG800! I'm with @karstenkoehler here on datasets and custom reporting. I thnk that's your best bet. You could also consider using a HubSpot Custom Object “Success Talk Enrollment.”

Associations: Each Success Talk Enrollment associated to exactly one Contact.

Custom object properties:

First Success Talk date.
First Success Talk tenure (days).
Tenure bucket.
Status (Not started / In progress / Completed).

Then you could use workflows to bridge meetings → custom object properties. The trigger would be Meeting logged with title containing “Success Talk” and associated to a Contact whose Type = Remote Professional.

Actions:

Find/create the associated Success Talk record for that Contact.
If “First Success Talk date” on record is unknown, copy the meeting start time into it.
Copy Contact Start Date into the custom object (if not already there).
Use a workflow calculation (or a calculated property) to set “First Success Talk tenure” as days between First Success Talk date and Contact.Start Date.
Branch on that tenure to set “Tenure bucket” on the Success Talk Enrollment record.

Now your % reporting is straightforward (and uses the custom object as the primary data source, with associated Contact.Type and Start Date for filtering).

The Cohort = Success Talk Enrollment records whose associated Contact.Type = Remote Professional and Contact.Start Date is in the period you care about.

Completion = Success Talk Enrollment records whose “Tenure bucket” is known (i.e., not “Not completed”).

Build a single Success Talk Enrollment records‑based report that shows:

% of Tickets in bucket “0–45 days”
% in “46–90 days”
% in “90+ days”

Here's how you should be able to get the three % metrics. Once you’re on a custom object with tenure bucket set, your dashboard widgets become easy (hopefully). For a given cohort (for example: Remote Professionals whose Start Date is within a quarter):

Build a single‑object report on Success Talk Enrollments.
Filter:
1. Associated Contact.Type = “Remote Professional”
2. Associated Contact.Start Date within your cohort window
Add the “Tenure bucket” property as a dimension.
Use “Count of records” as the value.
Turn on “Show as % of total” for that dimension so that the chart shows percentage of the cohort per tenure bucket.

That should then give you:

% in “0–45 days” = % of contacts who completed a Success Talk within 45 days.
% in “46–90 days” etc.
% in “90+ days” etc.

Because each record equals one cohort contact, this is truly “% of contacts,” not “% of meetings.”

Hopefully that helps!