topic Re: How are meetings tracked in Hubspot? in Sales Hub Tools

How are meetings tracked in Hubspot?

MNar — Thu, 21 Dec 2023 11:04:19 GMT

We don't usually book meetings through Hubspot, however we have our calendar's synced in Hubspot.

This means that HS pulls in all meetings from our calendars, regardless whether they're customer, prospect, or internal meetings.

I'd like to be able to report on prospect meetings only. What's the best way to do this through HS?

Re: How are meetings tracked in Hubspot?

karstenkoehler — Thu, 21 Dec 2023 11:07:38 GMT

Hi @MNar,

If you want to exclude internal email domains from meeting reports, you would have to create a custom report that pulls in the data sources Activities and Contacts. https://knowledge.hubspot.com/reports/create-reports-with-the-custom-report-builder

Once you're in the report builder, you can then filter for activites with the Activity type = Meeting. You can also exclude any data from the report via a report filter for Email domain is none of [your company's domain].

You can then continue by customizing the report to your liking, e.g. visualizing the Count of activities by Activity date. The above filters will apply and limit the report to meetings only and to contacts with domains other than your company domain only.

Let me know if you have any follow-up questions or if I should go into more detail for anything described above.

Re: How are meetings tracked in Hubspot?

MNar — Thu, 21 Dec 2023 12:04:45 GMT

Thanks @karstenkoehler - I've created the report, however the filter is to 'exclude contacts domain' which I think it only excludes the domain if it's attached to the contact record rather than the internal user/employee

Re: How are meetings tracked in Hubspot?

karstenkoehler — Thu, 21 Dec 2023 12:07:01 GMT

Hi @MNar,

That's correct – you can also filter out meetings created by internal users via the activity filter "Activity created by".

However, meetings with prospects and clients are created by employees – would you not want to see those?

Best regards!

Re: How are meetings tracked in Hubspot?

MNar — Thu, 21 Dec 2023 14:14:41 GMT

Hi @karstenkoehler I'm looking to report on meetings with prospects, and they are usually created by employees in gmail.

At the moment HS is pulling in all our meetings with vendors, suncontractors etc, and even though I've tried to exclude the domain those meetings are stil pulling in, but I don't want them to.

Re: How are meetings tracked in Hubspot?

karstenkoehler — Thu, 21 Dec 2023 14:15:56 GMT

Hi @MNar,

Can you please share screenshots of your report settings?

Re: How are meetings tracked in Hubspot?

MNar — Thu, 21 Dec 2023 14:18:36 GMT

Hi @karstenkoehler please see screenshots below, if that's what you mean by report settings - let me know if not

Re: How are meetings tracked in Hubspot?

karstenkoehler — Thu, 21 Dec 2023 14:23:48 GMT

Hi @MNar,

The email domain does not include the https:// - if you're seeing meetings scheduled with contacts and an email address ending on wit-support.uk, that's why.

Re: How are meetings tracked in Hubspot?

MNar — Thu, 21 Dec 2023 14:25:31 GMT

@karstenkoehler that's fixed it, thanks so much!!