Help Creating a Custom Report

Smart CRM & Sales Hub Dashboards & Reporting
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1

Hi HubSpot Community. . . I’m hoping someone can help me build a report I’m struggling with. I’m trying to build a report that will show me my BDR team’s Meeting HELD rate (the percentage of meetings they are SETTING that are HOLDING). I have a “Meeting SET Date” custom contact field and a “Meeting HELD Date” custom contact field. These fields are automatically populated with a date when a meeting is SET or HELD through an automation. Is there a way that I can use these two fields to tell me what the percentage of total meetings SET (in a time frame) have been HELD? For example, if the BDR has set 30 meetings in the last quarter (because their “meeting SET property” was dated in the last quarter), what percentage of those 30 meetings have HELD (because their “meeting HELD date” property is known). I’m struggling to figure out how to do this. . .can you help? Thanks!

2

Hey, @LPhillips! Thanks for this context. From what I understand, you have meetings set and some of those meetings are held and you’d like to find out what percentage are held of the total set.

It sounds like you have custom properties to set dates when a meeting is set or held. The primary issue I see us running into is the inability to count how many times those properties have changed. Do you have a meeting outcome for set/held, or are those date frames the only way to define if a meeting was held? I assume the date will always align with the most recent meeting, right?

Ideally, we’d have an additional contact property set in the automation to tally each time the date is updated. Then we’d be able to use a simple calculation field.

I want to invite some subject matter experts to see if they have any suggestions.

Hey @MHolzer, @HFisher7, @SanjayKumar do you have any thoughts on how we might calculate this with API, report, or automation?

Best,

Kennedy

3

@LPhillips - As ever with HubSpot, there are often multiple ways of doing things!
My push back would be why the native ‘Meetings’ activity properties aren’t being used to achieve this objective, and why the custom property route was a better fit for you?
If the meetings activity properties are a viable route, it would be fairly simple to:

  • build a custom report using ‘Activities’ as the primary data source
  • filter the data so ‘Activity type’ is set to ‘Meeting’

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  • add ‘Activity assigned to’ to the X-axis and ‘Count of activities’ to the Y-axis

  • breakdown by ‘Meeting outcome’

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You can then filter by activity date range to view the date for set periods.
Alternatively, to continue with your approach of using custom contact properties ‘Meeting SET Date’ and ‘Meeting HELD Date’.
I’d create:

  • two additional custom number contact properties ‘Number of Meetings Set’ and ‘Number of Meetings Held’
  • two workflows with re-enrollment on, one triggered when ‘Meeting HELD Date’ is updated and one triggered when ‘Meeting SET Date’ is updated
  • add an action to each workflow which adds one to the relevant new ‘Number of Meetings X’ properties

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You’ll then be able to use these two properties to calculate the ‘Meeting HELD Rate’.
If required to capture this monthly, create a report that sends this information out each month and then a workflow that clears the numerical properties before re-starting the calculation for the next time period.

4

Thank you Hannah! The reason I didn’t use the Meeting Outcomes in the beginning is because I was very new to HubSpot and completely self-taught, so there were definitely big gaps in my knowledge. I will work on your solutions and report back next week!

5

Hi @LPhillips,

You can try this.

  1. Create a Custom Calculation Property to count the number of contacts where the “Meeting SET Date” property is known.
    • Property Type: Calculation (Rollup Count)
    • Criteria: “Meeting SET Date” is known
  2. Create a Custom Calculation Property to count the number of contacts where the “Meeting HELD Date” property is known.
    • Property Type: Calculation (Rollup Count)
    • Criteria: “Meeting HELD Date” is known
  3. Create a Percentage Calculation Property to measure the ratio of meetings held over meetings set.
    • Property Type: Calculation (Formula)
    • Formula : (Count of Meeting HELD / Count of Meeting SET) * 100
    • Display as Percentage (%)
6

Thank you. . . I will try this and report back early next week!

7

Thank you. . . I will work on this and report back next week!