Meeting Counts

Smart CRM & Sales Hub CRM
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1

I’m looking to track and report on the number of meetings logged/scheduled by members of my team. I’m aware this bit is simple enough. However, what we’re looking to do is have it so that if a member of my team attends a single meeting with two different key stakeholders, that this counts as two meetings instead of one. I know that we’re able to associate multiple contacts to a single meeting, and that this meeting will show up on their contact page.
Is there a way to report on these meetings so that one single meeting is tracked as two (or more) depending on the number of attendees? We’re looking to do this preferably without having to log separate meetings for the different attendees.
Thanks!

2

Hi @JPither,

This should be fairly straightforward – if you’re logging the meeting to all attendee contact records, you would simply visualize the Count of contacts, instead of the Count of meetings, by Activity date. (This requires Contacts to be a secondary data source in your custom report.)

Give it a try and let me know how it goes.

Best regards!

3

Hi Karsten,
I’ve tried this, but unfortunately all it then measures is the # of contacts who have been met. What we want is to track how many times all contacts are met e.g. If i log a meeting and associate it to two client contacts, this meeting needs to be recorded as two meetings, and if I meet those same two contacts one month later, this is another two meetings. Does this make sense? Your original idea would work if we were meeting our contacts only once per reporting period. However, we expect to be meeting the same contacts repeatedly, and these meetings need to be tracked accordingly. thanks!

4

Do you have any thoughts @karstenkoehler ? thanks​:grinning_face:

5

Hi @JPither ,
Thank you for reaching out to the community regarding your reporting query.
Unfortunately, HubSpot does not natively support a report where a meeting associated with multiple contacts is counted as separate activities for each attendee such meetings are recorded as a single activity.

However, you can achieve a similar outcome using this workaround:

  1. Create a custom “Number of Attendees” property for Meetings
    • Navigate to Settings → Properties.
    • Select the Meeting object.
    • Create a new custom number property titled “Number of Attendees.”
    • Since HubSpot does not automatically store attendee count in a property, you will need to manually populate this field for each meeting. If you operation hub (professional or enterprise) subscription you can explore the custom coded workflows to automatically populate this property.
  2. Populate the attendee count
    • Go to your meeting index page.
    • Enter the number of attendees into the new property (see this screenshot)
  3. Build your report
    • Go to Reports → Create Report.
    • Choose Custom Report with Activities as the primary dataset, and include both Meetings and Contacts.
    • On the X-axis, select Activity type and filter it to show only “Meeting.”
    • On the Y-axis, select your new Number of Attendees property.
    • (Optional) Adjust the display name of the attendee count property if you’d like it labelled differently in the report (see this screenshot)

This report will then display the total meeting count based on the number of attendees you’ve entered, allowing you to track meeting volume in proportion to attendee numbers.

Let me know if you have any questions.