I need to generate a simple list of all of the meetings that occured during a specific time period with some associated columns, but I am running into some challenges.
I want to create report that lists the following:
Hubspot User that scheduled meeting
Date and time of Meeting (Hubspot always wants to summarize this by daily or monthly - I just want the date and time of the meeting activity)
Contact Met with
Company of Contact Met With
City
State
Meeting Subject
Meeting Type
Number of attendees
Here is what I’m running into:
When I select Field MEETING START TIME - It wants to summarize it - by monthly, daily, etc. I don’t want a summary, I need it to display the actual date and time of the meeting - example - October 27, 2025 12:30 PM. Is there a different field I should use for this or setting? It seems to do this with all of my Date/Time fields and the only way I get the data I need is by looking at Unsummarized data and exporting it - Am I maybe building this report in the wrong area of the system?
Number of Attendees: Is there a way to show the number of attendees for a meeting? In our old CRM, we used to have a field like that, and it would show the first invitee/assigned contact of the meetring and then show '12" for this field if 12 other people attended. The way the report is working now, it just lists the same exact meeting 12 times - one for each person.
Hey @TMwd - thanks for posting in the Community!
I’d like to tag in some reporting experts to see if they have any insight on best practices for setting this up this type of report! @danmoyle, @franksteiner79, and @Mike_Eastwood - any thoughts here?
Shane, Senior Community Moderator
HubSpot’s report builder tends to defaukt to summarizing date/time fields. I think you can show each meeting’s exact scheduled time if you follow these steps:
Use the “Meeting Start Time” property, and ensure you select “Don’t summarize” in the report’s display settings. The summarization occurs when you add the field to a chart or summary visualization; listing/raw mode disables this.
Alternatively, when creating a Custom Report, start with either a “Meetings” object report or an “Activity” report, then make sure to add “Meeting Start Time” and set it to display as an unsummarized column in the “Data Table” view.
If HubSpot forces grouping or summarization, the most reliable workaround is to use the Export function, as you noted, which will export the raw data with plain date/time values.
As for your number of attendees question, as I’ve seen it, HubSpot natively tracks individual meeting participants rather than aggregate numbers, which leads to multiple rows per meeting (one for each participant) in most standard reports. You could add a custom property to the Meeting object where you either manually enter the number or calculate it via integration. It’s not as smooth of operations, but it could work. For automated calculation, you’d need to build your own workflow or find an external tool that processes the activity records and writes the attendee count to a custom property. HubSpot doesn’t natively pivot meeting attendees into a total count on the activity object.
And a final thought here - if the manual work and workarounds to get around HubSpot’s limitations here don’t work for you, you’ll need to export the meetings as Unsummarized Data, then process attendee counts and custom calculations outside HubSpot if attendee summary is required.
