Need Help Creating a Time-Based Conversion Report in HubSpot

CRM & Sales Dashboards & Reporting
1

Hi HS Community,

I’m trying to build a few reports for conversion rate. The reports are:

  1. Lead to Meeting: When a lead is assigned to a sales rep how many leads are going to meeting.
  2. Meeting to Demo: How many of the meeting are successful and converting into demo.

I have check the pre-built templates but didn’t find anything for this. If anyone has created these types of reports please let me know.

Thanks in advance!

2

Hi @Sgram,

There are a couple of options, but you may have to account for other properties to get the outcome you want. For example, I would probably use lead status on the contact record and have a status of meeting scheduled, and potentially even another for demo scheduled.

When using lead status you can have one report that shows how many contacts/leads were created and how many have moved to “meeting scheduled” status and how many have moved to “demo scheduled” status.

You can also apply a filter for “Owner Assigned Date” is (Last Week or whatever timeframe you want to report on).

You can also create call and meeting types and track activities associated with these contacts. In this setup, I would use a call time of “Initial” or “Discovery” and a call type of “Demo”. When doing this, you can create a custom report that counts call and meeting types which would show the count of how many times this activity occurred and even associate with your contact records if you were to use a pivot table report.

As a best-case scenario, you would use both of these options, a lead status property and a meeting type.

Unfortunately, neither of these options would cover your historical data unless you were already tracking these things. Without understanding how your current HubSpot is set up I can’t give an exact description of how I’d create the reports for historical data, but it would probably be similar to the described reports above.

Hope this gets you pointed in the right direction!

Josh

3

Hi @Sgram,

There’s no ready-made report for it tbh. You basically have to build it yourself using leads + meetings data.

For lead to meeting, track when a lead gets assigned and check how many of those leads have at least one meeting logged after assignment. For meeting to demo, count completed meetings and see how many of those turned into demos (you need a clear “demo” field or event for that). Biggest issue is data, if meetings are booked before ownership or not logged properly, numbers get messy fast.

That’s honestly why tools like LeadAngel, LeanData help. It makes sure leads are assigned before meetings get booked, so the conversions actually make sense. Otherwise the reports look right but feel wrong