How to Count Student Users vs. Faculty Users in a Deal

[keith_bruce]

Hello HubSpot Community,

I'm looking for a way to track the number of student users associated with a deal in our HubSpot CRM. We use each deal to provision access to our learning platform and need to differentiate between student and faculty users.

Our main goal is to get a clean count of:

• Total users
• Registered student users
• Remaining open licenses

Faculty members have access but aren't included in our license count, so I’d like to exclude them from the “Registered student users” metric.

Is there an efficient way to set this up within HubSpot so that we can view these numbers directly in the deal? Any tips or insights would be greatly appreciated!

Thanks in advance!

[Markestac · Accepted solution]

Hey @keith_bruce, could you please let me know where you track/store the data for "Student" and "Faculty" users in HubSpot. Could you share some screen shots or a quick loom video, so that I can have a better understanding of this.

Meanwhile, If you are storing the data for "Student" and "Faculty" in the contact level than you can use the "Association label" to segregate the data in deal level. Then we can also use those association labels to exclude faculty members from reports as well.

Let me know if anything isn't clear.
Thankyou!

[karstenkoehler · Accepted solution]

Hi @keith_bruce,

This can be done with calculation properties, specifically the rollup type: https://knowledge.hubspot.com/properties/create-calculation-properties (This requires a Professional or Enterprise subscription. Below that, this cannot be achieved.)

This works both if you're using association labels or if the student status is stored in a contact property (in which case you can specify a condition at the end of a calculation property).

Specifically, on the deal level, you would create a rollup property that counts associated contact records of either all association labels with the condition that their contact status is student – or count associated contact records with the association label student. Again, this depends on how you store that information.

Once you have this calculation property for 'Registered student users', you can use use another calculation property to calculate the remaining open licenses. This time, choose a custom equation type calculation with a number output and write a simple mathematic equation. If the new property from above is called 'Number of remaining licenses', then the equation would be 'Total users' minus 'Registered student users'.

Let me know if you have any follow-up questions!

[Markestac · Accepted solution]

Hey @keith_bruce, could you please let me know where you track/store the data for "Student" and "Faculty" users in HubSpot. Could you share some screen shots or a quick loom video, so that I can have a better understanding of this.

Meanwhile, If you are storing the data for "Student" and "Faculty" in the contact level than you can use the "Association label" to segregate the data in deal level. Then we can also use those association labels to exclude faculty members from reports as well.

Let me know if anything isn't clear.
Thankyou!