CRM

SMohan3
Contributor

Meeting/Call Tracking for Internal Attendees

SOLVE

Hi all,

 

Just wondering if you track productivity metrics for your Sales Reps based on logged activities.

 

If you do, how do you track activity metrics for reps who did not host the meeting/call but were attendees since HubSpot does not auto-associate internal attendees to the call/meeting record (even though they are a contact on HubSpot)?

 

At the moment, we get the reps to manually associate themselves with the calls/meetings they sit on but governing that is a big pain point. 

 

Is anyone tracking it some other way?  

 

1 Accepted solution
trevordjones
Solution
Recognized Expert | Diamond Partner
Recognized Expert | Diamond Partner

Meeting/Call Tracking for Internal Attendees

SOLVE

That's correct, @SMohan3  but you may be able to count it another way.

 

For example, if your meeting has specific words in the title like "Discovery Meeting:" you can use these to assign a task to the SDR Like this.

 

2024-03-11 - 14_36_14 - Unnamed workflow - 2024-03-11 18_32_32 GMT+0000 _ HubSpot.png

 

(I often create an SDR Owner custom property with the HubSpot user Data type, which is essential for this to work.)

Then, if you want to know how many Discovery Meetings your SDR participated in, you just need to create a report that counts the number of Tasks Completed with "Discovery Call" in the title.

 

Unfortunately, there isn't an easy way to automate marking the task complete, but your SDR can do that manually while they are on the call with the client.

 

Alternately, you may not need the task assignment at all.  It may be enough to count the number of Discovery Calls that were conducted with contacts owned by that SDR in a given period by filtering on Meeting Name contains "Discovery Call."  The main drawback of that being that if no one has to mark a task complete or not complete, you won't have any check to verify that the SDR actually went, as opposed to just scheduling it.

- Trevor
If my post solves your problem, please accept it as a solution.

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0 Upvotes
6 Replies 6
trevordjones
Recognized Expert | Diamond Partner
Recognized Expert | Diamond Partner

Meeting/Call Tracking for Internal Attendees

SOLVE

Hi @SMohan3 ,

 

What's most common among my clients with SDR teams is for the SDR to talk to the customer and send a HubSpot meeting link to them for the A/E's calendar.  When executed that way, the meeting is attributed to the A/E's calendar.

 

As a workaround, you could have your SDR team use the A/E's meeting link in incognito mode to set the meeting with between the A/E and the Customer.  In that scenario the meeting should be correctly attributed to the A/E.   

- Trevor
If my post solves your problem, please accept it as a solution.

SMohan3
Contributor

Meeting/Call Tracking for Internal Attendees

SOLVE

Thanks, Trevor! I appreciate you taking the time to share some insights on workarounds your clients are using 🙂 

In the workaround you suggested, the meeting will get attributed to the AE but it will not get attributed to the SDR, right?

The way our process works is

- SDR does an initial outreach call with the prospect (no other internal attendee is on the call)

 - if the prospect is a decent fit, they progress to a Discovery call. The SDR books this call and loops in an AE. The SDR is also expected to be on this call with the AE & Prospect.

- Our other use case is the multiple Solution Engineering Demos that take place where the SE and the AE are both on the call/meeting with the prospect

We track different data points such as

- how many internal resources/touchpoints did it take to convert a prospect? 

- rep productivity analysis

to be able to track this we'd want to be able to report on Activity created by and also attended by 

0 Upvotes
trevordjones
Solution
Recognized Expert | Diamond Partner
Recognized Expert | Diamond Partner

Meeting/Call Tracking for Internal Attendees

SOLVE

That's correct, @SMohan3  but you may be able to count it another way.

 

For example, if your meeting has specific words in the title like "Discovery Meeting:" you can use these to assign a task to the SDR Like this.

 

2024-03-11 - 14_36_14 - Unnamed workflow - 2024-03-11 18_32_32 GMT+0000 _ HubSpot.png

 

(I often create an SDR Owner custom property with the HubSpot user Data type, which is essential for this to work.)

Then, if you want to know how many Discovery Meetings your SDR participated in, you just need to create a report that counts the number of Tasks Completed with "Discovery Call" in the title.

 

Unfortunately, there isn't an easy way to automate marking the task complete, but your SDR can do that manually while they are on the call with the client.

 

Alternately, you may not need the task assignment at all.  It may be enough to count the number of Discovery Calls that were conducted with contacts owned by that SDR in a given period by filtering on Meeting Name contains "Discovery Call."  The main drawback of that being that if no one has to mark a task complete or not complete, you won't have any check to verify that the SDR actually went, as opposed to just scheduling it.

- Trevor
If my post solves your problem, please accept it as a solution.

0 Upvotes
trevordjones
Recognized Expert | Diamond Partner
Recognized Expert | Diamond Partner

Meeting/Call Tracking for Internal Attendees

SOLVE

Hi @SMohan3 ,

 

It looks like @DianaGomez has this pretty well covered.  Unfortunately, anything we might do with a workflow is hampered by the fact that we do not have custom profile properties available for users.  This really limits our ability to build much of anything special for tracking.  In addition to upvoting the idea Diana references, you might consider upvoting this one as well.

- Trevor
If my post solves your problem, please accept it as a solution.

DianaGomez
Community Manager
Community Manager

Meeting/Call Tracking for Internal Attendees

SOLVE

Hi @SMohan3

 

Thanks for reaching out to the Community!

 

Just to confirm, you are requesting the ability for multiple users to access and log the same meeting?

 

If that is the case, currently, the default activity properties only allow one user at a time to be set as the user who got the activity 'assigned to' as described here: "Activity assigned to: the owner of the meeting. The value for this property must be either the user's name in HubSpot, or the user's email address."

Unfortunately, this property (or a similar one) does not support the scenario where two separate users can claim ownership of the logged record.

 

As a possible workaround, we can recommend manually recording a duplicate meeting mirroring the original meeting details but assigned to a different owner. This way, both users can track their completed meetings concurrently.

 

Lastly, I’ve noticed a similar idea already present in our Ideas Forum: multiple users being logged for meetings.

To contribute, upvote the existing idea and share more details about your specific use case in the comments.
 

Thanks,

Diana


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SMohan3
Contributor

Meeting/Call Tracking for Internal Attendees

SOLVE

Thank you @DianaGomez for your response. 

 

One of our use cases is our BDRs book a meeting for the Account Executive.

 

In this case, the meeting invite is sent to the AE + the external attendees but HubSpot does not automatically add the AE as an attendee to the call or even associate the call to the AE which we'd want it to do, to be able to pull the right numbers for productivity & prospect touchpoints by a rep.

On looking at your linked ideas, this is similar to the one by PeteStorm, so I have gone ahead and given it an upvote. This is a much needed feature

0 Upvotes