counting events in Contacts

[scotb50]

Greetings,

Hubspot n00b, so apologies if this should be easy. Trying to set up Contacts. One thing we need to track are events a contact participates in. So, I'd like to set it up so we can enter a date and the event name, which gets recorded. Over time, we can see "this contact has been to 8 events, the dates, and event names"

Also, I'd like to set it up so email addresses and phone numbers are hidden unless the team member has the right permissions.

Any advice for how to set these up in Contacts?

Thanks a ton for your help!

[karstenkoehler · Accepted solution]

Hi @scotb50,

For tracking event participation, you would work with custom properties: https://knowledge.hubspot.com/crm-setup/manage-your-properties#create-custom-properties

There are two options.

Option 1 (recommended): Each event gets its own property; a radio-select property named after the event with two options ("participated" / "did not participate"). I'd recommend to use a naming convention here, for example Event | [date] | [event name]

Event | 20210227 | How track event participation

Event | 20210228 | How to set up HubSpot properties

By default, this option would not tell you how many events a contact participated in. You would need to create a custom number property to keep track of this – you would either manually increase this number by +1 or use HubSpot workflows. These could keep an eye on these properties and increase the property by +1 automatically whenever one of the event properties switches from empty to "participated".

Option 2: You set up each event as a value in a multiple checkboxes property. This might get messy, especially since HubSpot default behavior for editing multiple checkboxes is replacing existing values, not appending existing values. If you select these values manually, that shouldn't be a problem however. This option would allow you to see at a glance, within one property, all the events a contact has participated in.

Regarding your second question, contact records can either be shown in their entirety to users or not at all. It's not possible to limit the visibility of certain properties, see here: https://knowledge.hubspot.com/settings/hubspot-user-permissions-guide

Best regards!