Contact Coverage Reporting

[JPither]

We have recently implemented a system that assigns our key buyers one of three statuses depending on when their last meeting with us was. Anyone who we've met in the last 120 days is green, between 121-365 days is yellow, and anyone we haven't met in over a year (or never met) is red. We're using active lists and a newly created "Meeting Status" contact property to bring this to life. This is working fine.

However, we'd now like to track (preferably in % or raw number format, but not overly important) per target account, how many of these 7 key buyers are "green" as per the terms above. Any company who has 0-2 key "green" buyers would be red (or 0%/14%/29%), 3-4 key buyers would be yellow (43%/57%), and 5-7 would be green (71%/86%/100%). 

Does anyone have any ideas on how we could track and report on this? Seeing as you cannot easily create an active list with companies associated to 0-2/3-4 or 5+ "green" contacts, and you can only say is associated to any contact who is or is not x,  we're finding it difficult. Thank you.

[karstenkoehler · Accepted solution]

Hi @JPither,

This can be achieved with roll-up properties: https://knowledge.hubspot.com/properties/create-calculation-properties

On the company object, you could check (and count) how many associated contacts have a certain flag (value in a single-checkbox property, for example, or a dropdown).

That means that the main challenge becomes storing your green/yellow/red information within a dropdown property. You already seem to have created lists so it's mostly a matter of using the same information in a workflow, then assigning each contact, in a dropdown property, the corresponding value.

Once you do that, you can reference the green/red/yellow information in a roll-up property. You would then have a number field on the company object which county how many associated records there are with green, for example.

Let me know if that makes sense and if you have any follow-up questions!

[karstenkoehler · Accepted solution]

Hi @JPither,

This can be achieved with roll-up properties: https://knowledge.hubspot.com/properties/create-calculation-properties

On the company object, you could check (and count) how many associated contacts have a certain flag (value in a single-checkbox property, for example, or a dropdown).

That means that the main challenge becomes storing your green/yellow/red information within a dropdown property. You already seem to have created lists so it's mostly a matter of using the same information in a workflow, then assigning each contact, in a dropdown property, the corresponding value.

Once you do that, you can reference the green/red/yellow information in a roll-up property. You would then have a number field on the company object which county how many associated records there are with green, for example.

Let me know if that makes sense and if you have any follow-up questions!

[JPither]

Correct me if I'm wrong, but if I set up a rollup property to count the % of contacts whose meeting status is in touch/green, would that then not provide a % that's caluclated with every associated contact in mind?

What we're trying to do is focus in on the contacts who have a job title that is listed as one of our seven key buyers. Therefore, for the purposes of reporting on meeting contact coverage, we don't care right now about any contacts who are not down as one of our key buying contacts. The % or number calculated should be solely the % of these seven contacts who are marked as in touch/green.

I hope that makes sense.

[karstenkoehler · Accepted solution]

@JPither one step that I mentioned is a workflow that enrolls contacts, then assigns green/yellow/red in a dropdown property accordingly. Only contacts who have a specific value (e.g. green) in this property would be considered by a roll-up property as long as you specify the condition in the roll-up configuration accordingly.

In other words: Using that workflow that I mentioned (which takes care of the assignment), you have full control over which contacts enroll or not. You would simply not enroll non-buyers.