Dashboards & Reporting

MNar
Contributor

How to remove non prospects from reports?

SOLVE

Just wondering how we can eliminate internal emails and meetings from the prospecting (and other) reports/dashboards?

 

For example, we're having meetings with vendors who are not and will never be prospects, however every meeting is being counted as a booked meeting within the platform for every user.

 

Same with any emails we send - they're being tracked too, which isn't helpful when trying to look at clicks and opens from prospects.

1 Accepted solution
jolle
Solution
Recognized Expert | Partner
Recognized Expert | Partner

How to remove non prospects from reports?

SOLVE

Hey @MNar, thanks for reaching out! This is a great question, and the answer depends on your current HubSpot setup.

 

Are you using meeting types (more info in this HubSpot Knowledge Base article)? You can customize the dropdown options and use them to clearly designate vendor meetings. You could then use the meeting type as a filter within your reports to exclude vendor ones. Alternatively, you could use meeting links solely dedicated to vendor meetings and make it obvious within the meeting name and URL. I believe you could then exclude meetings booked through that particular link.

 

As far as email reporting goes, it'll be a little tricker to differentiate logged emails for different contact types. You also have limited filtering options on the standard email reports that aggregate engagement across the entire account.

 

For marketing emails, you could try using campaigns (more info in this HubSpot Knowledge Base article) to aggregate the performance of prospect emails. You could also have a separate campaign just for vendors.

 

Otherwise, you can try building contact reports or custom reports and filter out non-prospects wherever you can. If you have a "Contact Type" property, you could use that to create a master list of non-prospect contacts that could be used as a list membership filter across HubSpot. That would be your best bet since each contct would have a known value vs adding contacts a master list of non-prospects manually. 

 

Hope this helps!!

Jacob Olle

Marketing Operations Manager

HubSpot Certified Trainer

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3 Replies 3
Vivek
Member

How to remove non prospects from reports?

SOLVE

I too have struggled with this at iZooto. We used to end up with vendors, recruiters, and emails of friends in the CRM. We ended up doing the following - 

- We use gmail across our org and every time we send an email, there is an option to log and track the email. Hubspot Sales Extension is to be used only by Sales, Account Managers and Marketing team. 

- We consciously try to not log every email. I try to uncheck the log option when sending emails to vendors. 

- Hubspot also offers a Never Log list. I added a bunch of domains to that list - including internal domains and domains of vendors that we communicate frequently with.

- All contacts created in Hubspot via email logging have Original source drill-down as "Offline Sources" We try to make sure that we exclude contacts created via Offline Sources (and some additional filters) to only identify prospects. 

 

Takes a bit of trial and iteration but should be able in a quarter or so.  Hope this helps.

0 Upvotes
MNar
Contributor

How to remove non prospects from reports?

SOLVE

Thanks Jacob, very helpful!

0 Upvotes
jolle
Solution
Recognized Expert | Partner
Recognized Expert | Partner

How to remove non prospects from reports?

SOLVE

Hey @MNar, thanks for reaching out! This is a great question, and the answer depends on your current HubSpot setup.

 

Are you using meeting types (more info in this HubSpot Knowledge Base article)? You can customize the dropdown options and use them to clearly designate vendor meetings. You could then use the meeting type as a filter within your reports to exclude vendor ones. Alternatively, you could use meeting links solely dedicated to vendor meetings and make it obvious within the meeting name and URL. I believe you could then exclude meetings booked through that particular link.

 

As far as email reporting goes, it'll be a little tricker to differentiate logged emails for different contact types. You also have limited filtering options on the standard email reports that aggregate engagement across the entire account.

 

For marketing emails, you could try using campaigns (more info in this HubSpot Knowledge Base article) to aggregate the performance of prospect emails. You could also have a separate campaign just for vendors.

 

Otherwise, you can try building contact reports or custom reports and filter out non-prospects wherever you can. If you have a "Contact Type" property, you could use that to create a master list of non-prospect contacts that could be used as a list membership filter across HubSpot. That would be your best bet since each contct would have a known value vs adding contacts a master list of non-prospects manually. 

 

Hope this helps!!

Jacob Olle

Marketing Operations Manager

HubSpot Certified Trainer

Create Your Own Free Signature