Lifecycle Stages Reporting Issue

[Go-T]

Hi,

I have been using a custom report that shows the number of contacts moving through all lifecycle stages for a custom period of time (all stages need to be in one report, and not sepparate), as such:

This way, I would see a summary of contacts. Meaning, if someone goes from Lead to MQL to SQL in the defined period of time, they would be counted in each of these stages in the report (this is how it should be).

However, as of September or October, I believe that HubSpot removed the option to simply use the filter that enables you to select contacts that were in "any lifecycle stage", which has lead to a problem in my reporting.

Now, I tried creating the same custom report by including filters for date contacts entered each of the stages:

This requires more work (needing to set dates for each of these filters separately), but also it doesn't have the same result. It shows only the current status of contacts in lifecycle stages (where the contact is at this moment). 

How do I achieve the initial result in my custom report?

Thank you in advance.

[Go-T · Accepted solution]

Hi @PamCotton,

Thank you for your response. I tried using the Lifecycle Stage History report, but unfortunately, it’s even more restrictive. It only allows me to select a single date property, such as the Create Date or the date an entity entered a specific lifecycle stage—excluding all other stages.

Here’s the solution I came up with for now, in case it helps someone facing a similar issue. I created a separate report for each lifecycle stage. In the configuration of each report, I included only the "Count of contacts" metric. For the filters, I added "Contacts date entered X Lifecycle stage" and specified the desired custom time frame. This setup ensures that the report displays all contacts who were in the selected lifecycle stage during the specified period, rather than limiting it to only those currently in that stage.

After creating individual reports for each lifecycle stage, I added them all to a single dashboard. While it’s not an ideal solution, since I need to update the custom date range for each report manually, it does provide an accurate count of contacts across all stages during the specified period.

If there is some other way to create a single report, I'd be glad to hear 🙂

[Markestac · Accepted solution]

Hi @Go-T 

You can achieve this this by setting up a workflow to track when a contact enters a specific stage by utilizing the date stamp feature. This feature allows you to monitor the exact time a contact transitions between different lifecycle stages, providing valuable insights into your customer journey.

To implement this, you will first need to create a filter within your workflow settings. Set the filter to capture any of the "Lifecycle stage" options that are relevant to your tracking needs, such as "Lead," "Opportunity," or "Customer." Additionally, make sure to use the "or" operator to include contacts from other relevant stages that may not fall under the standard lifecycle stages, ensuring you don’t miss any critical data points.

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[Go-T · Accepted solution]

Hi @PamCotton,

Thank you for your response. I tried using the Lifecycle Stage History report, but unfortunately, it’s even more restrictive. It only allows me to select a single date property, such as the Create Date or the date an entity entered a specific lifecycle stage—excluding all other stages.

Here’s the solution I came up with for now, in case it helps someone facing a similar issue. I created a separate report for each lifecycle stage. In the configuration of each report, I included only the "Count of contacts" metric. For the filters, I added "Contacts date entered X Lifecycle stage" and specified the desired custom time frame. This setup ensures that the report displays all contacts who were in the selected lifecycle stage during the specified period, rather than limiting it to only those currently in that stage.

After creating individual reports for each lifecycle stage, I added them all to a single dashboard. While it’s not an ideal solution, since I need to update the custom date range for each report manually, it does provide an accurate count of contacts across all stages during the specified period.

If there is some other way to create a single report, I'd be glad to hear 🙂

[PamCotton]

Hey @Go-T, thank you for posting in our Community!

It sounds like you're looking for a way to report on contacts moving through multiple lifecycle stages over a defined period, which HubSpot used to support with a simple "any lifecycle stage" filter. Since that option is no longer available, one workaround is to use a custom property or create a more complex filter for each stage entry date. However, this can become cumbersome.

To replicate the original behavior, I recommend using a Lifecycle Stage History report instead. This report type will allow you to track the movement of contacts through stages over time, capturing each transition without just showing the current stage.

If that doesn't fully meet your needs, a possible workaround would be to use a workflow to create properties that track when a contact enters each stage, then pull that data into your custom report. This method may require some automation setup, but it can offer a similar outcome.

To our top experts, @danmoyle and @TomM2 do you have any recommendations for @Go-T matter?

Thank you,

Pam