Extension of Meeting tool by product (from product library) and creating corresponding dashboards

[NMaric]

Hello HubSpot Community,

I hopefully chose the right location for my question below. I am looking forward to your input and ideas.

Situation: We want to measure how much time our sales reps spend on after-sales tasks. The goal is to better understand how much time each sales rep can dedicate to sales and how much time is spent on tasks like "on-site device installations", handling "customer complaints (repairs)", "device demonstrations", etc.

Another aspect we’d like to measure is how much time is spent on each specific instrument for the tasks mentioned above. By doing this, we hope to identify if there are certain devices that require particularly high amounts of time for installations, complaints, or similar issues, so that we can draw conclusions and implement improvements.

My idea is to use the meetings tool to track this and ideally create one or more dashboards for C-level management.

The type of meetings can already be defined in HubSpot through the “Meeting Type” property, which we have set up. Now, I need help with creating a dashboard that ideally breaks down the total time spent by the entire team (and for each individual sales rep) on the various meeting types. Ideally, I would also like to be able to adjust the filters for time period and employee to check individually how much time each person is spending on each meeting type. Additional information on the average time (mean) would, of course, be fantastic.

I found a preset in the dashboards that shows the number of meetings by meeting type. That’s a start, but how can we create a dashboard showing the time spent on the different meeting types? (The meeting duration is tracked in the meetings tool and filled out by our sales reps).

Regarding the option to connect the Meeting tool this with our products:
So far, I haven't found a way to do this. In my mind, I envision a function similar to the “Meeting Type” function, but for “Product Type.” This "Product Type" would link to entries in the product library, allowing us to select the product discussed in the meeting (multiple selections would be nice, but are not essential).

Unfortunately, I can’t find any option to add such an extension under Settings → Tools → Meetings Tool.

This functionality would be extremely helpful for us.

What options are there for connecting products with the meetings tool? Additionally, it’s important that a corresponding dashboard for evaluating this information can be created.

I look forward to hearing your ideas and experiences!

Best regards

[PamCotton]

Hey @NMaric, thank you for posting in our Community!

Your plan to use HubSpot’s meetings tool for tracking after-sales activities is a smart approach! To help achieve this:

For time tracking by meeting type, create a custom report using “Meeting Duration” filtered by “Meeting Type.” This lets you see the total and average time spent on various activities across the team, which you can adjust by time period and specific reps for added insights.

For product tracking, while HubSpot doesn’t natively link meeting records with the product library, a workaround is to create a custom “Product Type” property on meeting records. Reps can then tag products discussed in each meeting, and you can use this custom field in reports to track time by product.

Though not a direct link, this can still provide valuable insights, especially when paired with your dashboards. Let me know if you need more tips on setting this up!

To our top experts, @Lucila-Andimol and @Ktamir any recommendations for @NMaric matter?

Thank you,

Pam

[NMaric · Accepted solution]

Hi @PamCotton,

thanks for your reply. I tried to follow your suggestions but there are several roadblocks that won't work as ho I would need them.

First of all the duration of a protocolled meeting won't be saved as property unfortunately. Further I cannot link products from the library to a meeting, making it impossible to generate the avarage duration for e.g. an installation for a specific product.

However I could find a solution with our Customer Success Manager and we will be uing the new "Service" function which was implemented. This will give us the possibility to track duration and also generate a report based on the product and duration needed for specific tasks in regards of specific team members.

Thanks again for yur suggestions and help!

BR