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How to Create Custom Reports in HubSpot

A Comprehensive Guide to Utilizing HubSpot's Custom Report Builder

This guide provides you with step-by-step instructions on how to create custom reports in HubSpot using the Custom Report Builder, focusing on call outcomes, activity tracking, and exporting reports.

Creating Call Outcome Reports

To generate a report that highlights call outcomes, such as the number of connected calls, follow these steps:

  1. Access the Custom Report Builder: Log in to your HubSpot dashboard and select the Custom Report Builder option.
  2. Select Data Sources: Choose the “Activities” data source to concentrate your report specifically on call outcomes.
  3. Apply Filters: Add a filter to your report using call outcome = connected to display only connected calls.
  4. Adjust Visualization: Customize the report's visual representation to suit your preferences.
  5. Save and Share: Save your report, and if needed, use the 'Share this report' feature to send it as a PDF via email.

Important Note

Please be aware that HubSpot currently does not support detailed time analysis, as there is no "Time of Day" dimension available.

Exporting Reports

Not all reports in HubSpot can be exported directly to lists. To ensure you can utilize this feature, follow these guidelines:

  • Focus on Contact Data: Make sure your report includes contact-based data and properties. Only reports with this type of data will provide the "Use in list" option.
  • Export Options: After setting up your report, look for export options within the report interface.

Activity Tracking and Meeting Logs

To effectively track activities such as calls and meetings, follow these steps:

  1. Create Activity Reports: Use filters to generate summaries of various activity types.
  2. Export Meeting Logs: If you need to, export the relevant logs from your recorded meetings.
  3. Data Processing: For further analysis or summarization of exported meeting logs, consider using data processing tools like Excel, as HubSpot's Custom Report Builder may have limitations in generating direct textual summaries for meetings.

Tracking Marketing Qualified Leads (MQL) to Sales Qualified Leads (SQL)

To monitor the conversion process from MQL to SQL, take the following steps:

  1. Set Up Funnel Reports: Utilize HubSpot's reporting features to filter by lead source for effective MQL to SQL tracking.
  2. Understanding Limitations: Keep in mind that adding certain fields, like source dimensions, to funnel reports may not be supported.

Creating Interactive Task Dashboards

If you're interested in building interactive dashboards for task management, follow these guidelines:

  1. Use Single Object Reports: Focus on activities within the Custom Report Builder.
  2. Clickable Items: Ensure that the report items are clickable, allowing for easy navigation to specific tasks.
  3. Date Display Limitations: Be aware that you may only display created dates rather than due dates within these reports.

Additional Considerations

  • External Processing: For detailed customer interaction reports, such as identifying top Contacts per Company based on scoring, it may be necessary to export the relevant data and utilize external processing tools for in-depth analysis.
  • User Input: Provide clear and detailed descriptions of your reporting requirements when submitting requests to improve your custom report outcomes.
  • Help Center Resources: Always refer to HubSpot’s Help Center documentation for additional guidance on utilizing specific features.

By following this guide, you should be able to effectively leverage HubSpot's Custom Report Builder to create and manage reports tailored to meet your business needs.