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HubSpot Reporting Setup

The document provides detailed instructions for setting up HubSpot reporting by first creating a customized active contact list filtered for recent Tourial engagement and excluding internal contacts, then guiding users through building tailored reports using HubSpot's Custom Report Builder to track key metrics related to Tourial's impact.

NOTE: Since every MAP/CRM setup is different, these instructions may not be 100% accurate based on the setup of your HubSpot instance.

Step 1: Create a HubSpot List

Before setting up reports, you’ll need to create a contact-based list that can be used as a foundation for your reporting. Here's how to create an active list in HubSpot:

  1. 1.Navigate to CRM
  2. 2.Create a New List
    1. 1.Go to the Lists tab and select Create List
    2. 2.Select Contacts-Based List and then Choose Active List
  3. 3.Name Your List
    1. 1.Use something meaningful, such as "Tourial Engagement by Contact"
  4. 4.Click Next
  5. 5.Add Filters
    1. 1.Contact Properties - Tourial: Last Tourial Viewed is known – This ensures that only contacts who have engaged with a Tourial are included
      1. 1.AND
    2. 2.Contact Properties - Tourial: Last Session Date is less than 365 days ago (or whatever timeframe suits your needs) – This limits the contacts to recent activity.
      1. 1.AND
    3. 3.Contact Properties - Company Name does not contain [YOUR COMPANY NAME] – This excludes internal contacts.
  6. 6.Edit Columns
    1. 1.To ensure you have the data needed for reporting, consider adding these columns and remove any unnecessary columns (this list is not exhaustive and can be customized based on your needs):
      • First Name
      • Last Name
      • Company Name
      • Tourial: Last Tourial Viewed
      • Tourial: Last Session Date
      • Lifecycle Stage
      • Tourial: All Tourials Viewed
      • Tourial: Total Sessions
      • Contact Owner

Step 2: Create Reports in Hubspot

Now that you have your list set up, it’s time to create the reports that will drive your dashboard. Below are several key reports that will allow you to track Tourial's impact.

  1. 1.Navigate to Reports
  2. 2.Click Create
  3. 3.Select Custom Report Builder
  4. 4.Select Choose my own data sources
    1. 1.(Data sources will vary by report and are broken down below)
  5. 5.Repeat this process for each new report

Recommended Reports

Follow these steps for creating the Tourial-recommended reporting for your organization.

Report 1: Tourial Views by Lifecycle Stage

This report shows how many contacts have viewed Tourials, broken down by lifecycle stage (e.g., Lead, MQL, SQL, Customer), and can be displayed by month, quarter, or another time period.

  1. 1.Select Data Sources:
    1. 1.Contacts (Primary)
    2. 2.Deals (Secondary)
  2. 2.Click Next
  3. 3.Configuration
    1. 1.Chart Type: Vertical Bar
    2. 2.X-Axis: Tourial: Last Session Date (broken down by month or your preferred timeframe)
    3. 3.Y-axis: Count of Contacts
    4. 4.Break Down By: Lifecycle Stage
  4. 4.Choose Filters
    1. 1.Contacts
      1. 1.Tourial: Last Session Date is less than 365 days ago (or any desired timeframe)
  5. 5.Save Report and choose if you’d like to add to a dashboard

Report 2: Tourial-Influenced Pipeline

This report shows the monetary impact of Tourial on your deals, broken down by the original source of the lead.

  1. 1.Select Data Sources
    1. 1.Contacts (Primary)
    2. 2.Deals (Secondary)
  2. 2.Click Next
  3. 3.Configuration
    1. 1.Chart Type: Horizontal Bar
    2. 2.X-axis: Sum (Amount)
    3. 3.Y-axis: Deal Stage
    4. 4.Break Down By: Original Source (Contacts)
  4. 4.Choose Filters:
    1. 1.Contacts
      1. 1.Number of Associated Deals is greater than 0
      2. 2.List Membership is member of [the active list created above]
    2. 2.Deals:
      1. 1.Deal Stage has been updated in the last 365 days (or desired timeframe)
      2. 2.Deal Stage is any of [select your deal stages]
    3. 3.Filter Rules:
      1. 1.Include Data if it matches all of the filters above
  5. 5.Save Report and choose if you’d like to add to a dashboard

Report 3: Most Recent Tour Engagement

This report identifies which Tourials have been viewed most recently and by how many contacts, helping you understand which tours are actively engaging your audience.

  1. 1.Select Data Sources
    1. 1.Contacts (Primary)
    2. 2.Deals (Secondary)
  2. 2.Click Next
  3. 3.Configuration:
    1. 1.Chart Type: Vertical Bar
    2. 2.X-axis: Tourial: Last Tourial Viewed
    3. 3.Y-axis: Count of Contacts
  4. 4.Choose Filters:
    1. 1.Contacts
      1. 1.Tourial: Last Session Date is less than 365 days ago (or another timeframe)
      2. 2.Tourial: Last Tourial Viewed is known (or filter by specific Tourials you want to track)
    2. 2.Filter Rules
      1. 1.Include data if it matches all of the filters below
  5. 5.Save Report and choose if you’d like to add to a dashboard

Report 4: Tourial Sessions by UTM Source/Medium

This report tracks the total number of sessions for each UTM source and medium, helping you gauge the effectiveness of your marketing campaigns.

  1. 1.Select Data Sources
    1. 1.Contacts (Primary)
    2. 2.Deals (Secondary)
    3. 3.Web Activity (Secondary)
  2. 2.Click Next
  3. 3.Configuration:
    1. 1.Chart Type: Horizontal Bar
    2. 2.X-Axis: Sum (Tourial: Total Sessions)
    3. 3.Y-Axis: UTM Medium
    4. 4.Break Down By: UTM Source
  4. 4.Choose Filters
    1. 1.All Events
      1. 1.Event timestamp is less than 365 days ago (or any timeframe)
    2. 2.Contacts
      1. 1.Tourial: Last Tourial Viewed is known
      2. 2.utm_source is known
    3. 3.Page Views:
      1. 1.UTM Source doesn’t contain any of [No value]
      2. 2.UTM Medium doesn’t contain any of [No value]
      3. 3.Filter Rules
        1. 1.(1 AND 2 AND 4) OR (1 AND 3 AND 4)
  5. 5.Save Report and choose if you’d like to add to a dashboard

Report 5: Active Deals with Tourial Influence

This report displays the total number of deals and the unique Tourials viewed at each deal stage, allowing you to see how Tourials are impacting your sales pipeline.

  1. 1.Select Data Sources:
    1. 1.Contacts (Primary)
    2. 2.Deals (Secondary)
  2. 2.Click Next
  3. 3.Configuration:
    1. 1.Chart Type: Combination
    2. 2.X-Axis: Deal Stage
    3. 3.Y-Axis: Count of Deals
    4. 4.Y-Axis 2: Sum (Tourial: Total Unique Tourials Viewed)
  4. 4.Choose Filters
    1. 1.All Events:
      1. 1.Event timestamp is less than 365 days ago (or any timeframe)
    2. 2.Deals:
      1. 1.Deal Stage is any of [select deal stages]
    3. 3.Contacts:
      1. 1.Number of Associated Deals is greater than 0
    4. 4.Filter Rules:
      1. 1.Include data if it matches all of the filters below
  5. 5.Save Report and choose if you’d like to add to a dashboard

Report 6: Lead Count by Tourials Viewed

This report shows the total number of contacts who have viewed each specific Tourial.

  1. 1.Select Data Sources:
    1. 1.Contacts (Primary)
    2. 2.Deals (Secondary)
  2. 2.Click Next
  3. 3.Configuration:
    1. 1.Chart Type: Pie
    2. 2.Break Down By: Tourial: Last Tourial Viewed
    3. 3.Values: Count of Contacts
  4. 4.Choose Filters
    1. 1.All Events:
      1. 1.Event timestamp is less than 365 days ago (or any timeframe)
    2. 2.Contacts:
      1. 1.Tourial: Last Tourial Viewed is equal to any of [specific tour names you want to track]
    3. 3.Filter Rules:
      1. 1.Include Data if it matches all of the filters below
  5. 5.Save Report and choose if you’d like to add to a dashboard

Step 3: Add Reports to Your Dashboard

Once you’ve created your reports, it’s time to add them to a HubSpot dashboard for easy tracking.

  1. 1.Go to Dashboards
    1. 1.Navigate to the Dashboards Panel in HubSpot
  2. 2.Create New Dashboard
    1. 1.Click Create Dashboard and give your dashboard a name like "Tourial Engagement Dashboard."
  3. 3.Add Reports
    1. 1.Once the dashboard is created, click Add Report and select the reports you previously created. Arrange them on the dashboard according to your preferences.
  4. 4.Customize & Share
    1. 1.You can further customize the layout and design of your dashboard. Once satisfied, share it with your team or set up automated email reports.

By following these steps, you can create a comprehensive dashboard in HubSpot to track the effectiveness of Tourial and measure its impact on your sales pipeline. Monitoring metrics like Tourial views, pipeline influence, and engagement by UTM source/medium will give you valuable insights into how Tourial contributes to your marketing and sales efforts, helping you make data-driven decisions and demonstrate ROI.