Help with % meeting completion reporting (Contacts + Meetings)

[KG800]

Hello!

I need guidance on building percentage-based dashboard reporting for “Success Talks” meetings, given limitations with meetings/activity reporting.

Our setup

Contact properties:

• Type = “Remote Professional”
• Start Date (date)
• Tenure (days) (number)

Success Talks are tracked as Meetings associated to the Contact, identified by meeting name:

• “Success Talk: First 45 days”
• “Success Talks Weekly”
• “Success Talks”

Reporting needed

Dashboard metrics:

% of Success Talks completed within the first 45 days
% completed between 46–90 days
% completed after 90 days

Where we’re stuck

We’re struggling to calculate contact-level completion (e.g., contacts with at least one qualifying Success Talk meeting) and show it as a percentage of a cohort.

Questions

Is there a HubSpot-native report type (custom report builder/datasets/etc.) that can produce these % metrics based on associated meetings and Start Date?
If not, what’s the recommended data structure—e.g., tracking Success Talks as Tickets or a Custom Object—to enable accurate % reporting?

Thank you! 

[karstenkoehler · Accepted solution]

Hi @KG800,

This would require - unless I'm mistaken - HubSpot access to datasets: https://knowledge.hubspot.com/data-management/create-and-use-datasets

Within datasets, you could compare the time between start date and meeting date, and then use an if statement to return within a report into which of the three buckets a contact falls, if any.

The customer journey analytics would return a percentage, but "only" an average across all contacts, not for the buckets you defined: https://knowledge.hubspot.com/reports/create-a-journey-report

You could also approach this and try custom formula fields: https://knowledge.hubspot.com/reports/create-formula-fields-in-the-custom-report-builder

The approach here would be to create a formula that returns a 1 if a contact has had a meeting within 45 days, a 0 if not - then calculate the average across that formula field and display as a %. From a first glance, this probably would require multiple reports.

Have a look at datasets and formula fields and let me know if you have any follow-up questions!

[Victor_Becerra]

Thank you for posting @KG800 !

I'm gonna tag a few community experts to help us out here:
Happy Wednesday @karstenkoehler @danmoyle and @RubenBurdin! would love your insights here!

Thanks in advance!

Victor