How to Create Custom HubSpot Reports for Better Insights on Your SMS Efforts

Learn how to create custom HubSpot reports for your SMS campaigns. Gain insights, make informed decisions, and optimize your SMS marketing efforts.

Adam Horsman

Updated: Oct 16, 2024

How-To Guide HubSpot

HubSpot SMS Reporting

With the creation of custom reports for HubSpot SMS reporting metrics, you can analyze records and activities in your HubSpot account across almost any dimension. The focus on this post will be the creation of three custom reports to track outbound text messaging performance directly in your HubSpot account.

In this article, we provide a step-by-step guide to creating HubSpot custom reports for your Sakari SMS text messaging campaigns. The reports will use the HubSpot text messaging integration from Sakari.

How to Create HubSpot Text Messaging Custom Dashboard Reports

Step 1: Confirm Account Setup

Prior to setting up your custom reports, you need to ensure you have all of the accounts needed. You will need an account with both HubSpot and Sakari to add HubSpot SMS metrics to your HubSpot account:

1. HubSpot Account

If you don’t already have a HubSpot account, can you get started for free here: HubSpot

2. Sakari SMS Account

Sakari is the HubSpot text messaging service we’re using to send text messages in HubSpot. If you don’t have an account, sign up for a free trial of Sakari here.

Step 2: Create New Custom Properties

We need to create two new custom HubSpot properties to measure our text messaging history. You can call these whatever you like, but we’ve named them:

Total SMS Sent Qty – this is a number field that will measure the total number of text messages sent to a HubSpot contact.
Last SMS Sent Date – this is a date field that will indicate the last date a text message has been sent to a contact.

To get started with the creation of the custom HubSpot properties, click the “gear” icon in the HubSpot top navigation bar.

How to Create Custom HubSpot SMS Reporting Metrics

Select Properties from the left navigation menu.

On the “Contact Properties” sheet, click the orange “Create a property” button.

Step 3: Define the HubSpot Custom Properties

We will be creating two new custom contact properties to measure our HubSpot text messaging performance. One is numeric, measuring the total SMS sent, the second is a date, which measures the last date a text message in HubSpot was sent.

Custom Property #1 - Total SMS Sent Qty Custom Property

Label – Total SMS Sent Qty
Internal Name – [populated automatically]
Description – [optional]
Field Type – Number (select from the pulldown list)

Custom Property #2 - Last SMS Sent Date Custom Property

Label – Last SMS Sent Date
Internal Name – [populated automatically]
Description – [optional]
Field Type – Date picker (select from the pulldown list)

Step 4: Create the Workflow

Now that we have created two new custom properties to measure our HubSpot texting performance, we need to update them each time a text message in sent in HubSpot. To do that, we will create a new contact-based workflow.

This workflow will be triggered by each outbound text message in HubSpot to a contact. When it runs, it will increment the Total SMS Sent Qty field by 1, and it will update the date of the Last SMS Sent Date field for the contact that received the text message.

To get started with the workflow, click “Workflows” in the HubSpot top navigation.

We will create a contact-based workflow from scratch. Click the orange “Create workflow” button.

Now we are ready to define our trigger. Click the orange “Set enrollment triggers” button.

Using our HubSpot SMS integration trigger from Sakari, select the “SMS Sent” trigger option. Then filter the trigger results where the “Message ID” is known.

Important: Before saving, be sure to click the “Re-enrollment” tab and ensure that all re-enrollment has been turned on. Failing to do this will only allow the workflow to execute once for each contact.

Click “Save” to save the workflow trigger.

Step 5: Update Last SMS Sent Date Property

Now we will add an action to update the Last SMS Sent Date property each time a text message from HubSpot is sent.

Click the orange “Add an action” button.

Click the “Set contact property value” button.

In the contact property pulldown, select the Last SMS Sent Date property. Select “Date of step” as the new property value. This will update the Last SMS Sent date field to the the date the workflow was executed (the day the text message was sent).

Step 6: Update Total SMS Sent Qty Property

Now we will add an action to update the Total SMS Sent Qty property each time a text message from HubSpot is sent. Each time the workflow executes will we increment the property by 1. This will give us a count of total HubSpot text messages sent for the contact.

Click the grey “+” button to add a new action.

Select the “Increase contact property value” button.

From the contact property pulldown, select “Total SMS Sent Qty” and a numeric value of 1. This will increment the contact property by a quantity of 1 each time a text message is sent in HubSpot.

Name Workflow and Turn it On

Now we will give our workflow a name and review it to turn it on.

Step 7: HubSpot Custom Reports

Now that we’ve created custom properties and built a workflow to update them, we are ready to create custom HubSpot text messaging reporting. We will walk through three different examples of customer reporting.

The steps outlined in Step 7 will be repeated when creating all three of the custom HubSpot reports.

To start creating a new HubSpot custom report, in the top navigation go to Reports > Dashboards.

Click the orange “Add report” button.

Click the “Create custom report” button.

Now we will select a “Single data set” report, using a contact data set. Click the “Next” button to proceed.

Step 8: Create Last SMS Sent Qty Report

This report measures the total count of contacts based on the last date of a sent text message.

Creating the Report

Beginning with the steps outlined in Step 7 above, we begin by adding the “Last SMS Sent Date” as a selected property. Click the orange “Next” button to proceed.

Now we will create the visualization for this custom report by selecting the following:

Filters – use a time range of your choice
Chart Type – line
Frequency – weekly
Configuration – Configure the chart to display Last SMS Sent Date measured by the Count of Contacts

Step 9: Create the SMS Sent by Contact Owner Pie Chart

This report measures the total number of text messages sent by contact owners over a defined period of time in a pie chart format.

Creating the Report

Beginning with the steps outlined in Step 7 above, we will add the “Contact Owner” and “Total SMS Sent Qty” as selected properties. Click the orange “Next” button to proceed.

Now we will create the visualization for this custom report by selecting the following:

Filters – use a time range of your choice
Chart Type – pie
Configuration – Configure the chart to display the Contact Owner measured by Total SMS Sent Qty [Total]

Step 10: Create the SMS Sent by Contact Owner Table

This report measures the total number of text messages sent by contact owners over a defined period of time in a table format.

Creating the Report

Beginning with the steps outlined in Step 7 above, we will add the “Contact Owner” and “Total SMS Sent Qty” as selected properties. Click the orange “Next” button to proceed.

Now we will create the visualization for this custom report by selecting the following:

Filters – use a time range of your choice
Chart Type – table
Configuration – Configure the table as a summarized data table, displaying the Contact Owner measured by Total SMS Sent Qty [Total]

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Adam Horsman

Adam is the Co-Founder of Sakari. Sakari is a business SMS service for sending text message alerts, reminders, events and notifications to customers and employees, wherever they are. Manage your entire business messaging in one location, with unlimited users, branch accounts and integration with over 1,300 applications.

How to Create Custom HubSpot Reports for Better Insights on Your SMS Efforts

In This Blog

HubSpot SMS Reporting

Step 1: Confirm Account Setup

1. HubSpot Account

2. Sakari SMS Account

Step 2: Create New Custom Properties

Step 3: Define the HubSpot Custom Properties

Custom Property #1 - Total SMS Sent Qty Custom Property

Custom Property #2 - Last SMS Sent Date Custom Property

Step 4: Create the Workflow

Step 5: Update Last SMS Sent Date Property

Step 6: Update Total SMS Sent Qty Property

Name Workflow and Turn it On

Step 7: HubSpot Custom Reports

Step 8: Create Last SMS Sent Qty Report

Creating the Report

Step 9: Create the SMS Sent by Contact Owner Pie Chart

Creating the Report

Step 10: Create the SMS Sent by Contact Owner Table

Creating the Report

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Adam Horsman

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