How to make a weekly appointments report
Creating a weekly appointments report in HubSpot involves building a custom report in the Reports module with date filters for the current week, grouped by day and agent. The process takes about 25 minutes the first time and reports can be scheduled for automatic delivery. In Teeo, you request the weekly summary and receive it in seconds.
How to do it in Teeo
“Give me this week's appointments report”
You receive the weekly summary grouped by day and agent, with totals and status for each appointment.
How to make a weekly appointments report in HubSpot: step by step
Requirements
- ·Detailed Meetings reports require Sales Hub Starter or above.
- ·Reports can be scheduled for automatic weekly email delivery from the 'Schedule delivery' option.
- ·If the team uses Google Calendar or Outlook connected to HubSpot, those meetings will also appear in reports.
Access the Reports module in HubSpot
Log in to app.hubspot.com. In the top navigation bar, click 'Reports'. Make sure you have the plan with access to custom reports.
Create a new custom report
In the Reports module, click 'Create report' and select 'Custom report builder' to build the report from scratch with the filters you need.
Select Meetings as the data source
In the report builder, search for and select 'Activities > Meetings' as the data source. This will bring all meeting records available in your account.
Define the weekly report columns
Add the following properties as columns: contact name, meeting date, time, meeting title or type, owner agent, and status (completed, cancelled, pending). Organize the columns in logical order.
Apply the weekly date range filter
In the filters section, add the 'Meeting date' filter and select 'is between' or 'this week'. If you choose 'This week', HubSpot will automatically show meetings from Monday to Sunday of the current week.
Group data by day of the week
In the report grouping options, select 'Group by: Meeting date' and choose 'Day' granularity. This will organize appointments grouped by day for a clear view of the weekly distribution.
Add a breakdown by agent (optional)
To see how many appointments each agent had, add a second grouping level by 'Meeting owner'. This will show a table with appointments by day and by agent within each day.
Preview and adjust the report
Click 'Apply' to apply all filters and groupings. Review the report: verify totals are correct and all agents' information is included. Adjust columns or filters if needed.
Save the report and schedule weekly delivery
Click 'Save' and give it a descriptive name like 'Weekly appointments report'. To have it sent automatically each week, click the three dots on the saved report and select 'Schedule delivery'. Set the weekly frequency, send day and time, and recipients.
Frequently asked questions
Can I schedule the weekly appointments report to be sent automatically in HubSpot?
Yes. Once the report is saved, click the three dots (⋯) next to the report name and select 'Schedule delivery'. You can set up automatic weekly email delivery specifying the day, time, and recipients. This feature is available on paid plans.
Does HubSpot's weekly report include cancelled and rescheduled appointments?
Yes, as long as you add the 'Status' field as a column in the report. You can filter to show all appointments (completed, cancelled, no-shows) or apply specific filters to see only completed or pending ones depending on your needs.
How many meetings can HubSpot record per week?
There is no limit on the number of meetings HubSpot can record. However, the Meetings tool has limits on the number of active scheduling links depending on the plan: the free plan has 1 personal link, and paid plans allow multiple links per user and team links.