How to Track Total Number of Contacts within a Target Company by Lifecycle Stage

Use calculated properties in HubSpot to easily track the number of contacts at each lifecycle stage within your target companies.

Ever wished you had a clearer picture of how many contacts are at each lifecycle stage within your target companies? This knowledge is a goldmine for sales and marketing alignment, allowing you to pinpoint highly engaged accounts, tailor your outreach, and automate key processes. While HubSpot doesn't offer a built-in solution for this, a few clever calculated properties can unlock this powerful insight.

Here's how to set it up:

Step 1: Create Calculated Properties for Each Lifecycle Stage

1. In your HubSpot account, go to Settings > Properties > Company Properties.
2. Click Create property and choose Rollup.
3. Configure the property:
   • Property name: Give it a descriptive name (e.g., "Number of MQLs").
   • Rollup type: Select Count.
   • Associated record type: Choose Contact.
   • Associated record property: Select Lifecycle stage.
   • Condition: Set the lifecycle stage condition. For example, "Lifecycle stage is equal to Marketing Qualified Lead."
4. Repeat: Replicate this process for each lifecycle stage you want to track (SQL, Opportunity, etc.), adjusting the condition accordingly.

Step 2: Create another summary property (optional)

1. Click Create property and choose Calculated property.
2. Configure the property:
   • Property name: Choose a name like "Total MQLs and above".
   • Data type: Select Custom equation.
   • Equation: Add all the previously created lifecycle stage properties together (e.g., # of MQLs + # of SQLs + # of Opportunities).

You now have a dynamic system for tracking the number of contacts at each lifecycle stage within your target companies. This data can be readily viewed on company records, used for segmentation, and incorporated into your workflows.

Top tip: Create a report showing these numbers in a summarised report which you can pop into the company record via the record customisation feature. This will allow you to, at a glance, get an understanding of how engaged that company is. 

Author: Bridget Pyne 

Marketing Manager