HubSpot Reporting Question — Tracking Meetings by Calendar (Not Organizer/Owner) We internally know which meeting calendars belong to which AEs, but HubSpot is telling us there’s no native way to report on meetings by the calendar / meeting link used — only by meeting owner or organizer. Our setup: BDRs book meetings using the AE’s meeting scheduler links
BDRs do not attend or host the calls
AEs run the demos, so the BDR is not the organizer and often not even a participant
As a result, HubSpot attributes meetings inconsistently, and we can’t accurately track booking volume by AE calendar / meeting link, or tie bookings back to the correct BDR activity. What we’re trying to do: • Track meetings by which meeting calendar/link was used • Roll that up by day, week, month, quarter, year • Attribute meetings correctly to both: The AE calendar used The BDR who booked it Has anyone successfully set this up in HubSpot? Open to any workarounds (custom properties, workflows, API, naming conventions, etc.).
Are you using the hubspot native calendar booking links? Think other platforms/integrations (ex. Calendar) add a property.
Leander H. Hey Leander H.! This is a common pain point. HubSpot doesn't natively track which meeting link was used or who booked it. But here's a workaround using UTM parameters on your meeting links:
https://meetings.hubspot.com/[ae-username]?utm_campaign=ae-john-smith&utm_source=bdr-mike-wilson&utm_medium=cold-call
HubSpot automatically captures these into Contact properties:
Campaign of last booking in meetings tool → your AE identifier
Source of last booking in meetings tool → your BDR identifier
The catch here is, these get overwritten on each new booking. So create a simple workflow:
Trigger: Form submission (select your meeting links)
Actions: Copy those UTM properties into custom properties on the Meeting object (HubSpot now supports this!) — something like "AE Calendar" and "Booked By BDR"
Enable re-enrollment
This gives you meeting-level attribution you can report on by day/week/month/quarter, and it won't get overwritten when the contact books again.
I work in Hubspot. So, if you need any help setting this up, happy to help.
Leander H. This is a very real HubSpot limitation. We’ve solved this with a workaround that captures meetings at the moment they’re booked, identifies the calendar/meeting link used, and attributes it back to both the AE calendar and the BDR who booked it. It also supports rolling this up by time periods without relying on meeting owner or organizer logic. Happy to share more details in the DM
HubSpot doesn’t make the meeting link or calendar a reportable field. Reporting is limited to meeting owner or organizer. What people usually do instead is .Use a consistent meeting name or meeting type per AE and report on that .Add an AE identifier to the meeting link (query param) and store it on the contact .Capture “booked by BDR” as a contact property at booking time If you need clean attribution for both AE calendar and BDR, it generally requires API or a small custom object. Otherwise the data will stay inconsistent.
