HubSpot’s calculated and rollup properties unlock powerful ways to report on data. Whether you want cleaner data, better segmentation, or actionable sales insights, these formulas will help you get more from your HubSpot investment. Below, discover seven practical calculated properties you can set up today-including example formulas and use cases. Without further redue:
Full Name Calculation
Starting simply, here’s something that will clean up your reporting, (and personalization too!). Put this in a calculated property (string) and put this in there.
concatenate([properties.firstname] , ” ” , [properties.lastname])
You can use these same principles to put any number of strings together. Concatenate is a complicated word that simple means ‘join’.
Hot/Lukewarm/Cold Deal Calculation (Based on Dates)
This relies on another property, “Days Since Last Activity” but you can substitute your own field. This is a rudimentary version of the ‘Real McCoy’ Lead Scoring tool that Hubspot offers, but if you need to divide your contacts into three groups, and don’t need all the bells and whistles, use this.
IF([Days Since Last Activity] < 7, “Hot”,
IF([Days Since Last Activity] < 30, “Lukewarm”, “Cold”))
I’m using Activity here, but you could use last marketing email open, or last deal, or last email open, or whatever else you want. In plain English, if it’s been less than a week since the last activity, that contact is considered “Hot”. If it’s less than a month, they’re considered Lukewarm. Any more, and they’re considered cold. You can adjust the numbers too. Season to preference!
State to Two-digit Code Fixer
This formula takes States, and takes those that are written out in full, ie, “Illinois” or those abbreviated “IL”, and makes them all in the abbreviated format. It is included in the resources below.
Phone Area Code Stripper (US only) (Ops Hub required)
This formula will strip the first three numbers out of a standardized phone number. This can help you group your contacts by region! Bear in mind this requires Ops Hub, as that contains the ‘LEFT’ formula. You can also experiment with the CUT formula to take out dashes or brackets.
LEFT([properties.phone], 3)
Simply put, it takes the first three characters of the phone number out and isolates them.
Count Rollups (Total Calls/Deals/Activities per Contact)
These are really powerful, as it can give you a quick total of all the associated deals, calls and activities for each contact. This can show you those that have been contacted the most, or not at all. Or those who aren’t yet customers vs those who’ve given you the most business.
How-To:
Use HubSpot’s rollup property to count associated records:
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Go to Settings > Properties
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Create a new property (e.g., “Total Calls”)
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Select Rollup as the property type
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Choose the associated object (e.g., Calls) and aggregation type (e.g., Count)
Total Rollups: Minutes on Calls/Meetings and Deal Amounts
This is an evolution of the formula before, but it’s getting more in depth. You can use these to sum or average any number from associated objects. So if you want the average deal amount, or the total minutes that contact has been on calls, you can use this. You could even compare those metrics to each other, or divide them up by fiscal year.
That ‘create condition’ function at the bottom is helpful to organize the related records. For example, if you only want the successful deals, you can add a filter to only take those with ‘Closed Won’ in the ‘Stage’ property.
Organizing Countries to Region
Many HubSpot users struggle to group contacts or companies by region because HubSpot doesn’t offer built-in country-to-region mapping. If you’re managing data across multiple countries and want to segment by continent (like Europe, Asia, North America, etc.), here’s a practical workaround you can use with minimal effort. It’s a simple copy/paste, I swear!
To address this, you can create calculated properties that automatically assign each country to a region. Here’s how:
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Create five separate calculated properties-one for each major region (e.g., Europe, North America, South America, Asia, etc.).
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Each property checks if the country matches a list of countries for that region and returns “true” or “false.”
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Bear in mind some countries (like Russia, Turkey, Azerbaijan, and Egypt) span more than one region, so you may see them counted in both.
Why Five Properties?
A single field can’t hold all the logic due to character limits, so splitting by region keeps things manageable and accurate.
How to Set This Up in HubSpot
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Log in and go to the gear icon (Settings).
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Navigate to “Properties.”
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Click “Create property.”
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Select the object type (e.g., Contact or Company).
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Name your property (e.g., “Is in Europe?”).
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Choose “Calculation” as the field type.
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Copy/Paste in the formula below that matches with the region you want to report on. Season to taste.
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Repeat for as many regions as you want.
Tips for Accuracy
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This works best on dropdown fields, as it ensures consistency (text fields may cause errors due to spelling variations).
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Double-check countries that belong to multiple regions to avoid double-counting.
So we take something like this, listing every country:
And using the calculated property “Region = Europe?” we can split them into a simple true or false:
Conclusion
This approach lets you quickly filter, group, and report by region in HubSpot. You’ll find the formulas for each region in the resources section below.
Have some feedback, or ideas for custom formulas of your own? Drop us a line – and lets work on it together!
