How to | Build Registrant Based Reports

You can breakdown registrant, event, and session data in many different ways in HubSpot when using hapily.

Here are the 3 most common report types that our customers as for.  Feel free to follow along with the guides and put your own spin on their basic structure.

1. Event Registrations created over time (Days, Months, etc...)
2. Event Registrations broken down by Lifecycle Stage (Lead, Customer, etc...)
3. Event Registrations broken down by Traffic Source (Original, Latest, etc...)

📊 How to Create a Report Showing Registrants Created by Day in HubSpot

 

This guide walks you through creating a custom report in HubSpot that visualizes how many registrants were created each day using the hapily Registrants object.

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Step 1: Open the Reporting Tool

1. In HubSpot, navigate to Reporting from the main navigation bar.

2. Click Reports to open the Reports tool.

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Step 2: Create a New Custom Report

1. Click Create report.

2. Select Custom report and click Next.

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Step 3: Choose Your Data Source

1. In the data source selection screen, choose hapily Registrants as the primary data source.

   • Why? Because the “Create Date” on the Registrants object represents the exact moment someone registers.

   • Using this object ensures the report counts when each registration occurred, rather than relying on contact data.

2. Click Next to continue.

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Step 4: Configure the Chart Type

1. For your visualization, select the Vertical Bar Chart.

   • This format makes it easy to see the number of registrants per day at a glance.

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Step 5: Define the Y-Axis (Count of Registrants)

1. In the configuration panel, set the Y-Axis to Count of hapily Registrants.

   • This will represent the total number of registrants for each date.

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Step 6: Define the X-Axis (Create Date)

1. Locate the Create Date or Create Date & Time property.

   • If you don’t see it right away, use the search bar to find it.

2. Drag Create Date & Time to the X-Axis field.

   • This will group registrants by the date they were created.

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Step 7: Review Your Chart

• Once you’ve added both axes, the chart should now display bars representing the number of registrants created on each day.

• You can hover over each bar to see the exact count.

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✅ You now have a report showing daily registrant creation trends.

 

🎯 How to Create a Report Showing Registrants Broken Down by Lifecycle Stage in HubSpot

 

This guide walks you through creating a custom report that breaks down your hapily Registrants by their associated Contact Lifecycle Stage — giving you insight into what stage your event registrants are in within the customer journey.

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Step 1: Open the Reporting Tool

1. In HubSpot, click Reporting in the left-hand navigation.

2. Select Reports to open the Reports tool.

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Step 2: Create a Custom Report

1. Click Create report.

2. Choose Custom report and click Next.

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Step 3: Select Your Data Sources

1. For the Primary data source, choose hapily Registrants.

   • This ensures the report centers on each registration record.

2. Add a Secondary data source by clicking Add data source → choose Contacts.

   • Why? Because Lifecycle Stage is a Contact property, not a Registrant property.

   • Adding Contacts ensures each registrant’s associated contact record (and its properties) are available for reporting.

3. Click Next to continue.

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Step 4: Choose the Chart Type

1. Select Pie Chart as your visualization.

   • (You can also use a vertical bar chart if you prefer, but pie charts are ideal for category breakdowns.)

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Step 5: Define Your Metric (Values)

1. In the Values field, drag in Count of hapily Registrants.

   • This will measure how many registrants fall into each lifecycle stage.

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Step 6: Break Down by Lifecycle Stage

1. In the left-hand property selector, switch from hapily Registrant properties to Contact properties.

2. Search for Lifecycle Stage.

3. Drag Lifecycle Stage into the Break Down By field.

   • This will categorize your registrants by the current lifecycle stage of their associated contact record.

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Step 7: Review Your Report

• The chart will now display the proportion (or count) of registrants within each Lifecycle Stage (e.g. Subscriber, Lead, Marketing Qualified Lead, Customer, etc.).

• Hover over each section to see totals or percentages.

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Optional: Create a Snapshot Property (Advanced)

If you want to capture a registrant’s lifecycle stage at the time they registered, rather than their current one:

• Create a custom Registrant property called “Lifecycle Stage (at Registration)”.

• Use a workflow to copy the value of the associated Contact’s Lifecycle Stage into that property at the moment of registration.
  This gives you historical accuracy if contacts move stages later.

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✅ You now have a report showing the lifecycle stage distribution of your registrants!

 

🌐 How to Create a Report Showing Registrants Broken Down by Traffic Source in HubSpot

 

This guide explains how to build a custom HubSpot report that shows where your event registrants are coming from, based on their associated contact’s traffic source. This helps you understand which channels drive the most registrations.

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Step 1: Open the Reporting Tool

1. In HubSpot, click Reporting on the left-hand menu.

2. Select Reports to open the reporting dashboard.

3. Click Create Report to start a new one.

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Step 2: Choose a Custom Report

1. Select Custom Report.

2. Click Next on the top-right corner.

3. Choose to build the report from scratch.

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Step 3: Select Your Data Sources

1. Set hapily Registrants as your primary data source.

   • This ensures the report focuses on registrant records.

2. Add Contacts as a secondary data source.

   • Why? Because traffic data lives on contact records (in contact properties), not on the registrant object.

   • Making Contacts secondary ensures you only pull contacts that are associated with registrants — not every contact in your database.

3. Click Next.

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Step 4: Choose the Chart Type

1. You can visualize this in a few ways:

   • Vertical Bar Chart – best for simple comparisons

   • Pie or Donut Chart – great for share breakdowns

   • KPI or Summary Chart – for quick totals

2. For this example, select Vertical Bar Chart (you can switch later).

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Step 5: Define Your Metric (Values)

1. Under Values, add Count of hapily Registrants.

   • This will show the total number of registrants per traffic source.

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Step 6: Break Down by Traffic Source

1. Switch from hapily Registrant Properties to Contact Properties in the left panel.

2. Search for Traffic to find relevant properties.

   • You’ll see options such as:

     • Original Source → the channel where the contact was first created (e.g., organic search, social, email, offline).

     • Latest Source → the most recent channel the contact engaged through.

3. Drag Original Traffic Source (or Latest, depending on your goal) into the Group By field.

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Step 7: Review and Customize

• You’ll now see your registrants grouped by their contacts’ traffic sources.
  Common values include:

  • Organic Search

  • Email Marketing

  • Social Media

  • Paid Search

  • Direct Traffic

  • Offline Sources

• You can also experiment with:

  • Traffic Source Drill-Down 1 for deeper breakdowns (e.g., specific URLs or campaigns).

  • Pie Chart View for a visual share of sources.

  • KPI View for headline counts.

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Step 8: Optional — Capture a “Snapshot” of Traffic Source

If you want to preserve what the traffic source was at the time of registration:

1. Create a custom Traffic Source (at Registration) property on the Registrant object.

2. Build a workflow that copies the Contact’s Original or Latest Traffic Source into that property when a registrant is created.

3. Report directly on that registrant-level property for historical accuracy.

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Step 9: Finalize Your Report

• Adjust filters or visualization as desired.

• Save and name your report (e.g., “Registrants by Traffic Source”).

• Add it to a dashboard for ongoing tracking.

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✅ You now have a report showing where your registrants come from, based on traffic source data!