Create Custom Call and Meeting Outcomes in HubSpot

HubSpot gives sales and service teams powerful tools to track every customer interaction. One of the most useful features is the ability to create custom call and meeting outcomes so your reports and pipelines reflect exactly what happens on each interaction.

This guide walks you step by step through creating, editing, and managing custom outcomes for both calls and meetings, following the options available in the HubSpot settings.

Understanding Call and Meeting Outcomes in HubSpot

Outcomes help you standardize how your team logs call and meeting results. Instead of scattered notes, your reps select consistent values from a list, which improves reporting and forecasting.

In HubSpot, you can:

• Use the default outcomes that ship with the platform.
• Add new custom outcomes to match your process.
• Reorder outcomes to show the most common at the top.
• Set default outcomes for specific calling integrations.
• Delete or deactivate outcomes you no longer need.

Call outcomes apply to logged and placed calls, while meeting outcomes apply to scheduled and completed meetings on records and in the scheduling tools.

How to Access Calling Settings in HubSpot

To manage call outcomes, you first need to open the calling settings inside your HubSpot account.

Steps to Open Calling Settings in HubSpot

1. In your HubSpot account, click the settings icon in the main navigation.
2. In the left sidebar, navigate to the section related to Calling or Objects & Activities depending on your account layout.
3. Select the calling configuration area where call outcomes are listed.

Once you are in the calling configuration panel, you will see the existing outcomes HubSpot provides by default along with any you have already created.

Create Custom Call Outcomes in HubSpot

Custom call outcomes let you capture your team’s unique follow-up paths and dispositions. Use short, clear labels that any rep can understand at a glance.

Step-by-Step: Adding a New Call Outcome

1. Navigate to the calling settings area as described above.
2. Find the section labeled Call outcomes.
3. Click Add outcome or a similar button to create a new option.
4. Enter a name for the outcome. Examples include:
   • Left voicemail – callback requested
   • Qualified – next meeting booked
   • Not a fit – no follow-up
5. Save the new outcome so it appears in the call logging dropdown.

After saving, the new outcome becomes available wherever your team logs calls in HubSpot, such as contact records or the calls index.

Best Practices for Custom Call Outcomes in HubSpot

• Keep names concise but descriptive.
• Cover the most common call results, not every edge case.
• Align outcomes with your pipeline stages and follow-up actions.
• Review outcomes with your sales and service leaders before publishing widely.

Reorder Call Outcomes for Better Usability in HubSpot

The order of outcomes matters because busy reps will typically choose the first relevant option they see. HubSpot allows you to reorder outcomes so the most frequent appear at the top of the list.

How to Reorder Call Outcomes

1. In the calling outcomes settings, locate the list of existing outcomes.
2. Use the drag-and-drop handle next to each outcome to move it up or down the list.
3. Place your most commonly used outcomes near the top.
4. Confirm your changes; the new order will apply wherever outcomes are selected.

Reordering outcomes in HubSpot does not change historical data; it only updates how the options appear going forward.

Delete or Deactivate Call Outcomes in HubSpot

Over time, some outcomes become obsolete as your process changes. You can remove them from the list, but you should do so carefully to preserve reporting integrity.

Guidelines for Removing Call Outcomes

• Review current reports to understand where the outcome is used.
• Communicate changes to your team so they adopt new outcomes consistently.
• Map old outcomes to newer equivalents when possible.

In the outcomes settings panel, select an outcome and look for options such as Delete or Remove. Depending on your subscription and interface version, HubSpot may either fully delete the outcome or simply hide it from future use while preserving historical records.

Set Default Outcomes for Calling Integrations in HubSpot

If your team uses an external calling integration connected to HubSpot, you can often define default outcomes so activities are logged consistently even when the call provider triggers the activity.

Configuring Default Outcomes

1. Open the calling settings in your HubSpot account.
2. Locate the area specific to your integrated calling provider.
3. Assign default outcomes for scenarios such as:
   • Call answered
   • No answer
   • Voicemail reached
4. Save the configuration so new calls logged via the integration use these defaults.

This setup reduces manual work for reps while keeping your HubSpot activity timeline accurate.

Create Custom Meeting Outcomes in HubSpot

Meeting outcomes in HubSpot work similarly to call outcomes, but they are tied to meetings booked and completed on contacts, companies, deals, and tickets.

Where Meeting Outcomes Appear

Reps can set or update meeting outcomes in several places, including:

• The meeting activity on a record timeline.
• The scheduling pop-up or sidebar.
• Certain integrated calendar or meeting tools that sync to HubSpot.

Steps to Add Custom Meeting Outcomes

1. Go to your HubSpot settings.
2. Navigate to the activities or meetings configuration section.
3. Locate the list of Meeting outcomes.
4. Click to add a new outcome.
5. Name the outcome clearly, such as:
   • Discovery completed
   • Demo delivered
   • No show – reschedule
6. Save your changes.

These new options will then be available whenever your team logs or edits a meeting in HubSpot.

Best Practices for Meeting Outcomes in HubSpot

Thoughtful meeting outcomes help you understand meeting quality and next steps across your funnel.

• Align outcomes with stages in your sales or onboarding process.
• Include outcomes that indicate both success and failure to progress.
• Use outcomes to drive automated workflows, such as follow-up tasks or emails.
• Audit outcomes regularly to ensure they still match your current process.

Reporting on Outcomes in HubSpot

Once call and meeting outcomes are properly configured, they become valuable dimensions in your reporting. In HubSpot reports and dashboards, you can group and filter by outcomes to see patterns.

Examples of Outcome-Based Reports

• Number of calls with a specific outcome over a given time period.
• No-show rate for meetings by owner or team.
• Conversion rates from one meeting outcome to the next stage.
• Correlation between call outcomes and closed-won deals.

Using consistent outcomes across teams allows you to compare performance and refine your playbooks with data.

Additional Resources for HubSpot Configuration

For the full, official documentation on creating custom call and meeting outcomes, refer to the HubSpot Knowledge Base article: Create custom call and meeting outcomes.

If you need strategic help designing your processes, building reports, or optimizing your CRM setup, you can also work with specialized HubSpot consultants such as Consultevo.

By configuring clear, consistent outcomes for calls and meetings, your team will capture better data, improve follow-up, and unlock more accurate reporting across your entire HubSpot account.

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