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HubSpot Contact Engagement Analyzer

Stop guessing who is going cold. Analyze engagement patterns and prioritize follow-ups with real data.

Engagement trackingFollow-up prioritizationContact scoringChurn prevention

The Challenge

Your CRM is full of contacts, but you have no idea which ones are actively engaged and which have gone silent. Manually checking email threads and call logs for each contact takes forever. By the time you notice someone has gone cold, it's often too late. This prompt analyzes communication patterns across your contacts and tells you exactly who needs attention right now.

What This Prompt Does

Pull Communications

Retrieve email, call, and meeting history for each contact

Score Engagement

Rate contacts as Hot, Warm, or Cold based on recency and frequency

Flag At-Risk

Surface contacts trending from Warm to Cold before they disengage

Create Follow-Ups

Add notes with recommended next steps on disengaged contacts

The Prompt

The Prompt

Task

Search contacts by segment using @HubSpot/Search ContactsName it "HubSpot/Search Contacts" and call it with @HubSpot/Search Contacts, pull full contact details with @HubSpot/Get ContactName it "HubSpot/Get Contact" and call it with @HubSpot/Get Contact, then retrieve communication history (emails, calls, meetings) via @HubSpot/Get Contact CommunicationsName it "HubSpot/Get Contact Communications" and call it with @HubSpot/Get Contact Communications. Score each contact by engagement recency and frequency, flag disengaged contacts, and create follow-up notes with @HubSpot/Create NoteName it "HubSpot/Create Note" and call it with @HubSpot/Create Note. Optionally update contact properties with @HubSpot/Update ContactName it "HubSpot/Update Contact" and call it with @HubSpot/Update Contact.

Example: Find all contacts in the "Enterprise" segment, analyze their engagement over the past 30 days, and flag anyone who hasn't responded to an email in 14+ days.

Input

The user will provide:

  1. A contact segment or filter (e.g., company, lifecycle stage, owner, list)
  2. The lookback period for engagement analysis (default: 30 days)
  3. Optionally, a threshold for "going cold" (default: 14 days with no response)

Example: "Analyze engagement for all contacts owned by Sarah in the last 30 days. Flag anyone going cold."

Context

Engagement Signals

High engagement:

  • Email replies within 24 hours
  • Multiple meetings scheduled
  • Inbound calls or chat messages
  • Form submissions or page views

Declining engagement:

  • Increasing response times
  • Fewer replies per email sent
  • Cancelled or no-show meetings
  • No inbound activity in 7+ days

Disengaged:

  • No email replies in 14+ days
  • No meetings in 30+ days
  • No inbound activity at all
  • Emails going unopened

Analysis Strategy

  1. Search HubSpot contacts matching the user's segment filter
  2. For each contact, pull their full profile and communication history
  3. Calculate engagement metrics: response rate, average response time, meeting frequency, last activity date
  4. Score contacts on a scale: Hot (active), Warm (slowing), Cold (disengaged)
  5. Flag contacts trending from Warm to Cold as priority follow-ups
  6. Create a follow-up note on each Cold contact with recommended next steps
  7. Produce a summary report grouped by engagement tier

Data Quality Rules

  • Only count two-way communications (not just outbound emails)
  • Weight recent activity higher than older activity
  • Flag contacts with no communication history as "no data" rather than "disengaged"
  • If a contact has been recently created, adjust thresholds accordingly

Output

Engagement Analysis Summary:

Contacts Analyzed: [count] Hot (Active): [count] Warm (Slowing): [count] Cold (Disengaged): [count] No Data: [count]

Priority Follow-Ups (Going Cold):

| Contact | Email | Last Reply | Days Silent | Emails Unanswered | Status | |---------|-------|------------|-------------|-------------------|--------| | [Name] | [email] | [date] | [days] | [count] | Warm → Cold | | [Name] | [email] | [date] | [days] | [count] | Cold |

Hot Contacts (Keep Momentum):

| Contact | Company | Last Activity | Response Rate | Next Meeting | |---------|---------|---------------|---------------|--------------| | [Name] | [Co] | [date] | [X]% | [date/none] |

Engagement Trends:

  • [X] contacts showed declining engagement this week
  • [X] contacts have gone completely silent
  • Average response time across segment: [X] hours
  • Top engaged contact: [Name] at [Company]

Notes Created: [count] follow-up notes added to Cold contacts Contacts Updated: [count] engagement scores written back to HubSpot

Example Usage

Try asking:

  • →"Analyze engagement for all my Enterprise contacts over the past 30 days"
  • →"Which contacts have stopped replying to emails in the last two weeks?"
  • →"Flag contacts going cold and create follow-up notes for each one"