# HubSpot Contact Engagement Analyzer

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

Source: https://cotera.co/solutions/sales/hubspot-contact-engagement-analyzer

---

- **Team:** Sales
- **Tools:** HubSpot
- **Difficulty:** medium
- **Setup time:** 10 min
- **Time saved:** 1 hour per day

## How it works
1. **Pull Communications** — Retrieve email, call, and meeting history for each contact
2. **Score Engagement** — Rate contacts as Hot, Warm, or Cold based on recency and frequency
3. **Flag At-Risk** — Surface contacts trending from Warm to Cold before they disengage
4. **Create Follow-Ups** — Add notes with recommended next steps on disengaged contacts

## Example requests
- 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

## Prompt

```markdown
## Task

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

## Related reading
- [AI Email Finder Sales Prospecting](https://cotera.co/articles/ai-email-finder-sales-prospecting.md)
- [AI Sales Call Notes Crm](https://cotera.co/articles/ai-sales-call-notes-crm.md)
- [AI Sales Prospecting Automation Guide](https://cotera.co/articles/ai-sales-prospecting-automation-guide.md)