Properties Cheat Sheet

How to Familiarize Yourself with Standard HubSpot Properties

By: Andrew Cauldwell
Quick Refresher
Where do I access property settings?
- Settings > Properties

How do I filter for a specific object?

- Settings > Properties

How do I read the property table?

- Group: Used for CRM organizational purposes
- Name: Name of the property
- Used In: Asset and tools where a property is
referenced

What do the terms in the create a property

screen mean?
- Label: Name of the property
- </> Icon / Internal name: Backend name used
for unique identification purposes and API calls
- Description: Conveys additional detail about
the property
Index

01 02 03 04 05
Field Types Contacts Companies Deals Tickets

Text Input Invaluable Properties Invaluable Properties Invaluable Properties Invaluable Properties
Choosing Options Top User-created Top User-created Top User-created Top User-created
Values Properties Properties Properties Properties
Other Often Interchanged Often Interchanged
01 - Field Types
Text Input

Choosing Options

Values

Other
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Field Types: Part 1

Text Input
Name Holds Filter Rules Customization

Single-line text Text & numbers without line – Contains any of – Require unique value**
breaks – Equal to any of – Min. character limit
– Is known/unknown – Max. character limit
– Starts/ends with – Restrict to numeric values
– Has ever been/not been – Don’t allow special
characters

Multi-line text Text & numbers with line – Contains any of – Require unique value**
breaks – Equal to any of – Min. character limit
– Is known/unknown – Max. character limit
– Starts/ends with – Restrict to numeric values
– Has ever been/not been – Don’t allow special
characters

Phone number Text & numbers without line – Contains any of N/A
breaks – Equal to any of
– Is known/unknown
– Starts/ends with
– Has ever been/not been
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Field Types: Part 2

Choosing Options
Name Holds Filter Rules Customization

Single checkbox Boolean values –Equal to / Not equal to N/A

–Is known/unknown
– Has ever been equal to /
not been equal to

Multi checkbox Pre-defined options(select – Is any of / not any of N/A

one or more) – Is known / unknown
– Is equal to all of / not equal
to all of
– Has ever been any of / not
been any of

Dropdown select Pre-defined options (choose Same as Multi checkbox N/A

one)
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Field Types: Part 3

Choosing Options 2
Name Holds Filter Rules Customization

Date picker Date or Datetime* – Is equal to N/A

– Is before / after
– Is between / not between
– More than / less than X
days ago
– More than / less than X
days from now
– Is known / unknown

Radio select Text & numbers with line Same as Multi checkbox N/A
breaks

* See next slide

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Field Types: Part 4

Date vs Datetime
Date picker – Only calendar dates
Datetime picker – Calendar dates and time of day

❏ When viewing a datetime property, HubSpot uses the user's time zone. In workflows,
lists, and other HubSpot tools, the system uses the account's time zone for filtering
[Settings > Account Defaults].
❏ Most HubSpot standard properties are datetime. Custom properties can be either
date or datetime.

Troubleshooting tip: If a workflow or other HubSpot tool is rejecting a date value, check if
your property is formatted as date or datetime. Certain calculation properties require a
datetime property, and will otherwise return a 01.01.1970 calculation.
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Field Types: Part 5

Values
Name Holds Filter Rules Customization

Number Numerical values – Is equal to / not equal to – Require unique value**

– Is less than / greater than – Min. character limit
– Is less than or equal to / – Max. character limit
greater than or equal to – Limit number of decimal
– Is known / unknown places

Calculation Strings, booleans, dates, or – Depends on the output – Default calculation

numbers selected. properties = N/A
– e.g. string would match – Custom calculation
single-line text properties = depends on your
custom setup

Score Numerical output – Is equal to / not equal to N/A

– Is less than / greater than
– Is less than or equal to /
greater than or equal to
– Is known / unknown
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Field Types: Part 6

Other
Name Holds Filter Rules Customization

Rich Text Text and numbers with line – Contains any of N/A
breaks and formatting – Equal to any of
options – Is known/unknown
– starts/ends with
– Has ever been/not been

File File URLs or IDs – Contains any of – File visibility = Private or

– Equal to any of Public
– Is known/unknown – Public = url value shareable
– starts/ends with externally
– Has ever been/not been – Private = File restricted to
Hubspot users

HubSpot User Pre-defined options (based on – Is any of / not any of N/A

users in the account) – Is known / unknown
– Is equal to all of / not equal
to all of
– Has ever been any of / not
been any of
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Field Types: Part 7

Other - 2
Name Holds Filter Rules Customization

Property Sync (NEW) Strings, booleans, dates, or – Depends on the output N/A
numbers selected.
– e.g. string would match
single-line text

Syncs pre-existing property of your choice to another object.

- If the “from” object has more than one association to the “receiving” object, you need to choose either
the first or last associated record as the sync logic.
- e.g. Contact First Name property sync to its associated Company record
- e.g. Jane has two companies, Personal and Business, with Personal being the first associated.
Selecting ‘first created’ in the property setup would sync to the Personal company.
02 - Contacts
Invaluable Properties - Set yourself up for success in your CRM with these useful properties

Top User-created Properties - Most frequently created properties outside of the default options

Often Interchanged - Properties with similar names that serve different purposes
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Contacts: Part 1

Invaluable properties - 1
Name Description Use-cases

Record ID Unique identifying number for the record APIs,imports, and workflow troubleshooting.
You can quickly grab this from the url when
viewing a record*

NEW Record source detail 1, 2, & 3 Source of how a contact was created. Detail Identifying where a contact came from.
properties 1, 2, & 3 get more specific. Record source properties improved iteration of
original source and drill-down properties.
Property data starts for records created Feb
2024 onward.

Email hard bounce reason Lists reasons related to marketing email Troubleshooting why a marketing email on the
Email hard bounce quarantine deliverability contact timeline shows “email not sent”.
Can be used to build exclusion lists for marketing
emails

* e.g. app.hubspot.com/contacts/portalID/record/0-1/12345 → 12345 = Record ID

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Contacts: Part 2

Invaluable properties - 2
Name Description Use-cases

Marketing contact status source type Indicates the tool that set the latest marketing Identifying how marketing contacts are being set
contact status value

Marketing contact status source name ID of specific activity setting the marketing Additional insights for marketing contact status
contact status value sources. Useful for sorting marketing contacts
into groups for managing data

Marketing contact until next update Boolean value Making lists to see who is queued for
non-marketing status
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Contacts: Part 3

*
Top User-created Properties
When the default options need a boost

Name Example use case

Contact Type Granular breakdown of the default Persona property. Perhaps

lots of contact fits a certain Persona, so there needs to be
another step for specific marketing and outreach [single-line
text, dropdown select, or radio select options]

Full Name Setting up a streamlined user experience on forms. This takes 2

properties and consolidates into one. (with Operations Hub, you
could convert this data into First and Last name properties with
a workflow)

UTM Source Setting up advanced analytics tracking with form submissions.

You can use query strings and hidden form fields to analyze
how a contact got to your form.

* Data pulled from 12 week rolling date range

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Contacts: Part 4

Often Interchanged
Names Clarification

Number of sales activities Number of sales activities: The total number of sales activities
logged for the contact. Includes: calls, chat conversations,
Number of times contacted LinkedIn messages, postal mail, meetings, notes, sales email,
SMS message, task, or WhatsApp message

Number of times contacted: Does not include tasks and notes.

Last engagement date Last engagement date: The last date and time of one-to-one
email opens and clicks, lead revisit notifications, meeting
Sends since last engagement bookings, and form submissions on the contact record.

Sends since last engagement: The number of marketing emails

that have been sent since the last engagement, specifically email
open or link click.
03 - Companies
Invaluable Properties - Set yourself up for success in your CRM with these useful properties

Top User-created Properties - Most frequently created properties outside of the default options
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Companies: Part 1

Invaluable properties - 1
HubSpot Insights

Auto-populated properties when creating a company in

the CRM with the company domain name property. The
Insights database sources are 3rd party data, web
crawling, and crowdsources.

Navigation: Settings > Objects > Companies > Fill ● Name

company properties using HubSpot Insights database. ● Number of employees
● Year founded
● Phone number
● Annual revenue ● Postal code
● City ● State/Region
● Country ● Street address
● Description ● Street address 2
● Facebook company page ● Time zone
● Industry ● Total money raised
● Is public ● X account handle*
● LinkedIn bio ● Web Technologies
● LinkedIn company page ● Website URL

*Formerly, Twitter
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Companies: Part 2

Invaluable properties - 2
Name Description Use-cases

Company Domain Name Unique identifying string for deduplication Import records to update or create new without
creating duplicates.
Part of the automatic contact association logic
[Settings > Objects > Companies].

Number of associated contacts Number of contacts associated with a company Use in home page views & lists to quickly see
record how many contacts are associated with a record.
Troubleshooting companies that have more
contacts than expected.

Number of form submissions Total number of submissions by all contacts Use in custom score property criteria to track
associated with a company engagement.
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Companies: Part 3

Top User-created Properties*

When the default options need a boost

Name Example use case

Email A company has several associated contacts, and you want to

use the company as your primary source of truth. Adding an
email property for the company can streamline communication
and data access.

Notes There is some key information that does not fit into any existing
properties. A notes property can be a handy place one-stop
place to store that data instead of individual ones to store one
specific piece. [multi-line or rich text options]

Status You use an account-based marketing strategy and need

another property for specifics on where an account is at in the
buying process. [single-line text, multiple checkbox, dropdown
select, or radio select options]

* Data pulled from 12 week rolling date range

04 - Deals
Invaluable Properties - Set yourself up for success in your CRM with these useful properties

Top User-created Properties - Most frequently created properties outside of the default options

Often Interchanged - Properties with similar names that serve different purposes
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Deals: Part 1

Invaluable properties
Name Description Use-cases

Deal Type Categorizing your deals. Default options Organize your deals with the pre-built or custom
provided by HubSpot: New Business & Existing options to improve reporting and pipeline clarity.
Business

Number of sales activities Total number of activities associated with the Track sales reps productivity on their deals.
deal including: calls, notes, tasks, chat Build a list of deals filtered for specific stages in
conversations, Linkedin messages, postal mail, the pipeline and add this property to the table
sales email, meetings, SMS, or Whatsapp view for productivity trends.
messages

Priority Level of attention needed on the deal Create lists or homepage views of deals sorted
by their priority.
Create workflow automations to remind sales
reps with tasks when a deal is marked as high
priority.
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Deals: Part 2

Top User-created Properties*

When the default options need a boost

Name Example use case

Deal Source Your sales team works primarily out of deals and wants to
see details on where a deal was generated from. [single-line
text, dropdown select, and radio select options]

Email Similar to companies, for reps working primarily out of the

deal object, it would be helpful to store the contact’s email
on the deal record for streamlined communication.

Industry Companies have an Industry property, why not deals, too?

This one would fit well with the Property Sync field type.

* Data pulled from 12 week rolling date range

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Deals: Part 3

Often Interchanged
Names Clarification

Amount Amount: the total value of the deal in the deal's currency, if
your HubSpot account uses more than one currency.
Amount in company currency
Amount in company currency: the total value of the deal in
Weighted amount your selected company currency, when your HubSpot
account uses more than one currency.
– calculated on exchange rate in the account

Weighted amount: the Amount multiplied by the Deal

probability.
- Deal probability is set via the current deal stage in
the pipeline
- Settings > Objects > Deals > Pipelines
05 - Tickets
Invaluable Properties - Set yourself up for success in your CRM with these useful properties

Top User-created Properties - Most frequently created properties outside of the default options
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Tickets: Part 1

Invaluable properties
Name Description Use-cases

First agent email response date Date of the first email response from a user. Report on support reps response time and
Applies for email sent in the conversations inbox productivity.
or ticket record. Datetime property. Evaluate efficiency trends over time and areas of
improvement.

Time to close SLA ticket status Status values for a ticket based on given SLA for Track reps SLA compliance and performance in
a ticket closure. Dropdown select options: Active reports.
SLA, Due soon, Overdue, SLA completed on time, Build workflow automations for Due soon or
SLA completed late. Overdue statuses to remind support reps to
Only applicable if SLA’s have been setup action accordingly.

Resolution Action taken to resolve the ticket. Radio select Use the pre-built or custom options to track
property. resolution types.
Build reports or homepage views to track
common resolutions, such as resolved with
documentation as a starting point for a
knowledge base/ FAQ page.
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Tickets: Part 2

Top User-created Properties*

When the default options need a boost

Name Example use case

Ticket Type You can organize support cases for reporting, and depending on
your subscription, set up routing rules to specific reps based on the
value.

Due Date Report on cases that are still open past their due date. This custom
property can be used in tandem with or separately to the default
‘Time to close SLA due Date’ property

Industry Companies have an Industry property, why not deals, too?

This one would fit well with the Property Sync field type.

* Data pulled from 12 week rolling date range