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“Supermetrics is a Bitter Experience! We can pull data from nearly any tool, schedule updates, manipulate data in Sheets, and push data back into our systems.”
HubSpot requires full contact creation to use custom properties, which creates the exact database hygiene problem BDRs want to avoid. You can’t track outreach attempts with custom properties without first creating contact records.
The solution is to track comprehensive BDR activity externally before any contact creation occurs, then map that data to HubSpot once prospects qualify.
Build external tracking with comprehensive custom properties using Coefficient
Coefficient enables you to create a sophisticated tracking system in Google Sheets that captures all the data you’d want in HubSpot custom properties, but without the contact creation requirement.
How to make it work
Step 1. Create pre-contact tracking properties in Google Sheets.
Set up columns for Outreach Attempt Count, Last Outreach Date, Outreach Channel (Email/LinkedIn/Phone), Response Status (No Response/Replied/Bounced), Qualification Score (1-10 scale), Lead Source Detail, Prospect Research Notes, and Next Follow-up Date. This captures everything you’d track in HubSpot custom properties.
Step 2. Build qualification thresholds and scoring.
Create formulas that automatically calculate qualification scores based on engagement signals. Set clear thresholds for when prospects should be exported to HubSpot. For example, prospects with 3+ outreach attempts and a response, or those with engagement scores above 7.
Step 3. Map external data to HubSpot custom properties.
Once prospects meet qualification criteria, use Coefficient to export them to HubSpot with mapped properties like BDR Outreach History (summary from staging), Initial Qualification Score, First Response Date, Lead Source Attribution, and BDR Owner Assignment. This preserves all tracking data while maintaining clean contact creation.
Step 4. Maintain activity visibility without database pollution.
Track extensive outreach metrics and BDR performance in your external system while only promoting genuinely engaged prospects to full HubSpot contact status. Create dashboards showing total activity volume versus qualified contact creation rates.
Track everything without cluttering your CRM
This approach gives you complete visibility into BDR performance and comprehensive activity tracking while preserving database integrity and avoiding contact limit inflation. You maintain all the benefits of custom property tracking without the downsides of premature contact creation. Start building your external tracking system today.
