Post a daily Slack leaderboard of rep activity from HubSpot using Zapier

Prerequisites

Overview

Zapier's built-in HubSpot integration doesn't have a "list engagements" action. To build a leaderboard, you'll use Schedule by Zapier to trigger daily, Webhooks by Zapier to call HubSpot's Engagements API directly, Code by Zapier to rank reps, and Slack to post the result.

Step 1: Add a Schedule trigger

Create a new Zap. Choose Schedule by Zapier:

• Trigger event: Every Day
• Time of day: 8:00am
• Day of the week: Choose Monday through Friday only (skip weekends)
• Timezone: Select your team's timezone

Step 2: Fetch rep owners via Webhooks

Add a Webhooks by Zapier action:

• Action event: Custom Request
• Method: GET
• URL: https://api.hubapi.com/crm/v3/owners?limit=100
• Headers: Authorization: Bearer YOUR_HUBSPOT_PRIVATE_APP_TOKEN

This returns your rep roster with IDs and names for mapping later.

Step 3: Fetch yesterday's calls

Add another Webhooks by Zapier action:

• Method: POST
• URL: https://api.hubapi.com/crm/v3/objects/calls/search
• Headers:
  • Authorization: Bearer YOUR_HUBSPOT_PRIVATE_APP_TOKEN
  • Content-Type: application/json
• Data (raw JSON):

{
  "filterGroups": [
    {
      "filters": [
        {
          "propertyName": "hs_timestamp",
          "operator": "GTE",
          "value": "YESTERDAY_START_MS"
        },
        {
          "propertyName": "hs_timestamp",
          "operator": "LT",
          "value": "TODAY_START_MS"
        }
      ]
    }
  ],
  "properties": ["hs_timestamp", "hubspot_owner_id"],
  "limit": 100
}

Replace YESTERDAY_START_MS and TODAY_START_MS with Zapier formatter steps or compute them in the Code step.

Step 4: Fetch emails and meetings

Repeat Step 3 twice with different URLs:

• Emails: https://api.hubapi.com/crm/v3/objects/emails/search
• Meetings: https://api.hubapi.com/crm/v3/objects/meetings/search

Use the same filter body for both.

Step 5: Rank reps with Code by Zapier

Add a Code by Zapier step (JavaScript). Map the raw responses from the three Webhook steps into input variables:

• ownersRaw -> response body from the owners Webhook
• callsRaw -> response body from the calls Webhook
• emailsRaw -> response body from the emails Webhook
• meetingsRaw -> response body from the meetings Webhook

const owners = JSON.parse(inputData.ownersRaw).results || [];
const calls = JSON.parse(inputData.callsRaw).results || [];
const emails = JSON.parse(inputData.emailsRaw).results || [];
const meetings = JSON.parse(inputData.meetingsRaw).results || [];
 
const ownerMap = {};
for (const o of owners) {
  ownerMap[o.id] = `${o.firstName || ''} ${o.lastName || ''}`.trim() || o.email;
}
 
const reps = {};
function count(items, type) {
  for (const item of items) {
    const oid = item.properties.hubspot_owner_id;
    if (!oid) continue;
    if (!reps[oid]) reps[oid] = { calls: 0, emails: 0, meetings: 0, total: 0 };
    reps[oid][type]++;
    reps[oid].total++;
  }
}
 
count(calls, 'calls');
count(emails, 'emails');
count(meetings, 'meetings');
 
const medals = ['\u{1F947}', '\u{1F948}', '\u{1F949}'];
const ranked = Object.entries(reps)
  .map(([id, c]) => ({ name: ownerMap[id] || id, ...c }))
  .sort((a, b) => b.total - a.total);
 
const lines = ranked.map((r, i) => {
  const medal = medals[i] || `${i + 1}.`;
  return `${medal} *${r.name}* — ${r.total} activities (${r.calls}C ${r.emails}E ${r.meetings}M)`;
});
 
const yesterday = new Date(Date.now() - 86400000);
return {
  leaderboard: lines.join('\n'),
  reportDate: yesterday.toLocaleDateString('en-US', { weekday: 'long', month: 'short', day: 'numeric' })
};

Step 6: Send to Slack

Add a Slack action:

• Action event: Send Channel Message
• Channel: #sales-activity
• Message Text:

:trophy: *Rep Activity Leaderboard*
Activity for {{reportDate}}
 
{{leaderboard}}
 
_C = Calls | E = Emails | M = Meetings_

Step 7: Test and publish

1. Click Test on each step to verify data flows correctly
2. Review the Slack message — check that rep names resolve and counts look right
3. Turn the Zap On

Cost and task usage

• Professional plan: $29.99/mo (billed annually) with 750 tasks/month
• This Zap uses ~7 tasks per run: 1 schedule + 1 owners + 3 searches + 1 code + 1 Slack = 7 steps. At 20 weekday runs/month, that's ~140 tasks/month.
• If you have more than 100 activities of any type per day, you'll need additional Webhook steps for pagination, increasing task usage.

Limitations

• No native pagination: If your team logs more than 100 calls, emails, or meetings per day, you'll only capture the first 100 of each type. You'd need additional Webhook steps with after cursors.
• Code step sandboxing: Code by Zapier can't make HTTP requests — all data must be passed in via Input Data.
• Timestamp computation: Computing yesterday's midnight in milliseconds requires either a Formatter step or inline calculation in the Code step.