Looking for real signals that a prospect is actually interested—not just opening your email because they’re bored? This guide is for sales reps, founders, and anyone who uses digital sales rooms and wants to stop guessing about what’s working. If you’re using Heybase, you’ve got more data than you think. The trick is knowing how to read it and not get distracted by vanity metrics.
Let’s skip the hype and get into how you actually track prospect engagement in Heybase, so you can focus on the leads who might buy—not just the ones who click around.
1. Understand What "Engagement" Actually Means
Before you start tracking, get clear on what you’re looking for. Not all activity is created equal.
What counts as real engagement? - Viewing your proposal or shared content multiple times - Clicking on key assets (like pricing, demo videos, or contract docs) - Asking questions or commenting inside Heybase - Inviting teammates or stakeholders to the shared space
What’s just noise? - Opening the link once and never coming back - Downloading a file but not interacting further - Super short visits (think: under 30 seconds) - Generic “viewed” notifications with no follow-up activity
If you focus too much on surface-level stats, you’ll chase ghosts instead of real prospects.
2. Set Up Heybase Workspaces and Share the Right Content
Heybase gives you digital sales rooms (they call them “bases”) where you can drop in decks, proposals, videos, and more. But you have to set this up intentionally—don’t just dump everything in and hope for the best.
How to do it: - Create a new base for each prospect or account. Don’t reuse the same one for everyone. - Add only the content that’s relevant to where that prospect is in the cycle. Less is more. - Use clear file names and organize things so it’s obvious what to look at first. - If you want to track interest in pricing, make the pricing doc a separate asset. Same for contracts or demo videos.
Pro tip: Set up the first message or welcome note in the base, pointing people to the most important materials. This helps you track if they’re following your “breadcrumb trail.”
3. Invite Prospects and Stakeholders (the Right Way)
You can invite prospects to the Heybase room by email. Don’t just blast it out—give them a reason to click and a heads up about what’s inside.
What works: - Personalized invites that say what’s in the base (“I’ve put the pricing and a quick explainer video here for you”) - Mentioning that they can invite colleagues—this is a great signal if they do - Clear subject lines and no bait-and-switch
What doesn’t: - Sending the same generic link to everyone. You’ll get messy data and won’t know who’s who. - Inviting people who aren’t actually involved in the deal
If you see new users getting added to the base, that’s usually a sign the deal is heating up—track who’s joining.
4. Monitor Activity: What to Track (and What to Ignore)
Once the prospect’s in, Heybase logs a bunch of activity. Here’s what actually matters:
Track these: - Number of visits: More visits over a spread of days is better than 10 visits in 10 minutes. - Time spent: Are they actually reading the proposal, or just bouncing out? - Which files or sections they view: Did they skip the intro and go straight to pricing? That’s a hot lead. - Comments or questions: Engagement in the comments shows real interest, not just curiosity.
Don’t obsess over: - Total clicks. Anyone can click around aimlessly. - Downloads, unless followed by further activity. - Single short visits—people do that by accident all the time.
Pro tip: If multiple people from the same company are active, that’s a big buying signal. Keep an eye on which stakeholders are involved.
5. Use Heybase Analytics Without Getting Distracted
Heybase’s analytics dashboard is useful, but it’s easy to get lost in the weeds. Don’t just stare at graphs—look for patterns.
Here’s what to actually do: - Check for repeat visits, especially after you send a follow-up or new document. - Compare engagement across your bases: which prospects are most active, and why? - Filter activity by document type. If everyone skips your “About Us” slide, maybe cut it. - Look for drop-off points. If they open pricing but never come back, that’s a red flag.
Ignore the fluff: - “Engagement scores” that aren’t tied to real actions - Vanity metrics like “total base views” across all prospects (it’s the same as website hits—pretty meaningless on its own)
Reality check: These analytics are a tool, not a crystal ball. High activity doesn’t always mean a deal is closing. Sometimes it means they’re shopping you against competitors.
6. Set Up Alerts and Notifications (But Don’t Go Overboard)
Heybase lets you get notified when someone visits your base or uploads a comment. This is handy, but too many pings can make you numb to the important stuff.
How to handle it: - Set notifications for key activities: comments, new user added, specific doc viewed. - Avoid notifications for every single visit—batch these if you can. - Use alerts as a prompt to follow up (“Saw you checked out the pricing—happy to answer any questions”).
What to ignore: - Constant visit notifications, especially if your prospects are in different time zones and open things at 2am. - “Read receipts” for assets that aren’t decision drivers.
Don’t let notifications run your day. Use them as a nudge, not a to-do list.
7. Take Action Based on Real Engagement (Not Wishful Thinking)
All the tracking in the world is useless if you don’t act on it. Here’s how to move deals forward based on what you see:
If you see high engagement: - Follow up quickly while you’re top of mind. - Reference their activity (“Noticed you and Sarah reviewed the proposal—let me know if you want to walk through anything together”). - Ask open questions about next steps or blockers.
If you see drop-off or no activity: - Nudge gently (“Just wanted to check if you had a chance to look at the demo video”). - Don’t badger—if they’re not engaging, move them to a lower-priority follow-up. - Revisit your content. Are you overwhelming them with too much info? Is something unclear?
Don’t: - Assume every view is interest. People click things by accident, or just to be polite. - Wait forever for “the perfect signal.” Sometimes you just need to pick up the phone.
8. Iterate: Refine What (and How) You Track
Chasing engagement metrics can turn into busywork if you’re not careful. The real win is to keep tweaking your process:
- Drop content nobody looks at.
- Test different ways of organizing your base (less clutter, clearer calls to action).
- Ask prospects what was helpful or confusing in the base. Their answers matter more than any dashboard.
- Share what’s working (and what’s not) with your team.
Tracking engagement in Heybase isn’t about hitting some mythical “engagement score.” It’s about spotting the real signals—so you spend your time where it actually counts.
Keep It Simple. Iterate Often.
Don’t let tracking turn into a full-time job. Start with the basics, pay attention to what actually moves deals forward, and don’t get distracted by pretty charts. The goal isn’t to be a data scientist—it’s to close more deals, with less guesswork. Track what matters, ignore the noise, and keep tweaking as you go. That’s how you use Heybase to actually raise your conversion rates.