HubSpot’s dashboards and reporting tools are user-friendly and customizable, making them powerful tools for data-driven decision-making.
Dashboards provide an overview of metrics and data insights to track performance, allowing stakeholders to track multiple performance areas at a glance.
Key Features: Can include multiple reports from different datasets or tools, highly customizable in layout and content, and designed for collaboration and sharing across teams.
Reports are visual representations of specific data points, often used to answer questions or analyze data from HubSpot tools like Contacts, Deals, or Campaigns.
Key Features: Focused on a single dataset or a narrow scope of analysis that can include tables, charts, and graphs. Provide insights into specific performance areas, such as sales pipelines or campaign effectiveness.
Datasets are curated collections of data that serve as the foundation for building custom reports.
Key Features: It serves as the “backend” for custom reports and allows for complex data manipulation (e.g., creating calculated fields like conversion rates). Centralize data logic, ensuring consistency across multiple reports.
How They Work Together
Datasets: Serve as the data foundation, ensuring clean and consistent data for reports.
Reports: Visualize specific data points or metrics, often drawing from datasets.
Dashboards: Aggregate multiple reports for a comprehensive, at-a-glance view of performance.
Best Practices
Leverage Aggregations
Use aggregation methods (e.g., sum, average, count) to summarize data into actionable insights. Group data by meaningful categories, such as lead sources or sales reps, for better analysis.
Select the Right Data Sources
Choose a primary data source (e.g., Contacts, Deals) that matches the report’s focus. Only add secondary data sources if they provide additional context or value, ensuring logical and clear data relationships.
Apply Relevant Filters
Use filters to refine your data, such as date ranges, deal stages, or lifecycle statuses. Avoid over-filtering; start broad and narrow down to avoid excluding critical data.
Leverage Dashboards
Add reports to dashboards for a consolidated view of insights and set permissions to share dashboards with other colleges to foster collaboration. HubSpot offers sample reports that can serve as a starting point. You can customize them further to meet your needs.
Iterate and Improve
Updateyour reports regularly as goals and data evolve. Experiment with filters, visualizations, and metrics to identify the most effective combinations.
Step-by-Step Instructions for Creating and Managing Dashboards and Reports
Managing dashboards in HubSpot enables you to organize and analyze your data effectively.
Creating a Dashboard:
In your HubSpot account, go to Reporting > Dashboards.
Create a New Dashboard:
Click Create dashboard in the upper right corner.
Choose a pre-made dashboard template or select New Dashboard to start from scratch.
Enter a unique name for your dashboard.
Set user access permissions:
Private to owner: Only you and admins can view and edit.
Everyone: All users can view; specify if they can edit.
Only specific users and teams (Enterprise only): Select specific users or teams and assign view or edit permissions.
Click Create dashboard to finalize.
Customizing Your Dashboard:
Add Reports:
Click Add report in the upper right.
Select from existing reports or create a new one.
Organize Reports:
Drag and drop reports to rearrange them.
Resize reports by dragging the bottom-right corner.
Edit Reports:
Hover over a report, click the Actions dropdown, and select options like Rename, Clone, Remove from dashboard, or Delete.
Add Notes:
Click the Actions dropdown in the upper right and select Insert images, text, or video.
Enter your content and click Insert to add it to the dashboard.
Managing Dashboards:
Change Ownership or Delete:
Click Manage dashboards in the upper right.
Hover over the desired dashboard, click the Actions dropdown, and select Dashboard details to change the owner or Delete to remove it.
Set as Default:
Hover over the dashboard, click the Actions dropdown, and select Set as default.
Manage Access:
Hover over the dashboard, click the Actions dropdown, and select Manage access.
Choose the appropriate access level and specify users or teams if needed.
Restore Deleted Dashboards:
Click Restore deleted dashboards in the left sidebar.
Select the dashboard to restore and click Restore.
Viewing Activity:
To see changes made to a dashboard:
Open the dashboard.
Click the Actions dropdown in the upper right and select Activity log.
Review the list of changes, including who made them and when.
By following these steps, you can effectively create, customize, and manage your HubSpot dashboards to align with your reporting needs.
Creating custom reports in HubSpot allows for tailored data analysis that provides valuable insights tailored to your goals.
Accessing the Custom Report Builder:
In your HubSpot account, navigate to Reporting > Reports.
Click Create report in the upper right corner.
Select Custom Report Builder to start from scratch or choose a pre-built template.
Selecting Data Sources:
Choose the primary data source (e.g., Contacts, Deals) that will be the focus of your report.
Add secondary data sources if needed. Note that the primary source determines the main dataset, and secondary sources relate to it.
Adding Fields:
In the left panel, search for and select the properties or metrics you want to include.
In the report builder, drag and drop these fields into the appropriate channels (e.g., X-axis, Y-axis).
Customizing Filters:
Apply filters to refine your data. For example, you can filter contacts by lifecycle stage or deals by close date to focus on specific segments.
Configuring Visualization:
Choose the chart type that best represents your data (e.g., bar, line, pie).
Customize the visualization by adjusting labels, colors, and data groupings to enhance clarity.
Saving and Sharing the Report:
Once satisfied, click Save to add the report to your reports list.
You can also set appropriate permissions to add the report to a dashboard for easy access and share it with team members.
Managing your reports in HubSpot's reports list allows for efficient organization and accessibility.
Accessing the Reports List:
Navigate to your HubSpot account and go to Reporting > Reports.
Filtering Reports:
Use the left sidebar to filter reports by categories such as My reports, Marketing, Sales, and Service.
Favoriting Reports:
Click the star icon next to a report to add it to your favorites. Then, it will be easily accessible under the Favorite Reports category.
Managing Report Access:
For reports not added to a dashboard, hover over the report, click the Actions dropdown, and select Manage access.
Choose from:
Private to owner: Only the report owner and admins can view and edit.
Everyone: All users can view (and edit, if selected).
Only specific users and teams: Specify which users or teams have access.
Bulk Actions:
Select multiple reports using the checkboxes, then choose actions like Delete, Change Owner, Manage Access, or Add to dashboard from the header row.
Adding Reports to Dashboards:
Hover over a report, click the Actions dropdown, and select Add to dashboard.
Be aware that dashboard access settings can affect who can view the added reports.
Deleting Reports:
To delete a report, hover over it, click the Actions dropdown, and select Delete.
Deleted reports can be restored within 14 days by clicking Actions > Restore deleted reports in the dashboard.
Creating and utilizing datasets in HubSpot consolidates data from various sources, enabling the creation of comprehensive custom reports.
Accessing the Datasets Tool:
Navigate to your HubSpot account.
Go to Data Management > Datasets.
Creating a New Dataset:
Click on Create dataset in the upper right corner.
To use a pre-designed structure, browse available templates and select Use template.
Selecting Data Sources:
Choose the primary data source (e.g., Contacts, Deals) that will serve as the main focus of your dataset.
You can add up to four additional data sources related to your primary source. HubSpot will automatically join these data sources using the shortest possible path.
As you select sources, a preview pane at the bottom will display a sample of your data.
Adding Properties and Fields:
After selecting your data sources, choose the specific properties and fields to include in your dataset. This step allows you to tailor the dataset to your reporting needs by including only relevant data points.
Applying Filters:
Set up filters to refine your dataset, ensuring it includes only the data that meets certain criteria to focus your reports on specific segments or conditions.
Creating Formulas (Optional):
Formulas can be used to perform calculations or create new fields derived from existing data. This is useful for generating metrics like annual recurring revenue or conversion rates directly within the dataset.
Saving and Using the Dataset:
Once configured, save your dataset to build custom reports, ensuring consistency and accuracy across your reporting.
Sample Reporting Dashboard - This custom dashboard in HubSpot provides insights into email performance, prospects by program, recruitment activities by recruiter, and recruitment activities by contact.
Additional Data Points
Email Performance - This provides an overview of your email marketing performance and sender reputation. It includes metrics such as bounce rates, open rates, click-through rates, unsubscribes, spam reports and more.
Email Health - This displays your college email health score based on how well your email campaigns perform. A high Email Health score indicates the likelihood that your emails will land in your contacts' inboxes rather than being filtered as spam or ignored.
Forms - Analyze your HubSpot form submissions to evaluate your form's effectiveness.