Discovering the Power of HubSpot Datasets

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If you’re using HubSpot Operations Hub Pro or Enterprise and you haven’t explored datasets yet, you’re missing out on a game-changing feature. Datasets help you streamline reporting, clean up your HubSpot instance, and perform complex calculations without exporting data into spreadsheets or external tools.

And if you don’t have Operations Hub Pro or Enterprise but want to upgrade after learning what datasets can do, be sure to check out our specials on our website—you won’t want to miss them!

Why HubSpot Datasets Matter

Traditionally, to perform advanced reporting in HubSpot, you had to create custom properties, build workflows, and manipulate data in ways that could clutter your CRM. But with datasets, you can create calculated and aggregated fields that exist solely within the dataset—keeping your HubSpot instance clean and organized.

What You Can Do with HubSpot Datasets

• Eliminate messy data exports by creating customized data models inside HubSpot.
• Use multiple data sources, including HubSpot objects and CSV files, to build powerful reports.
• Perform advanced calculations and aggregations without cluttering your properties.
• Reduce the need for complex workarounds that require custom properties and workflows.
• Improve data cleanliness and accuracy by ensuring proper joins and associations.

Getting Started with HubSpot Datasets

Step 1: Navigate to Datasets

To access datasets, click on the data management icon in HubSpot and go to Datasets. Here, you can start building out your custom data models.

Step 2: Select Your Data Sources

You can pull in data from various HubSpot objects such as:

• Contacts
• Deals
• Companies
• Conversations
• Custom objects

You can also upload CSV files to integrate external data, which is especially useful for sales routing or territory designations.

Step 3: Customize Your Data Model

Once you select a primary data source, you can:

• Join multiple datasets (e.g., linking contacts to deals).
• Use join keys (like company name) to connect data when associations aren’t perfect.
• Choose from left joins and inner joins (HubSpot currently limits join types due to its Snowflake backend, but these cover most use cases).

Step 4: Configure Your Dataset

After setting up your dataset, you can customize it with calculated fields:

• Formula fields for complex calculations.
• Conditional formula fields for logic-based calculations.
• Switch cases for categorizing data.
• Summary measures for aggregating data (e.g., total revenue, average deal size).

The summary measure field is particularly powerful because it allows you to aggregate data in ways that are difficult in standard HubSpot reporting. This feature makes it easier to perform spreadsheet-style calculations inside HubSpot.

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Why HubSpot Datasets Are a Game Changer

HubSpot datasets simplify reporting and data analysis by keeping everything inside your CRM. Instead of exporting data to Excel or a BI tool, you can run calculations, filter data, and generate reports directly in HubSpot.

However, datasets don’t replace full-fledged BI tools like Snowflake or Tableau if you need to aggregate data from multiple external systems. But for most HubSpot users, datasets reduce the need for extra tools and make reporting much easier.

Need Help? We’ve Got You Covered

If you’re struggling with setting up datasets, optimizing your reports, or making the most of HubSpot Operations Hub, we’re here to help. Book a call with us today, and we’ll help you strategize the best way to use datasets to drive growth in your organization.

Ready to Take Your HubSpot Reporting to the Next Level?

Explore HubSpot Datasets today and see how they can revolutionize your data management and reporting. And if you need assistance, reach out to us—we do this all the time!

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