Email, Slack, or export reports and dashboards

Last updated: September 30, 2024

Available with any of the following subscriptions, except where noted:

Share reports and dashboards with your team. You can share reports and dashboards via email and Slack once or on a recurring basis depending on the report or dashboard’s configuration.

Share a report

From the reports dashboard, you can export a report as a CSV or Excel file, or email the report to users in the account. You can also schedule recurring report emails on a daily, weekly, or monthly basis. You can set up multiple recurring emails for a single report.

Shared data files will include fields that have been added to the report:

Single object reports will export with properties that have been added to the Selected properties section of the Data tab of the report builder.
Advanced custom reports will export with fields that have been added to the Configure tab of the report builder.

Send and schedule emails for an individual report

In your HubSpot account, navigate to Reporting > Reports.
Hover over the report you want to email, then click the Actions dropdown menu and select Share via.

In the right panel, select Email. Then, click Next.
By default, the email will be set to send once. To send a recurring email, in the Is this a recurring email? section, select Yes, this is a recurring email.

Click the Internal recipients dropdown menu, then select the users to send the email to.

To add a data file to the email, click the Attach downloadable file dropdown menu and select a data type. If No attachment is selected, a visual of the report will be emailed instead of a data file.
To send the email to recipients that are non-HubSpot users in your account, enter their email address in the Other recipients field. Their email addresses must have a verified domain.
In the Email subject field, enter the email subject line that'll appear in the recipient's inbox.
In the Message field, enter the email body text.
If you've selected to send the email on a recurring schedule:
- In the Email nickname field, enter an internal name for the email.
- Click the Schedule dropdown menu, then select Daily, Weekly, or Monthly.
- If you selected Weekly or Monthly, click the Day of [Week/Month] dropdown menu, then select the days or dates when you want the email to be sent.
- Click the Time of day dropdown menu, then select the time that you want the email to send out.
  - Report data will be captured two hours before this time.
  - A summary of the email delivery dates will populate at the bottom of the panel.

To preview the report that the recipients will receive in a new tab, click Preview.

To send the email, click Send now or Schedule email.

Please note: when sending report data as an attachment to an email the following reports aren't supported; web analytics, reports with email as the data type, annotations, custom reports, reports with unified data type, and sales analytics widget reports.

Export a report

For reports that aren't supported through the share function, a once-off email to your user email address can be sent including a data file. This email can't be set as recurring.

In your HubSpot account, navigate to Reporting > Reports.
Hover over the report you want to export, then click the Actions dropdown menu and select Export.

In the dialog box, enter a Name for your report in the Name field, then click the File format dropdown menu to select the file format for the export.

Click Export. Once the export is processed, you'll receive a download link through email and in your notification center.

Share a report from a dashboard

Send an individual report's data from a dashboard to multiple email addresses. Emails can be configured to send recurring.

In your HubSpot account, navigate to Reporting > Dashboards.
In the top right of a report on your dashboard, click verticalMenu. Then, select Share via. Then, select Email.

Select if the email will be recurring. If you selectYes:

- In the Email nickname field, enter a name for this recurring email. Recipients cannot see this nickname.
- Click the Schedule dropdown menu, then select Daily, Weekly, or Monthly.
- If you selected Weekly or Monthly, click the Day of [X] dropdown menu, then select the day or when you want the email to send.
- Click the Time of day dropdown menu, then select the time that you want the email to send. Report data will be captured two hours before this time.
Click the Recipients dropdown menu, then select the users that you want to send the email to.
To include a data file of the report as an email attachment, click the Attach downloadable file dropdown menu, then select a file format. If No attachment is selected a visual of the report will be emailed instead of a data file.
In the Email subject field, enter the subject line that will appear in the recipient's inbox.
In the Message field, enter the email body text.
To finish setting up the email, click Send now or Schedule email.

Please note: only Single object, Event-based, and Customer journey reports can be sent as CSV, XLS and XLSX by email.

Manage recurring report emails

If you're a super admin or the owner of a report, you can modify and delete a recurring email.

In your HubSpot account, navigate to Reporting > Reports.
Hover over the report that has a recurring email, then click the Actions dropdown menu and select Manage recurring shares.
In the dialog box, manage the recurring email:
- To edit the email details, click the email nickname.
- To change the recurring email owner:
  - Hover over the email, then click Actions > Change owner.
  - In the dialog box, click the Recurring email owner dropdown menu, then select a new user.
  - Click Change owner.
- To delete the recurring email:
  - Hover over the email, then click Actions > Delete.
  - In the dialog box, click Delete recurring email.

Please note: a recurring email must be deleted at least two hours before it is due to send. If it's deleted within two hours of its send time, the email will be sent to any scheduled recipients.

Share a dashboard

Send an email with a data file of your dashboard reports once or on a recurring basis to your HubSpot users. Dashboard data can be sent to an email address that isn’t in your account (Professional and Enterprise only) on a once-off basis only.

Dashboard data sent in recurring emails is based on the permissions of the user who set up the email. For users to receive their own data only, each user should set up their own recurring dashboard emails.

Send and schedule emails for a dashboard

Recurring dashboard emails can only be sent to HubSpot users. Non-recurring emails can be sent to both HubSpot users and non-HubSpot users. When sending a dashboard to a non-HubSpot user, the domain of the email address must be connected as an email sending domain.

In your HubSpot account, navigate to Reporting > Dashboards.
In the upper left, click the name of the current dashboard and select the dashboard you want to share.
In the upper right, click Share. Then, select Email this dashboard.

By default, the email will be set to send once. To send a recurring email, in the Is this a recurring email? section, select Yes, this is a recurring email.

Click the Internal recipients dropdown menu, then select the users to send the email to.

If you have a Professional or Enterprise subscription, you can send a once-off email to non-HubSpot users. In the Other recipients fields, enter the recipient's email address.
- The domain of the email address entered must be connected as an email sending domain. If the email sending domain is not connected correctly, an error message will appear below the Other recipients field.
- For example, if you're sending the dashboard to test@examplecompany.com, examplecompany.com should be added as an email sending domain.
- You can send 100 emails per day to non-Hubspot users.

Please note: HubSpot and non-HubSpot users will receive the same email, please ensure that no personal or sensitive information will be shared before sending.

In the Email subject field, enter the subject line that'll appear in the recipient's inbox.
In the Message field, enter the email body text.
To include a downloadable file of the data as an email attachment, click the Attach downloadable file dropdown menu, then select a file format. If No attachment is selected, a visual of the dashboard will be emailed instead of a data file.
By default, the email will include all supported reports on the dashboard. To include only specific reports, select Include selected reports, then select the checkboxes next to the reports you want to include.
By default, the email won't include any dashboard filters. To send the email with specific dashboard filters, click Send with current dashboard filters.

To preview the report that the recipients will receive in a new tab, click Preview.

To send the email, click Send now or Schedule email.
If you've selected to send the email on a recurring schedule:
- Click the Schedule dropdown menu, then select Daily, Weekly, or Monthly.
- If you selected Weekly or Monthly, click the Time of [day/month] dropdown menu, then select the days or dates when you want the email to send out.
- Click the Time of day dropdown menu, then select the time that you want the email to send out. Report data will be captured two hours before this time.
- A summary of the email delivery dates will populate at the bottom of the panel.
To finish setting up the email, click Send now or Schedule email.

Please note: only Single object, Event-based, and Customer journey reports can be sent as CSV, XLS, and XLSX by email. If a report is unsupported, the individual report’s data can be exported.

Manage recurring dashboard emails

If you're a super admin or the owner of a dashboard, you can modify and delete a recurring email.

In your HubSpot account, navigate to Reporting > Dashboards.
In the upper left, click the name of the current dashboard and select the dashboard you want to edit.
In the upper right, click Share, then select Manage recurring emails.
In the dialog box, configure your recurring emails:
- To edit the email details, click the email nickname.
- To change the recurring email owner:
  - Hover over the email, then click Actions > Change owner.
  - In the dialog box, click the Recurring email owner dropdown menu, then select a new user.
  - Click Change owner.
- To delete the recurring email:
- Hover over the email, then click Actions > Delete.
- In the dialog box, click Delete recurring email.

Please note: a recurring email must be deleted at least two hours before it is due to send. If it's deleted within 2 hours of its send time, the email will send to its scheduled recipients.

Share reports through the Slack integration

If you've installed the Slack integration, you can share dashboard reports with the rest of your team in Slack. Reports can only be shared to public Slack channels and cannot be sent to shared channels.

To share a link to a dashboard's reports:

In your HubSpot account, navigate to Reporting > Dashboards.
In the upper right, click the Actions dropdown menu, then select Share to Slack.
In the right panel, select the channel to send the reports to. You can optionally enter a message to accompany the Slack message.
Click Share to Slack.
A preview of the reports will display in Slack. If the user has access to the report in HubSpot, they can click the link in Slack to go directly to the report.

To share an individual report:

In your HubSpot account, navigate to Reporting > Reports.
Hover over the report you want to share and click the Actions dropdown menu, then select Share via.
In the right panel, click Slack.
Click Next.
By default, the email will be set to send once. To send a recurring email, in the Is this a recurring email? section, select Yes, this is a recurring email.
In the Sharing to slack channel or user? section, select to share with a user or a channel.
Click the Share to [channel/user] dropdown menu, then select the channel or user that you want to send the slack message to.
In the Message field, enter the Slack message body text.
If you've selected to send the message on a recurring schedule:
- In the Nickname field, enter an internal name for the message.
- Click the Schedule dropdown menu, then select Daily, Weekly, or Monthly.
- If you selected Weekly or Monthly, click the Day of [Week/Month] dropdown menu, then select the days or dates when you want the email to be sent.
- Click the Time of day dropdown menu, then select the time that you want the email to send out.
  - Report data will be captured two hours before this time.
  - A summary of the email delivery dates will populate at the bottom of the panel.

To preview the report that the recipient will receive in a new tab, click Preview.
To send the slack message, click Send now.

Manage recurring Slack messages for reports and dashboards