Manage and organize reports in Hubspot

Keeping reports organized in Hubspot is essential for clear analytics, fast decision-making, and a clutter-free reporting workspace. This guide walks through how to view, customize, organize, and manage all reports from your reports list so your data stays easy to find and use.

All instructions are based on the official documentation for the reports list and are focused on practical steps you can follow inside your account.

Access your reports list in Hubspot

Your reports list is the central place where you can view and manage all saved reports in Hubspot. To open it:

1. Sign in to your account.
2. In the main navigation bar, go to Reports.
3. Click Reports (sometimes labeled Reports & dashboards depending on your subscription).
4. Select Reports from the dropdown to open the reports list.

From this screen, you can search, filter, edit, and organize every report you have access to.

Understand the reports list columns

When you open the main reports list in Hubspot, you will see several important columns that help you overview and manage every report:

• Name: The title of the report. You can click it to open and edit the report.
• Type: Shows whether the report is custom, single-object, cross-object, funnel, attribution, or another supported type.
• Owner: The user who owns the report.
• Last updated: Date and time when the report was last modified.
• In dashboards: Indicates whether the report is currently added to any dashboards.
• Folder: Displays the folder that contains the report, if it has been filed.

These details help you quickly identify which reports matter most, who maintains them, and where they live in your Hubspot structure.

Filter and search reports in Hubspot

As the number of reports grows, searching and filtering become critical. Use these tools to find the right report quickly.

Use quick filters

Hubspot includes filters at the top of the reports list so you can narrow down what you see. Common filter options include:

• Owner: Show only reports created or owned by specific users.
• Created date: Focus on reports created within a specific timeframe.
• Last updated: Display reports updated recently or in a chosen date range.
• Type: Limit the view to a specific report type.
• In dashboards: Filter by reports that are or are not in dashboards.

Combine filters to create a precise view – for example, reports created in the last 30 days, owned by you, and not yet in any dashboards.

Search by name or keyword

Use the search bar at the top of the reports list to find reports by name. If your team uses clear naming conventions that include object names, funnel stages, or date ranges, the search in Hubspot will become much more powerful.

Tips for better searchability:

• Include the object type in the name (e.g., Contacts – New leads by month).
• Add a date range or period (e.g., Q1, Last 90 days).
• Use consistent prefixes like Sales, Marketing, or Service.

Sort and customize the reports list view

You can sort and customize the table view of your reports list in Hubspot to match how your team works.

Sort by column

Click on any sortable column header, such as Name, Owner, or Last updated, to reorder the reports:

• Click once to sort ascending.
• Click again to sort descending.

This makes it easy to bring the newest reports or a specific owner’s reports to the top.

Show or hide report columns

To customize which columns appear in your Hubspot reports list:

1. Look for a Columns or table settings option above the list.
2. Open the menu to see available columns.
3. Check or uncheck the columns you want to display.
4. Apply the changes to update the table immediately.

Customizing columns helps you focus on the details that matter most, such as whether a report is used in dashboards or which folder it’s in.

Organize reports into folders in Hubspot

Folders are one of the most effective ways to keep your analytics structured in Hubspot, especially for larger teams or complex reporting needs.

Create new folders

To create a new folder:

1. In the reports list, look for an option like Create folder or a folder icon near the top of the table.
2. Click it and enter a clear, descriptive folder name.
3. Save the folder. It will now appear in your folder sidebar or as part of your folder list.

Helpful folder naming patterns:

• By department: Sales reports, Marketing performance, Customer support.
• By level: Executive dashboards, Team-level reports.
• By object: Contacts, Companies, Deals, Tickets.

Move reports into folders

To file existing reports into folders in Hubspot:

1. In the reports list, check the box next to each report you want to move.
2. Click the Move to folder action at the top of the table.
3. Select the destination folder from the list.
4. Confirm to complete the move.

You can also relocate reports later by repeating these steps and selecting a different folder.

Bulk actions for reports in Hubspot

Instead of editing reports one by one, you can perform bulk actions from the main list view for faster cleanup and organization.

Select multiple reports

Use the checkboxes on the left side of the list to select multiple reports. You can:

• Select specific individual reports.
• Use the header checkbox to select all reports currently shown on the page.

Available bulk actions

Once you have selected reports, typical bulk actions in Hubspot include:

• Move to folder: File several reports into the same folder at once.
• Delete: Remove outdated or unused reports. You may be asked to confirm the deletion.
• Assign owner: Reassign multiple reports to a different owner so accountability is clear.

Before you delete any reports, check whether they are used in dashboards or key recurring reviews to avoid breaking important views.

Edit and clone reports from the list

You can open, modify, or duplicate existing reports directly from the reports list in Hubspot.

Edit an existing report

To edit a report:

1. In the reports list, hover over the report name.
2. Click the Edit button or the report name itself.
3. The report builder will open, allowing you to update filters, visualization, or fields.
4. Save the report when you’re done to apply your changes.

Editing is ideal when you want to refine logic, change the date range, or update how the data is displayed.

Clone a report

When you need a variation of an existing report in Hubspot, cloning is more efficient than building from scratch.

1. Hover over the report in the list.
2. Click the Clone option.
3. Give the cloned report a new name.
4. Open the clone and adjust filters, date ranges, or visualizations as needed.

Cloning helps you maintain consistent structure across related reports while tailoring each version to a specific team or use case.

Manage report access and sharing in Hubspot

Who can see or edit a report often matters as much as the data itself. Access is controlled through sharing and permissions.

Adjust sharing settings

From the reports list in Hubspot, you can usually manage sharing or visibility:

1. Hover over a report and open the More menu.
2. Look for options like Manage sharing or Permissions.
3. Choose whether the report is:

• Private to the owner.
• Shared with specific users or teams.
• Visible to everyone with access to reports.

Updating these settings helps ensure that sensitive data is only seen by the right people and that team members always have access to the reports they need.

Connect reports to dashboards in Hubspot

Reports become more powerful when they are part of dashboards that tell a full story. From the reports list in Hubspot, you can see which reports already live in dashboards and add more as needed.

Add a report to a dashboard

To add a report to a dashboard:

1. Hover over the report in the list.
2. Click Add to dashboard (or a similar option).
3. Choose whether to add it to an existing dashboard or create a new one.
4. Select the dashboard and confirm.

Once added, you can adjust sizing, placement, and filters directly in the dashboard view.

Best practices for report management in Hubspot

To keep your reporting environment efficient and reliable, apply these management practices regularly.

Clean up unused reports

On a recurring basis, scan your reports list in Hubspot and:

• Filter by Last updated to find reports that haven’t been used in a long time.
• Check whether they are linked to dashboards or recurring meetings.
• Delete or archive anything that is clearly obsolete.

Standardize naming and folders

Agree on a naming convention and folder strategy with your team. Consistency makes filtering and searching far more effective and keeps your Hubspot workspace easy to navigate.

Review ownership

When roles change, update report owners so each key report has a clear owner who is responsible for accuracy and maintenance.

Learn more about Hubspot reporting

For the most detailed and up-to-date feature descriptions, refer to the official documentation: Manage reports in your reports list.

If you need strategic help designing a scalable reporting structure or optimizing your reporting across teams, you can explore consulting support at Consultevo.

By using these tools consistently, you’ll keep your analytics clean, trustworthy, and ready for action every time you open your reports list in Hubspot.

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