How to Create One-to-One Email Reports in Hubspot

Hubspot gives you flexible reporting tools to analyze one-to-one email performance from connected inboxes. By creating dedicated one-to-one email reports, you can track engagement, outcomes, and individual user activity in a single place.

This guide walks you through how to build these reports, which properties you can use, and how to customize views for your sales and service teams.

Understanding One-to-One Email Reporting in Hubspot

Before you start, it is important to understand what counts as a one-to-one email inside Hubspot. These reports focus on emails sent from connected personal inboxes or sequences, not bulk marketing emails.

In the reporting tools, you will work primarily with:

• Single object reports based on the Activities data source.
• Custom report builder using the Sales email or Emails data sources.

These options let you filter and segment your email data to answer specific performance questions.

Prerequisites for Hubspot One-to-One Email Reports

To build accurate one-to-one email reports in Hubspot, make sure your environment is correctly configured.

Required Hubspot setup

• A paid Hubspot subscription that includes custom reporting features.
• At least one connected inbox (Gmail, Office 365, or other IMAP) for your users.
• Sales and service teams sending one-to-one emails through the CRM or via a connected inbox extension.

Without connected inboxes, Hubspot cannot log the necessary email activity for these reports.

Who can create these reports in Hubspot

Typically, users with reporting permissions, such as administrators or operations roles, can create and edit shared reports. Individual users may also create private reports depending on your permission settings.

How to Create a Standard One-to-One Email Report in Hubspot

You can quickly create a standard report using the Sales email or Emails data sources in the custom report builder.

Step-by-step instructions

1. In your Hubspot account, navigate to Reports > Reports.

2. Click Create report, then choose Custom report builder.

3. In the data source selection screen, choose one of the following, depending on your goal:

   • Sales email – for sales-related one-to-one email activity.
   • Emails – for broader or multi-object analysis that still focuses on one-to-one messages.

4. Confirm your data source and click Next to open the builder.

Once the builder opens, you can start adding fields and filters that define your Hubspot email report.

Hubspot Email Properties You Can Report On

The available properties vary slightly between the Sales email and Emails data sources, but many core fields are shared.

Common Hubspot one-to-one email properties

• Email subject – subject line of the message.
• Email direction – whether the email is incoming or outgoing.
• Email status – sent, delivered, bounced, etc.
• Opens – number of times an email was opened.
• Clicks – number of link clicks tracked in the email.
• Replies – whether the recipient responded.
• User or sender – Hubspot user who sent the email.
• Associated objects – contact, company, deal, or ticket linked to the email.

You can combine these properties to understand how effective your one-to-one outreach is across your teams.

Building a Single Object Hubspot Activity Report

If you prefer a simpler structure, you can use a single object report based on the Activities data source in Hubspot.

Steps to create an activities-based email report

1. Go to Reports > Reports in Hubspot.

2. Click Create report and choose Single object.

3. Select Activities as the object.

4. Apply filters to include only activity types related to one-to-one emails, such as:

   • Sales email sent
   • Sales email replied
   • Logged email

5. Choose display fields like owner, date, outcome, and engagement metrics.

This approach gives you a straightforward activity log focused on one-to-one email interactions inside Hubspot.

Filtering and Segmenting Your Hubspot Email Reports

Filtering is essential to turn raw data into insights. The custom report builder in Hubspot allows you to stack filters for precise segmentation.

Useful filter ideas in Hubspot

• Date range – last 7 days, last 30 days, current quarter, or custom dates.
• Sender (Hubspot user) – compare performance across sales reps.
• Team – report at the team level instead of by individual.
• Email direction – focus on outgoing outreach or incoming replies.
• Associated pipeline – tie email activity to specific deal or ticket pipelines.
• Engagement thresholds – for example, emails with at least one open or at least one reply.

Combining these filters helps you surface trends in how one-to-one emails support revenue and service goals in Hubspot.

Visualizing Hubspot One-to-One Email Performance

After defining fields and filters, select visualization types that highlight the story behind your Hubspot data.

Recommended chart types

• Bar charts – compare emails sent, opened, or replied to by user or team.
• Line charts – view trends in daily or weekly send volume and engagement.
• Tables – list-level detail with subjects, recipients, and outcomes.
• Summary metrics – total emails sent, reply rate, or average opens per email.

Use a mix of charts on a dashboard to give leadership an at-a-glance view of one-to-one email performance inside Hubspot.

Saving, Sharing, and Using Hubspot Email Reports

Once your report looks right, you can make it part of your recurring review process.

Final steps

1. Click Save and give the report a clear name, such as “One-to-One Sales Email Performance”.

2. Choose whether to save it to a dashboard or as a standalone report.

3. Adjust sharing settings so the right Hubspot users and teams can access it.

4. Optionally, schedule email deliveries of the report to stakeholders on a daily, weekly, or monthly basis.

With consistent use, these reports help you refine templates, follow-up cadences, and coaching for your team.

Advanced Hubspot Resources and Next Steps

To reference the official product documentation, review Hubspot’s guide on one-to-one email reporting on the Hubspot Knowledge Base. It includes the most up-to-date details on data sources, available properties, and interface changes.

If you need strategic help designing reporting frameworks, dashboards, and automation around Hubspot, consider working with a specialist consultancy such as Consultevo for CRM and reporting optimization.

By combining a clear reporting strategy with Hubspot’s one-to-one email analytics, you can understand which conversations move deals forward, which playbooks drive replies, and how to coach your teams for higher-impact communication.

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