How to Use Data Stores in Make.com

Data stores in make.com let you save, search, and update structured data directly inside your scenarios, so you can avoid external databases for many automation needs.

This step-by-step guide explains how to create data stores, define fields, insert and retrieve records, and manage your stored data safely.

What Are Data Stores in Make.com?

Data stores in make.com are lightweight, built-in databases optimized for scenarios. They store structured records as key–value pairs and let you quickly read or write data during automation runs.

Typical use cases include:

Storing lookup tables (prices, mappings, configuration values)
Keeping state between scenario executions
Caching results from external services
Saving small datasets for quick reference

Each data store has its own structure defined by fields (columns) and can contain many items (rows).

Accessing Data Stores in Make.com

You work with data stores from two main places in make.com:

The Data Stores section in your organization, where you manage definitions and content
Scenario modules that read from or write to a selected data store

To open the management view, sign in to your account and navigate to the Data Stores area in the left-hand menu of make.com.

How to Create a New Data Store in Make.com

Follow these steps to create a new data store for your scenarios:

Open the Data Stores page
In the main navigation of make.com, select Data Stores under your organization or team.
Click Add data store
Use the button or icon to create a new data store definition.
Enter a name and description
Provide a clear name and optional description so other users in make.com know the purpose of this store.
Define fields (columns)
For each field, specify:
- Field name (unique identifier)
- Data type (text, number, boolean, etc.)
- Whether it is required or optional
Design these fields to match the data your scenarios will save.
Save the data store
After you define all fields, save the new data store so it becomes available to modules in make.com scenarios.

Understanding Data Store Structure in Make.com

A data store in make.com is made of:

Fields – the schema or structure, similar to table columns
Items – individual records, each following the defined fields
Keys – unique item identifiers automatically managed by the system or defined through fields used for lookups

When you design the structure, consider how scenarios will search for data (for example, by email, ID, or code) and include fields that support those queries.

How to Add and Update Items in Make.com Data Stores

You can manage items manually from the Data Stores section or automatically through scenario modules in make.com.

Manually inserting and editing items

Open the chosen data store from the Data Stores list.
Click the option to Add item or similar.
Fill out each field based on the schema.
Save the item to create a new record.

To edit an existing item:

Select the item from the list.
Change the desired field values.
Save the item to store the updated information.

Using Make.com modules to write data

Within a scenario, you can use modules dedicated to data stores in make.com, such as:

Create/Update a record – insert a new item or update an existing one based on key criteria
Update a record – modify a specific existing item

You typically map incoming values (from triggers or previous modules) to the fields defined in the data store.

How to Search and Retrieve Data Store Items in Make.com

Reading from a data store in make.com usually happens via search or get modules in your scenarios.

Searching items in a data store

In your scenario, add a Search records or equivalent data store module.
Select the appropriate data store from your make.com organization.
Define filter conditions, such as:
- Field equals a value (e.g., email equals a specific address)
- Field contains a substring
- Comparison operators for numbers or dates
Run the scenario to fetch matching items as bundles for further processing.

Getting a single item by key

If you know the unique key or identifier of a record, you can use a Get a record module in make.com to load exactly one item without running a broad search.

Managing Data Store Access and Safety in Make.com

Because data stores in make.com can contain sensitive or important information, it is crucial to manage them carefully.

Access control

Limit who can create or delete data stores within your organization.
Assign appropriate roles for users who can edit data store structure or content.
Review which scenarios in make.com are connected to each data store.

Data integrity

Use required fields for values that must always exist.
Design consistent naming conventions across data stores.
Avoid storing unnecessary personal data if it is not needed for automation logic.

Backup and export

From the Data Stores interface in make.com, you can typically view, filter, and export stored data. Use exports when you need offline backups, audits, or to migrate specific datasets.

Integrating Data Stores with Scenarios in Make.com

To get the most value from data stores in make.com, connect them to your scenarios as a central reference or state layer.

Common patterns include:

Using a data store to map external service IDs to internal IDs
Caching API responses to avoid repeated calls
Tracking counts, quotas, or feature flags
Maintaining configuration values that can change without editing scenario logic

Whenever a scenario needs persistent or semi-permanent data, consider using a data store instead of hard-coded values.

Best Practices for Data Stores in Make.com

Follow these recommendations to keep your data stores in make.com organized and efficient:

Plan your schema first: define fields carefully and think about how you will search records.
Use consistent naming: choose clear, descriptive names for data stores and fields.
Keep them focused: create separate data stores for distinct datasets instead of one store for everything.
Monitor size and usage: periodically review content and remove outdated records if they are no longer needed.

Helpful Resources

To dive deeper into how data stores work, review the official documentation on the Make.com data stores help page.

If you need expert assistance planning data models, designing scenarios, or optimizing complex automation with make.com, you can contact Consultevo for specialized consulting services.

By understanding how to create, manage, and query data stores in make.com, you can build more powerful, reliable, and maintainable automations without introducing external database complexity.

Need Help With Make.com?

If you want expert help building, automating, or scaling your Make scenarios, work with ConsultEvo — certified workflow and automation specialists.

Get Help