Extracting Analytics for Identical Emails Sent to Multiple Recipients

[APruchniak]

Hi HubSpot Community,

We're looking for a way to extract analytics for specific emails sent to different recipients from the same account. Here’s our scenario:

We send an identical email (same subject, content, and sender) to multiple recipients at different times. For example:

• February 12, 2025 → Sent to test@firmaabc.pl
• March 16, 2025 → Sent to qwerty@test.com
• March 18, 2025 → Sent to artur@jaskolka.pl

Our goal is to track and extract analytics (such as open rates, click rates, etc.) for each of these emails individually. Is it possible to differentiate the performance metrics for each recipient, given that the email content is the same?

Would we need to use a specific API, campaign tracking, or another method in HubSpot to achieve this?

Thanks in advance for your insights!

[APruchniak]

To ensure we're on the same page, I want to clarify that we intend to send all email communications from our system to clients via HubSpot. We will use HubSpot solely for tracking email data. Please let me know how we can integrate these two systems.

[Markestac]

I’m a little bit confused—are you using HubSpot to send emails and simply want to track the metrics from there (which is achievable with HubSpot’s built-in analytics)? Or do you plan to send emails from another platform and want the engagement metrics to be recorded in HubSpot?

Understanding this will help determine the best integration approach. Looking forward to your clarification!

[APruchniak]

We want our custom web system to send emails to customers, while HubSpot should be used for tracking and reporting these email deliveries. Our goal is to integrate our system with HubSpot to monitor key metrics (e.g., the number of sent emails, opens, clicks, and bounces).

Ideally, we would like to:

1. Log each email sent in HubSpot (including subject, recipient address, and send date).
2. Track key performance metrics:
   • Open Rate (percentage of emails opened).
   • Click Rate (percentage of emails with link clicks).
   • Bounce Rate (emails that failed to be delivered).
3. Use Custom Report Builder in HubSpot to generate reports based on this data.

Question: What is the best way to integrate our system with HubSpot to achieve this? Can we use HubSpot’s API to log email delivery events and track engagement metrics?

[Markestac]

Since you are sending emails from your custom web system and want HubSpot to track key metrics such as sends, opens, clicks, and bounces, the best approach is to use HubSpot’s Engagements API. This allows you to manually log email events in HubSpot so they can be included in reports.

 

Steps to Integrate Your System with HubSpot Using Engagements API

 

1. Generate Your HubSpot API Key or Private App Token

• Navigate to HubSpot Settings → Integrations → API Key (or use a Private App for better security).
• Copy your API Key or Private App Token for authentication.

2. Create an Engagement Record for Each Email Sent

• Every email sent from your system needs to be logged as an Email Engagement in HubSpot.
• Use the POST /engagements/v1/engagements endpoint to send details such as:
  • Email subject
  • Recipient email
  • Send date
  • Email content

3. Log Email Opens, Clicks, and Bounces

• Since HubSpot does not automatically track opens, clicks, or bounces for emails sent from external systems, these events need to be logged manually.
• To track an email open, send another request to the Engagements API with updated metadata.
• The same approach applies to clicks and bounces by modifying the metadata accordingly.

4. Use HubSpot’s Custom Report Builder

• Once email engagement data is logged, you can track and analyze it in HubSpot.

[Markestac · Accepted solution]

Hi @APruchniak ,

Yes, you can extract analytics for identical emails sent to different recipients using HubSpot’s Custom Report Builder. Through this you can track metrics such as open rates, click rates, and other engagement statistics on a per-recipient basis. Here's how you can set up such a report:

Steps to Create a Custom Report for Individual Email Performance:

1. Navigate to the Custom Report Builder:

   • In your HubSpot account, go to Reports > Reports.
   • Click on Create report.
   • Select Custom Report Builder.

2. Select Data Sources:

   • Choose "Marketing Email Events" as your primary data source. This will provide access to email-related metrics.

3. Add Relevant Fields:

   • In the report builder, add the following fields to your report:
     • Email Subject: Identifies the specific email sent.
     • Contact Email: Displays the recipient's email address.
     • Send Date: Indicates when the email was sent.
     • Opened: Shows whether the email was opened (Yes/No).
     • Clicked: Indicates if any links within the email were clicked (Yes/No).
     • Bounce Reason: Provides information if the email bounced.

4. Apply Filters:

   • To focus on specific emails or recipients:
     • Filter by Email Subject to isolate the email in question.
     • Filter by Send Date to narrow down to a particular time frame.
     • Filter by Contact Email to view metrics for a specific recipient.

5. Configure Visualization:

   • Choose a visualization type that best represents your data, such as a table or bar chart.
   • Customize the visualization to suit your analysis needs.

6. Save and Export the Report:

   • Once satisfied with the report configuration, click Save to store the report.
   • To share or analyze the data further, use the Export function to download the report in your preferred format.

If you need further assistance or have additional questions, feel free to ask.

[APruchniak]

I just want to add that we send this email from our own system. The email is sent from our system to the client; we just need HubSpot to track all the analytics.

[Markestac]

Yes, using the Custom Report Builder, you can achieve your desired outcome. Once the emails are tracked in HubSpot, you can generate a custom report to analyze metrics such as open rates, click rates, and other engagement data per recipient.

[kennedyp]

Hi @APruchniak! Welcome to the Community-- happy to have you here 😊

I understand you are trying to analyze the performance of the same email but sent to different recipients. One of the primary issues I see with defining the open rate or click rate for one contact is that these rates are calculated by determining the total emails sent and the percentage of recipients that clicked or opened the email. So the analytics for one contact will always be 0% or 100%. Could you provide some more context around your expectations of these results? What are you trying to determine with these emails? 

Best,

Kennedy

[APruchniak]

Hi Kennedy,

Thanks for your response!

We want to track the performance of individual emails—specifically, whether each recipient opened the email and clicked any links inside. The emails are sent from our web application, and they are logged in HubSpot. Our goal is to analyze the engagement for each recipient separately, even though the content is identical.

Is there a way in HubSpot to track these emails on an individual level? Would an API or a specific tracking method help us achieve this?

Looking forward to your insights!

Best,
Angelika