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HUCRM & Sales

How to Check Your HubSpot Data Volume

Review CRM record usage by object and account limits without exporting contacts, deals, or ticket contents.

Verified against official documentationLast checked October 16, 2026
This is a read-only preliminary check.

Do not export, upload, or send business records. Write down only the approximate storage figures you see.

What this platform may hold

Know what you are measuring.

  • CRM records
  • Activities and communications
  • Files and marketing assets
  • Workflows and custom objects
Permissions required

Super admin or authorized data-management user

Use a role that can view Data Model limits. Record-export permission is not required.

Start in the source system

Go to app.hubspot.com and sign in.

Use the authorized role listed above, then keep this Steady Data guide open beside the portal and follow the visual steps below.

Open HubSpot Opens the source system in a new tab. Never share your password with Steady Data.
Official vendor instructions

Want the vendor's full documentation? Open any source below without losing this guide.

Each link opens in a new tab.
Check your data volume

Follow these steps.

Product screens can change. Follow the verified labels and use the linked vendor sources if your layout differs.

01

Open Data Model limits

Sign in with the authorized role and follow HubSpot → Data Management → Data Model → Limits.

HubSpotData ManagementData ModelLimits
Stay in the read-only summary. Do not download, delete, or open individual records.
HubSpot · original navigation mapStep 1
Open Data Model limitsExample layout
Search settings and reports
Overview
Data Model limitsChoose this
Users and access
Original Steady Data illustration—not a product screenshot. Labels and navigation are based on the official vendor documentation linked below.
02

Capture the headline volume

Record stored and allowed counts for contacts, companies, deals, tickets, and custom objects.

Data Model limitsOverview
Keep each object's used and allowed values together; there is no universal database-size meter.
HubSpot · original navigation mapStep 2
Capture the headline volumeExample layout
Record this figureStorage overviewYour used storage
UsedTotal limit
Original Steady Data illustration—not a product screenshot. Labels and navigation are based on the official vendor documentation linked below.
03

Review the breakdown

Review associations, custom properties, pipelines, files, and heavily used custom objects.

Data Model limitsDetails
Aggregate totals are enough for the free valuation. Do not submit raw business records.
HubSpot · original navigation mapStep 3
Review the breakdownExample layout
Compare the largest sources
Email or recordsLargest
Files and attachmentsReview
Shared contentReview
Original Steady Data illustration—not a product screenshot. Labels and navigation are based on the official vendor documentation linked below.
04

Record scope and history

Write down object counts, plan, customization scope, oldest meaningful activity date, and date checked.

Your worksheetHubSpot
Counts cover retained records. Activity histories and workflow logs can have separate retention windows.
HubSpot · original navigation mapStep 4
Record scope and historyExample layout
EmailMailbox usage
FilesStorage used
SitesTotal usage
Write down each service separately
Original Steady Data illustration—not a product screenshot. Labels and navigation are based on the official vendor documentation linked below.
Used vs. limit

Record what is used—not just what is available.

HubSpot's clearest preliminary measure is record usage by object plus associations, properties, pipelines, and files.

Historical coverage

Storage size does not equal record age.

Counts cover retained records. Activity histories and workflow logs can have separate retention windows.

Troubleshooting

Common reasons your screen may differ.

Limits is unavailable+

Ask a super admin for the object-usage summary rather than record access.

Custom objects matter+

List each custom object and count separately.

Later-stage process

Prepare or export data only after authorization.

HubSpot object exports

HubSpot exports data by object and asset type after fields, dates, activities, and files are approved.

Permissions and safeguardsObtain super-admin or export-authorized approval and define objects, fields, dates, activities, and files.
1. Relevant object or asset2. List view or settings3. Export

Typical output: CSV or XLSX for records; files and other assets use product-specific formats.

Official sources

Verify the latest vendor guidance.

These official pages were used to verify this guide. Vendor interfaces and permissions can change.