This post comes from the team behind Dakota's HubSpot integration, which brings Dakota Marketplace data directly into your HubSpot instance. Dakota Marketplace is the global private markets intelligence platform used by thousands of investment professionals to research LPs, GPs, and private companies. Built by fundraisers for fundraisers, it delivers complete, accurate, and daily-updated intelligence across every allocator channel, from family offices and RIAs to sovereign wealth funds and public pensions. Learn More | Book a Demo
Getting the Dakota HubSpot integration set up is just the beginning.
The firms that see the biggest impact are the ones that build it into the way their team works every day, not just as a data source but as an active part of their outreach and campaign strategy.
If you are already connected and wondering how to get more out of it, this post is for you. Our CRM adoption resource hub has broader guidance on building a CRM your team actually relies on.
In this article, we are covering 10 actionable ways to get more value out of your Dakota HubSpot integration, from filtering smarter to preparing for every call to making sure your data stays clean.
Top 10 Ways to Get the Most Out of Your HubSpot Integration
1. Always Link Before You Create
The single most important habit to build when working with our HubSpot integration is to try linking before creating any new record. If an account already exists in your HubSpot, linking connects it to our data without creating a duplicate. Defaulting to creating when you are unsure is how duplicate records accumulate over time, and duplicate records erode your team's trust in the CRM faster than almost anything else.
If the fuzzy match does not surface the right record, use the fallback search options: phone number, CRD number, or website for accounts, and email address, full name, last name, or CRD number for contacts. Always exhaust linking options before creating something new.
2. Use the Filters as a Prospecting Tool
The Data Integrations tab is not just a setup tool. It is one of the most powerful prospecting tools your team has access to. Filter by account type, CRD, AUM, metro area, country, and investment preferences to build targeted lists of allocators that fit your strategy exactly. If your team is expanding into a new geography or asset class, this is the fastest way to identify and add the right accounts to your HubSpot.
You can pull up to 200 records at a time, making it practical to build out entire new segments of your coverage without any manual data entry.
3. Build Your Data Package Around Your Strategy, Not Everything We Have
One of the easiest mistakes firms make is pulling in every data set we offer instead of being intentional about what is actually relevant. We work with your team to build a custom, bespoke package based on the allocator types and strategies you focus on. If fixed income is not relevant to your firm, leave it out. If alternatives are your bread and butter, prioritize that data set.
A focused data package keeps your HubSpot clean and makes sure your team is working with records that are actually useful rather than wading through information they will never call on.
4. Choose the Right Field Mapping for Your Team
You have two options for how our data maps into your HubSpot: custom Dakota fields or your existing standard fields. Custom Dakota fields keep our data clearly labeled and separate from your existing information. Standard field mapping populates the fields your team already uses day to day.
Neither option is universally better. The right choice depends on how your team works inside HubSpot today. If you are not sure which to choose, this is a great conversation to have with your CSM during your setup call or anytime after.
5. Take Advantage of Linking & Syncing
If your firm connected the integration without going through our Linking & Syncing service first, it is worth having a conversation with your CSM about whether it makes sense to run the process now. Linking & Syncing is our done-for-you service that matches your existing HubSpot records to their Dakota counterparts on the back end, eliminating duplicates and getting your entire dataset connected correctly.
The longer you wait, the more manual linking accumulates and the harder it becomes to clean up. Starting with a fully matched dataset is almost always worth the time it takes to complete.
See how investment firms are using our HubSpot integration to build smarter campaigns, prepare for every call, and never miss a key data change. Book a demo.
6. Pull Investor Data in Bulk When Expanding Coverage
When your team is ready to add a new segment of allocators to your HubSpot, pulling accounts and contacts in bulk from the Data Integrations tab is the most efficient approach. Filter for the segment you want, select all of the relevant accounts, and create or link them in a single action.
This is particularly useful when your firm is entering a new market, expanding into a new asset class, or onboarding a new team member who needs their territory populated in HubSpot quickly.
7. Use the Dakota Logs Tab to Monitor Activity
The Dakota Logs tab tracks every action that happens within the integration: updates, creations, links, and any failed actions, at both the account and contact level. Most firms set this up and then forget it exists, which means they miss one of the most useful transparency tools in the integration.
Checking the Logs tab regularly, especially in the early stages of your integration, gives your team full visibility into what we are updating and builds confidence that the data flowing into your HubSpot is accurate and current.
8. Use Investment Preference Filters to Find the Right Allocators
One of the most underused features of our HubSpot integration is the investment preference filters inside the Data Integrations tab. You can filter specifically for firms that invest in private credit, venture capital, global equities, real estate, or dozens of other strategies.
This means your team is not just pulling in a broad list of allocators and hoping for the best. They are building targeted lists of firms that are actually relevant to what you are raising, which makes every campaign more intentional and every outreach more effective.
9. Use Career History to Personalize Outreach
Every contact record in our HubSpot integration includes career history showing every firm that contact has previously worked at. This information is more useful than most firms realize. A contact who previously worked at a firm your team has a strong relationship with is a warm introduction waiting to happen.
Before your team sends an email campaign or makes a call, checking the career history takes 10 seconds and can completely change the approach to that outreach. It is the kind of context that turns a generic email into a relevant conversation.
10. Lean on Your CSM for Anything That Comes Up
Our entire customer success team is trained on the HubSpot integration, and we also have a dedicated integration CSM who works across all CRM integration customers. If your team is not using the integration to its full potential, the fastest way to change that is to schedule time with your CSM.
Whether it is setting up Linking & Syncing, adjusting your data package, troubleshooting a linking issue, or figuring out how to use the integration for a specific use case your team has, your CSM has seen it before and knows how to help. You have access to support at all times as an integration customer. Take advantage of it.
Get More From the Integration You Already Have
Most firms activate the Dakota HubSpot integration and use maybe half of what it offers.
The features are there. The data is there.
What is missing is the habit of going deeper.
Start with one or two of these and build from there. The cumulative impact on your team's efficiency and data quality adds up faster than you might expect.
Our full CRM integration suite covers everything your firm needs to get the most out of Dakota's data.
Book a demo of the Dakota HubSpot integration today.
