A data set you keep yourself is a small table you type in, such as your opening hours or this month's workshops. Wrenfield Pottery keeps one for its wheel workshops, with a row for each workshop.

Make the set

  1. Go to Data, click New data set, then click Type it in yourself.
  2. Under What is it?, give the set a name, such as “Workshop dates”.
  3. Pick an Icon and a Category. The category only decides which heading the set appears under in Data.
  4. Under What's in each row?, name each column and choose its type. Click + Add for another column.
  5. Under Who does it apply to?, leave Everyone on the list unless different rows belong to different people.
  6. Under Treat it as out of date after, choose when the set should be marked as out of date, or Never.
  7. Click Create data set.

The column types are Words, Number, Money, Date, Yes / no, Link and Image. Give a column the Date type if you'd like the rows on your Calendar, or a drip to start on the day.

A date can be typed the way you'd usually write it, such as 14/10/2026 or 14 Oct 2026, and it's kept as a date.

Name the set and choose its columns.
Name the set and choose its columns.

Add rows

The set opens on its Rows tab.

  • Click Add a row at the foot of the table and type into the new row. It's saved when you press Enter or click away from it.
  • To bring in several rows, copy them from a spreadsheet such as Excel or Google Sheets, click Paste rows and paste them in. Check the preview, choose Add to the end or Replace all rows, and click Apply. To bring in a CSV file instead, click Import CSV, then check the preview and click Apply in the same way. If the first row names the columns, they're matched by name.

A set you keep yourself can hold up to 5,000 rows. To change the columns later, use the Fields tab.

Paste rows from a spreadsheet and check the preview before you apply them.
Paste rows from a spreadsheet and check the preview before you apply them.

Change several rows at once

Tick the rows, and a bar appears at the top of the screen. Choose a column after Set, type the value after to, and click Apply to. The same bar has Duplicate and Delete.

Tick rows to change them all at once.
Tick rows to change them all at once.

Keep it up to date

  • On the Settings tab, When it goes out of date marks the set as out of date when nothing has changed for a while, such as a week, and the Data page then shows a note naming it. For a set with dates, switch on Drop rows once their date has passed to leave old rows out.
  • A till or a booking system can add rows through the API. The Source tab shows the address it sends them to. See Using the API.

Use it, or remove it

See Using live data in your emails to put a value in an email, and Using data in groups and drips for the rest.

To delete the set, click the ⋯ button at the top of its page and choose Delete this data set. Its rows go with it. First take its values out of any designs listed under Where it's used, or those emails have a blank where each value was. Switch off and hide from the list keeps the rows and stops the set being used, and the same applies to designs that use it.