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How to use the HubSpot projects tool

Last updated: October 5, 2017

Available For:

Marketing: Basic, Pro, Enterprise
Sales: N/A

Projects is a tool within HubSpot that can help you to plan and organize all of your team's work in one place via structured lists of tasks. As your team grows, so do all the little things it takes for your projects to get done: planning campaigns, assigning tasks, ensuring deliverables are on time and so on. HubSpot projects is a way of making planning and organization just happen. 


Navigate to projects

In your HubSpot Marketing BasicProfessional, or Enterprise account, navigate to ProductivityProjects.


All tasks

On the All Tasks tab, you will see every task that's been assigned for all of your projects. The associated project will appear below the name of each task. You can use the filters at the top to look at tasks based on assignee, status, and due date.


All projects

On the All Projects tab, you will find a quick agenda of tasks and projects that you are working on, that you've added from Project Templates, or that have been shared with you by one of your team members.

Use to the left-hand side menu to navigate between existing projects or create a new project. Click Create project to create a new project from scratch or click Create from template to view the project template library.

From within any project, you can click on a task to view the assignee, due date, description, discussion, and attachments associated with it. Use the Assignee dropdown menu to assign a task to yourself or another user. While editing the description of a task or commenting in the discussion section, you can @-mention another user to send them a notification. Click the checkbox next to a task to mark it as complete.

Please note: when assigning a task, you will only be able to select team members who have been given Marketing access in your account. Learn more about user permissions here.

To edit the order of your tasks in a project, click and drag a task into the correct position.

 

Project templates

There are three types of project templates: personal templates, which are accessible only in one account; tempates that can be shared across multiple accounts that you have access to; and templates that are global and available for any HubSpot user with access to the projects tool.

To begin using an existing project template, navigate to the Project Templates tab. Click View Template, then click Copy to My Projects.


How to create a new template

To create a new project template from an existing project, navigate to the project and click Show project details. Click the Project actions dropdown menu and select Create template from this project.

To create a new project template from scratch, click the Project Templates tab, then click Create project template.


How to share your project template with another account

To share your project template, navigate to the project and click Show project details. Click the Project actions dropdown menu and select Create template from this projectNow that your project is a template, you can share it by returning to the project details. Click the Project actions dropdown menu and select Share with another Hub ID.

Enter the Hub ID of the other HubSpot account and the email address of the user, then click Share Template. That user will get an email prompting them to accept the template. You will also receive an update email, stating that the invitation was successful.


What notifications does projects send?

You will receive email and in-app notifications when someone does the following:

  • @-mentions you in a task
  • leaves a comment in the discussion section of a task you created or were assigned
  • assigns you a task

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