Create or log activities on a record

In HubSpot, certain activities are logged on records automatically, but you can also manually create new calls, emails, meetings, and messages, or log activities that occurred outside of HubSpot (e.g., a meeting with a client that wasn't booked, or a message sent via LinkedIn). Logged activities help display a complete outreach and engagement relationship with a record.

Activities are:

• Calls
• Emails
• Meetings
• Notes
• Tasks
• LinkedIn, WhatsApp, or SMS messages
• Postal mail

You can also import to create new activities and associate them with records in bulk.

Create or log activities on desktop

1. Navigate to CRM > [object] (e.g., contacts, deals, or courses).
2. Click the name of the record. You can also log an activity directly from the preview. 
3. In the upper left, click the icon for the activity you want to create or log. The icons that appear may vary if you've customized the order of the icons.

• • To create a note, click the description Note icon.
  • To create a sales email, click the email Email icon. The email editor will open for you to draft and send an email.

• • To make a phone call, click the calling Call icon. The calling tool will open for you to make a call.
  • To schedule a meeting, click the meetings Meeting icon. The meeting scheduler will open for you to book a meeting on your calendar.
  • To create a task, click the tasks Task icon. The task editor will open for you to schedule a task.
  • To create a WhatsApp message, click the socialWhatsapp WhatsApp icon. The message editor will open for you to draft and send your message. This option will only appear if you've connected your account with WhatsApp, and the contact has a value for the WhatsApp number property.
  • To log a sent email, click the logEmail Log email icon.
  • To log a made call, click the logCall Log call icon.
  • To log an attended meeting, click the logMeeting Log meeting icon.

• • To log a sent LinkedIn message, click the logLinkedInMessage Log LinkedIn icon.
  • To log a sent WhatsApp message, click the logWhatsAppMessage Log WhatsApp icon.
  • To log a sent SMS message, click the logSMS Log SMS icon.
  • To log sent postal mail, click the logPostalMail Log postal mail icon.

4. Depending on the activity, configure the following options:
   • Date: select a date from the dropdown menu for the day the activity occurred when logging activities.
   • Time: select a time from the dropdown menu for the time of day the activity occurred when logging activities.
   • Text formatting: select the icons to apply text formatting: bold, underline, font, etc. when entering text.
   • Insert options: select the icons to insert: images, snippets, Knowledge Base articles (Service Hub Professional or Enterprise only), etc. logged with the activity.
   • Association with records: add, edit, or remove relationships between records (i.e., log a note with two ticket records, remove a company from a logged call). 
   • Call outcome: select the outcome of a call. The default options are: Busy, Connected, Left live message, Left voicemail, No answer, and Wrong number. You can also select custom ones (Sales or Service Hub Professional or Enterprise only).
   • Call direction: select from the menu either Outbound or Inbound. Learn more about using a HubSpot provided phone number to receive incoming calls forwarded to your personal device, or how to make outbound calls from HubSpot. 

• • Call type: select the type of a call. This is an additional metric that can be used in reports (Sales or Service Hub Professional or Enterprise only).
  • Meeting outcome: select the outcome of a meeting. The default options are: Busy, Connected, Left live message, Left voicemail, No answer, and Wrong number. You can also select custom ones (Sales or Service Hub Professional or Enterprise only).
  • Meeting type: select the type of a meeting. This is an additional metric that can be used in reports (Sales or Service Hub Professional or Enterprise only).

• • Meeting attendees: search and select existing contacts in your CRM that attended your meeting. A maximum of 50 attendees can be displayed on a logged meeting. If you add more than 50 attendees, certain contacts will not appear on the meeting, but the meeting will be logged to their contact record.
  • Contacts called: search and select existing contacts in your CRM that you called.
  • Task follow up: select this option to create a call, email, or to-do task scheduled for your desired date (e.g., log an email and create a task due in two business days to follow-up).  

5. Once you've filled out your activity or note, click Log activity or Save note. The activity will now appear on the record's timeline.

Create or log activities in the HubSpot mobile app

1. Open the HubSpot app on your iOS or Android device.
2. In the upper left, tap the listViewIcon menu icon, then tap [object] (e.g., contacts, deals) in the left sidebar.
3. Tap the name of a record.
4. Tap Add note, Create task, or Log Activity. If you tap Log Activity, then select one of Call, Email, Meeting, SMS, WhatsApp message, LinkedIn message, or Postal Mail.

5. Enter the details for your note, activity, or task. If you're using the mobile app on an Android device, you can use snippets to quickly enter a short, reusable block of text into the activity details. 
6. Tap to toggle the Follow up task switch on to create a new task as a follow up action from your activity, if desired.
7. If you're logging a call or meeting, you can set additional information, including outcome, type, and duration. To set call or meeting types (Sales or Service Hub Professional or Enterprise only), you must have set up outcomes and types in your desktop app before you can select them on your mobile device. 
   • Tap Call outcome or Call type and select an outcome or type.

• • Tap Meeting outcome or Meeting type and select an outcome or type. 
  • On an Android device, tap Duration to set the duration of a meeting.

8. Tap Save. The note, activity, or task will now appear in the record's timeline.

Learn how to edit activities on records in the mobile app.