Manage onboarding to-do lists with checklists

Use checklists to manage HubSpot onboarding and setup by working through predefined tasks in a structured list. Checklists help teams track steps, assign ownership, and monitor progress as they complete account setup or recurring processes.

With checklists, you can review and manage tasks, customize checklist details, create reusable templates, and share templates across HubSpot accounts to standardize onboarding workflows.

Review checklist tasks

In the All tasks tab, you can review every task that's been created for all your checklists. The associated checklist will appear below the name of each task.

1. In your HubSpot account, click your account name in the top right corner, then click Checklists.
2. Click the All Tasks tab. 
3. At the top of the table, select and apply your filters: 
   • Checklist: filter by the checklist associated with the checklist tasks. 
   • Assigned to: filter by the user assigned to the checklist. 
   • Status: filter by the completion status of the checklist tasks. 
   • Due: filter by the due date of the checklist tasks. 

Review your checklists

In the All Checklists tab, review the checklist tasks and checklists that you're working on, or that have been shared with you by one of your team members.

1. In your HubSpot account, click your account name in the top right corner, then click Checklists.
2. To select a checklist, in the left sidebar menu, click the checklist name. 
3. To create a new checklist, click Create checklist to create a new checklist from scratch or click Create from template to view the checklist template library.
4. To edit the order of your tasks in a checklist, click and drag a task to a new location.
5. By default, all completed checklist tasks are hidden. To display a checklist's completed tasks, click to toggle the Hide completed tasks switch off. 
   
   
   

Manage your checklist details 

To review or edit your checklist details:

1. In your HubSpot account, click your account name in the top right corner, then click Checklists.
2. In the left sidebar menu, click the checklist name. 
3. In the upper right, click Show checklist details.
4. In the right panel, review, edit, or configure your checklist's details:
   • Assignee: the users assigned to the checklist. Click the Assignee dropdown menu and select users to assign to this checklist. When assigning a checklist, you can only select users who have been given Marketing access in your account. Learn more about HubSpot user permissions.
   • Due date: click the date picker and select the date that the checklist should be completed. 

• • Description: add checklist notes and @-mention other HubSpot users.
  • Attachments: upload and associate your files with the checklist.

• • Checklist actions: create a template from the checklist, archive, or delete the checklist.
    • Create template from this checklist: create a new template, using the checklist's layout, for use in the future. 
    • Archive checklist: archive the checklist. Archived checklists will only display in the Archived checklists section from the left panel. 
    • Delete checklist: permanently delete the checklist.

Manage your checklist tasks 

To review or edit your checklist tasks:

1. In your HubSpot account, click your account name in the top right corner, then click Checklists.
2. In the left sidebar menu, click the checklist name.
3. From your checklist dashboard, click the task name.
4. In the right panel, review, edit, or configure your checklist task's details:
   
   • Task name and completion status: the name of the task and a checkbox indicating whether the task has been completed. 
   • Assignee: the users assigned to the task. Click the Assignee dropdown menu and select users to assign to this checklist. When assigning a task, you can only select users who have been given Marketing access in your account. 
   • Due date: click the date picker and select the date that the task should be completed. 

• • Description: add task notes and @-mention other HubSpot users. 
  • Attachments: upload and associate your files with the task.
  • Discussion: collaborate with your team by leaving a comment and @-mentioning other HubSpot users.
  • Delete task: permanently delete the checklist task.

Manage checklist templates

Use checklist templates to efficiently create checklists from existing templates. Checklist templates can be kept within one account or shared across multiple accounts. 

Use a checklist template

To use an existing checklist template:

1. In your HubSpot account, click your account name in the top right corner, then click Checklists.
2. Click the Checklist Templates tab.
3. To review a template, at the bottom of a template, click View Template. 
4. After selecting a checklist template, in the top right, click Copy to My Checklists.

Create a checklist template

You can create a new checklist template from scratch or from an existing checklist: 

1. In your HubSpot account, click your account name in the top right corner, then click Checklists.
2. To create a new checklist template from scratch:
   • Click the Checklist Templates tab.
   • In the top right, click Create checklist template. A new template will be created in your checklist templates library.
   • In the top left, enter your checklist name. 
   • In the top right, click Show checklist details. Then, configure your checklist template's details:
     
     • Description: add checklist notes and @-mention other HubSpot users.
     • Attachments: upload and associate your files with the checklist.

• • In the table below, add your checklist tasks and task details. 
  • To create a new checklist from this template, in the top right, click Copy to my checklists. 
  • After setting up your checklist template's tasks and details, the template will be saved automatically. A new template will be created in your checklist templates library.

3. To create a new checklist template from an existing checklist:

• • Click the All Checklists tab
  • Navigate to your checklist.
  • In the top right, click Show checklist details.
  • In the right panel, at the bottom, click the Checklist actions > Create template from this checklist. A new template will be created in your checklist templates library.
    
    

Share a checklist template with another account

After creating a template from the checklist, you can share your checklist template with other HubSpot accounts. To share your checklist template:

1. In your HubSpot account, click your account name in the top right corner, then click Checklists.
2. Click the Checklist Templates tab.
3. Locate your template, then click View template.
4. In the top right, click Show checklist details. 
5. In the right panel, at the bottom, click Checklist actions > Share with another Hub ID.
   
   
   
   
   
   
6. In the dialog box, enter the Hub ID of the other HubSpot account and the email address of the user. 

• • To add a message when sharing your checklist template, click +Add a personalized message. Then, enter your message. The personalized message will be sent to all recipients. 
  • To share the checklist template with additional Hub IDs, click + Add another Hub ID. Then, enter the Hub ID of the additional HubSpot account and the email address of the user. 
  • Click Share Template. The specified user will receive an email prompting them to accept the template. If the user accepts the template, you'll also receive an update email stating that the invitation was successful.