Tasks

Use task queues

Last updated: July 15, 2020

Applies to:

Sales Hub  Starter, Professional, Enterprise
Service Hub  Starter, Professional, Enterprise

You can create tasks and assign them to yourself and other users, and also be assigned tasks by other users in your HubSpot account.

To complete tasks back-to-back in HubSpot, you can create and complete a task queue.You can also invite other users in your HubSpot account to work through a task queue.

When you start the task queue, it will bring you to the relevant contact record to complete the first task. After completing the first task, continue through the tasks in the queue until you complete, reschedule, or skip all of them.

Create a task queue

To create a task queue:

  • In your HubSpot account, navigate to Sales > Tasks.
  • In the left sidebar, click Add a queue.
  • In the right panel, enter your Task queue name.
  • If your subscription is Sales Hub Professional or Enterprise, or Service Hub Professional or Enterprise, you can invite users to your task queue:
    • Click the Add users to queue dropdown menu and search or locate the users you want to invite.
    • Select the checkboxes next to their names.
    • To remove an invited user, click X next to their names in the dropdown menu.

Please note: only users with a Sales Hub or Service Hub Professional or Enterprise seat can be added to a task queue. Only the creator of the task queue can invite users to their task queue and make changes to their task queue.

  • Click Save. Their user profile pictures should appear next to the task queue's name.
  • This new task queue will still be empty. You need to add tasks to the queue.
To add existing tasks to the empty queue:
  • In the left sidebar menu, click Open tasks.
  • Select the checkboxes next to the tasks.
  • At the top of the table, click Add to queue.
  • In the dialog box, click the Queue dropdown menu and select a queue. Then, click Add.

When you create a new task, you can add it to the queue by clicking the Queue dropdown menu and selecting the queue you want to add the task to.

To start a queue directly from a filtered view on the tasks dashboard, click Start queue in the upper right. These default views filter tasks by status or task type, so you can prioritize the tasks that are due immediately or focus on a specific task type.

Please note: each task queue has a limit of 500 tasks and each user has a limit of 10 task queues in each account. If you need to create a new queue and have reached your limit, consider deleting a completed queue to create a new queue.

Complete the tasks in your task queue

To start a task queue, you must be a user with an assigned Sales Hub or Service Hub paid seat.

  • In your HubSpot account, navigate to Sales > Tasks.
  • In the left sidebar, click the task queue you want to work on. You can also click a filter (e.g., Open tasks).
  • In the upper right, click Start queue.
  • You'll be redirected to the relevant record to complete your task. You can click any associated records in the record's right panel if you need more information and still remain in the task queue.
  • If you added LinkedIn Sales Navigator tasks to your queue, the LinkedIn Sales Navigator will open so you can send the InMail message or connection request directly from the queue.

Please note: if you added message content to the Notes field when creating a LinkedIn Sales Navigator task, the InMail or connection request will not auto-populate with this content. You will need to manually enter the message content.

  • If you are unable to complete the task, you can do one of the following steps:
    • In the upper right, click Skip to skip over this task for now and move on to the next task.
    • In the upper right, click Reschedule to update the due date of the task. Once rescheduled, click Next to do the next task.
    • In the upper right, click X to exit the task queue and stay on the record.
  • If you've completed the task, in the upper right, click Complete.
  • You can also view upcoming tasks in the queue by clicking the Progress dropdown menu.

Edit or delete task queues

  • In your HubSpot account, navigate to Sales > Tasks.
  • In the left sidebar, click the task queue you want to edit or delete.
  • In the upper right, click the Actions dropdown menu.
    • Delete queue: select and in the dialog box, click Delete to completely delete the task queue.
    • Edit queue: select and in the right panel, you can rename the task queue and update the users who have access to the queue. Once done, click Save.

Add other users to an existing task queue

If your subscription is Sales Hub Professional or Enterprise, or Service Hub Professional or Enterprise, you can add users to your task queue. These users will then be able to view and complete the tasks in the queue.

You can only add users with a Sales Hub or Service Hub Professional or Enterprise seat and only the creator of a task queue can add users to their task queue and make changes to their task queue.

  • In your HubSpot account, navigate to Sales > Tasks.
  • In the left sidebar, click the existing task queue you want to add others to. You can also create a new task queue to add users to.
  • Next to the name of the task queue, click Share.

  • In the right panel, click the Add users to queue dropdown menu and search or locate the users you want to invite. Select the checkboxes next to their names. You can remove an invited user by clicking X next to their name in the dropdown menu.

  • Click Save. Their user profile pictures should appear next to the task queue name. They will now have access to the task queue and can help complete tasks in the queue.

Automatically add tasks to a task queue

If you have access to the workflows tool or sequences tool, you can create tasks automatically and add those tasks to a shared task queue, allowing different users who are invited to the task queue to view and complete the tasks.

In a workflow

This applies only if you have access to workflows. When you create your workflow and add a Create task action, in the right panel, you can now add the tasks to a task queue.

After adding the Create task action, in the right panel:

  • Click the Add to task queue dropdown menu and select the task queue to add the task to.
  • After entering relevant information in the other fields, click Save.

If you select a task queue shared to multiple users, all those users can view and complete these tasks.

In a sequence

This applies only if you have access to sequences. When you create a sequence and add a task step, you can select the task queue to add the task to.

  • When adding the task step, click the Queue dropdown menu and select the task queue you want to add the task to.
  • Click Add, then continue editing your sequence.

If you select a task queue shared to multiple users, all those users can view and complete these tasks.

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