Use task queues

Task queues organize tasks into groups that can be used when filtering tasks.

Each user can create up to 20 task queues in an account. Once created, you can edit, delete, or save a queue as a view. 

Please note: as of January 2023, task queues are now a label used to group, filter, and share tasks. You can now complete tasks back to back in any task view. Any queues created before the task view update will be automatically added as views on your tasks index page, and can be accessed via the Queues quick filter or Manage queues panel.

Create and manage task queues

To create, edit, or delete task queues:

• In your HubSpot account, navigate to CRM > Tasks.
• In the top right, click the Manage queues.

• To create a queue, click Create task queue in the right panel.

• • Enter a name for the queue.

• • Once you're done, click Save.

• To edit, delete, or create a view for an existing queue, hover over the queue, then select an option:

• • Edit: select to edit the queue's name and the users that have access to the queue. To remove an invited user, click X next to their names in the dropdown menu. Click Save to confirm your changes.
  • Delete: select to delete the queue. In the dialog box, click Delete to confirm. The tasks in the queue will not be deleted.
  • Create view: select to create a saved view that includes the tasks from the queue. In the dialog box, enter a name for the view, then click Save. You'll be brought to the view's tab.

Please note: shared task queues can be edited or deleted only by the user that created the queue, or by super admins added to the queue. Editing actions include changing the queue's name and/or visibility settings.

Add tasks to queues

• In your HubSpot account, navigate to CRM > Tasks.
• To add a new task to a queue, click Create task in the top right. Enter the details of your task and select a queue from the Queue dropdown menu.

• To add existing tasks to a queue, select the checkboxes next to tasks you want to include in your queue, then click Change queue at the top of the table.

• In the dialog box, select the queue in the dropdown menu.
• Click Save.

You and any users sharing the queue will now have access to the tasks and can help complete them.

Filter tasks by queue membership

If you want to view tasks based on whether or not they're in a queue, you can use the Queue filter on the tasks index page.

• In your HubSpot account, navigate to CRM > Tasks.

• Click the Queue filter above the tasks table, and select the checkboxes for queues you want to view.
• To filter further based on queue membership, click More filters, then in the right panel, search for and select Queue. If existing filters are set, you'll first need to click AND.
  • To filter tasks in multiple queues, select is any of, then select the checkboxes next to the queues.
  • To filter tasks that are not included in certain queues, select is none of, then select the checkboxes next to the queues.
  • To filter tasks that are included in any queue, select is known.
  • To filter tasks that are not included in any queues, select is unknown.
  • Click Apply filter, then click X to exit the panel.

• To save the filters as a view, on the right, click Save view.

Learn more about how to filter tasks and save views.

Automatically add tasks to a task queue

In accounts with access to workflows or sequences, you can create tasks automatically and add them to a shared task queue, allowing other users to view and complete the tasks.

In a workflow (Professional and Enterprise only)

When you create your workflow and add a Create task action, in the right panel, you can add the tasks to a task queue.

• When adding the Create task section, click the Add to task queue dropdown menu and select the task queue to add the task to.
• Enter the task details, then click Save.

If you select a task queue that is shared with multiple users, all of those users can view and complete these tasks.

In a sequence (Professional and Enterprise only)

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 with multiple users, all of those users can view and complete these tasks.