Create tasks

To manage your to-do list in HubSpot, create tasks. Tasks are reminders for work you need to complete and can be associated with specific records, such as contacts, companies, or deals.

Once you’ve created tasks, learn how to complete tasks or edit and delete them.

Task details

Regardless of where you create a task in HubSpot, you can fill in the following information.

• Title: enter a task name. Include the text call or email in the title of your task to automatically set the corresponding task type.
• Type: select Call, Email, or To-do. If you're using HubSpot's integration with LinkedIn Sales Navigator, select Sales Navigator - Send InMail or Sales Navigator - Connection request. 
• Priority: select if the task is low, medium, or high priority.
• Associate with records or [x] associations: select records to associate with the task.
• Assigned to: select the user to which the task will be assigned.
• Queue: add the task to an existing task queue or create a new task queue.
• Due date: select the date and time the task is due. The time format (e.g., 12 hour vs. 24 hour format) is determined based on your date and number settings.
• Task reminders or Reminder: click the dropdown menu to select when an email reminder should be sent to the task owner. Learn more about task reminders.
• Notes: enter details about your task.

Learn how to set defaults for due date, due time, and reminders for all tasks you create.

Set defaults for creating tasks

If there are consistent details for your tasks, you can set up defaults so they're filled in each time you create a task. You can set a default due date, due time, and time period before a task's due date to receive a reminder. For example, always create tasks that are due one week after they're created and at 11:00 am.

These preferences only apply to tasks you create in the tasks index page or on a record. Your defaults will automatically populate the Due date and Task Reminders fields when you create a new task, but you can still adjust these fields for individual tasks as needed. 

1. In your HubSpot account, click your account name in the top right corner, then click Profile & Preferences.
2. Navigate to the Tasks tab.
3. In the Defaults section, click the dropdown menus to select the default:
   • Due date: select the default number of days or weeks that your tasks are due after they are created.
   • Due time: select the default time that your tasks are due.
   • Reminder: select the default amount of time before your task's due date to receive a reminder. Select No reminder to turn off default task reminders. Learn more about task reminders.
4. In the Follow-up tasks section, select the checkboxes to receive a reminder to create a follow up task every time you complete a task from a list view or when you disqualify a lead. Clear the checkbox to turn off follow-up reminders.
5. Once you're done, click Save.

Create tasks

You can create tasks in HubSpot from multiple tools, including the tasks index page, an object index page, or on an individual record.

If you're on a mobile device, learn how to create tasks in the HubSpot mobile app.

Create tasks on the tasks index page

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

2. In the upper right, click Create task.

3. In the right panel, enter the details for your task.

4. To make the task recurring, select the Set to repeat checkbox. Enter or click the arrows to select a number, then use the dropdown menu to select days, weeks, months, or years as the interval of time for your task to repeat (e.g., every 2 months). A new task will be created if the previous task is completed, deleted, or becomes overdue.

5. Click Create, or Create and add another to create the current task and start creating another task.

Create tasks for records

You can create tasks for multiple records in bulk or for individual records, either on the object index page or within a record.

1. Navigate to your records.
2. To create tasks for multiple records:

   • Select the checkboxes next to the records you want to create tasks for. To create tasks for all records on the page, select the checkbox at the top left of the table.

   • Click + Create tasks at the top of the table.

   • In the right panel, enter the details for your tasks.

   • Click Create. A task will be created for each selected record with the same details.

3. To create a task on an individual record:

   • Click the name of the record.

• • In the left panel, click tasks Task.
  • In the task editor, enter the details for your task.
  • To make the task recurring, select the Set to repeat checkbox. Enter or click the arrows to select a number, then use the dropdown menu to select days, weeks, months, or years as the interval of time for your task to repeat (e.g., every 2 months). A new task will be created if the previous task is completed, deleted, or becomes overdue.
  • Click Create.

Create follow up tasks on record activities

You can create tasks to follow up with an action after an activities. For example, log a meeting with a contact, then create a task to email them in three days to check in about the meeting.

1. Navigate to your records.
2. Click the name of the record.
3. In the left panel, log a call, email, note, or meeting or draft a one-to-one email.
4. At the bottom of the activity editor, select the Create a To-do checkbox.
5. To change the task type, click To-do and select Call or Email.
6. To change the due date, click the due date and select an option or set a custom date.
7. Depending on the activity, click Log activity, Save note, or Send. A new task will be created.

Create tasks in Gmail

If you've connected your personal Gmail inbox and installed the HubSpot Sales Chrome extension, you can create tasks in your Gmail inbox.

1. Log in to Gmail.
2. On the right side of your Gmail inbox, click the sprocket sprocket icon.
3. Click the Tasks tab.
4. Click Create task, then enter the details for your task.
5. At the bottom, click Save.

Learn how to create tasks while after sending an email in Gmail.

Create tasks with a workflow

You can automatically create tasks using the workflows tool. For example, when a contact submits an inquiry form, create a task for the sales team to call the contact.

1. In your HubSpot account, navigate to Automation > Workflows.
2. Create or edit a workflow.
3. Set up your enrollment triggers.
4. Add an action. In the left panel, select Create task.
5. Configure your task details, then click Save.
6. Finish setting up the workflow.

Tasks will be automatically created when the workflow enrollment criteria is met.

Create tasks with a sequence

You can create tasks as part of a sequence. For example, automatically send an email, then a task to call three days after the email if there's no response.

1. In your HubSpot account, navigate to Sales > Sequences.
2. Create or edit a sequence.
   
3. Add a General, Email, or Call task step to your sequence.
4. Finish creating your sequence.

Tasks will automatically be created at the defined step in the sequence.