Tasks

Use tasks

Last updated: October 28, 2019

Keep track of your to-do list with the the tasks tool in HubSpot. You can complete each task from the associated record, the task dashboard, or using a task queue. 

Create tasks

You can create tasks from a few different places within HubSpot. Sales Hub Professional or Enterprise users can also automate tasks on deal stages.

Tasks dashboard

  • In your HubSpot account, navigate to Sales > Tasks.
  • In the upper right, click Create a task.
  • In the right panel:
    • Title: enter a task name in the Title field. Include the text call or email in the title of your task to automatically set the corresponding task type.
    • Type: click the dropdown menu to select Call, Email, or To-do.
    • Associate with records: click the dropdown menu to search and select records to be associated to the task.
    • Assigned to: click the dropdown menu to select who the task is assigned to.
    • Queue: click the dropdown menu to add the task to an existing task queue or create a new task queue.
    • Due date: click the dropdown menus to select the due date and time.
    • Send reminder: select the checkbox, then click the dropdown menu to set when the email reminder should be sent to the task owner.
    • Notes: enter details about your task.
  • Click Save.

Contact, company, deal, or ticket record

Create a task manually

  • In your HubSpot account, navigate to your contacts, companies, deals, or tickets.
  • Click the name of the contact, company, deal, or ticket.
  • In the left panel, click Task tasks.
  • In the window at the bottom, enter the details for your task:
    1. Title: enter the task's name. Include the text call or email to automatically set the corresponding task type.
    2. Due date: click the dropdown menus to select a due date and time for the task.
    3. Notes: enter details on your task.
    4. Associated with X record(s): click the dropdown menu to view, add and remove any other records to the task.
    5. Task type: click the dropdown menu to select Call, Email, or To-do.
    6. Assigned to: select a user responsible for the task in the Assigned to dropdown menu.
    7. Email reminder: click the dropdown menus to select a date and time for an email reminder to be sent to the task owner.
    8. Queue: click the dropdown menu to add the task to an existing task queue or to create a new task queue. Choose None if you don't wish to add this task to a task queue.

  • Click Save task.

Create a follow up task when logging an email or call

  • In your HubSpot account, navigate to your contacts, companies, deals, or tickets.
  • Click the name of the contact, company, deal, or ticket.
  • In the left panel, click Email email or Call calling and enter the email or call information.
  • Before sending the email or saving the call, select the Create a task to follow up checkbox and click the dropdown menu to set a due date for your task.

 

Create tasks in bulk for contacts, companies, and deals

  • In your HubSpot account, navigate to your contacts, companies, or deals.
  • Select the checkbox(es) next to the records you want to create tasks for. 
  • Click + Create tasks in the header row.
  • In the right panel, enter the details for your tasks, then click Create.

HubSpot mobile app (iOS)

  • Open the HubSpot app on your device.
  • In the bottom navigation menu, tap Task.
  • In upper right, tap the plus icon +.
  • Set a title, type, and due date for your task. By default, the task will be assigned to you. Tap the Assigned To field to change the assignee. Tap the Associated Contact, Company, or Deal field to select records to associate with the task.
  • Tap Save.

You can also add a task from a contact, company, deal, or ticket record.

HubSpot mobile app (Android)

  • Open the HubSpot app on your device.
  • In the bottom navigation menu, tap Tasks.
  • In the lower right, tap the plus icon +.
  • Set a title, type, and due date for your task. By default, the task will be assigned to you. Tap the Assign To field to change the assignee. Tap the Add a contact, company, or deal fields to select records to associate with this task.
  • Tap Save.

You can also add a task from a contact, company, deal, or ticket record.

 

Create task queues

Create different task queues to organize your to-do lists and complete tasks in a series. 

  • In your HubSpot account, navigate to Sales > Tasks.
  • In the left sidebar, click Add a queue.
  • Enter a name for the queue and click Save.

To add existing tasks to a specific queue:

  • Select the checkbox next to the task(s).
  • In the header row, click Add to queue.
  • In the dialog box, click the Queue dropdown menu and select a queue. Then, click Add.

You can also start a queue directly from a filtered view on the tasks dashboard. 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.

Learn how to complete the tasks in the queue. 

 

View, edit, complete, and delete tasks

You can view, edit, complete, or delete your tasks from different places in your HubSpot account. 

From the tasks dashboard

  • In your HubSpot account, navigate to Sales > Tasks.
  • In the tasks dashboard:
    1. Table/Board: click to toggle between view types. The table view shows a list of your tasks, while the board view allows you to drag and drop tasks to different statuses.
    2. Status: click to view task by status. 
    3. Filter by: click the dropdown menus to filter your tasks by assignee, type, and due date.
    4. Search: enter terms to search for a specific task.
    5. Queues: click the name of a queue to view the tasks in the queue.task-dashboard
  • Click the name of a task on the dashboard to edit or delete it.
  • To mark a task as complete, click the checkmark icon to the right of the task. complete-tasks-from-tablev2

 Learn how to export your tasks.

From a task queue

You can complete the tasks in a queue that you created, or you can complete the tasks in a queue from a filtered view on the dashboard

  • In the left sidebar, click the name of the queue or select a task status. status-or-queue
  • You can drag and drop tasks in the queue to change their order.
  • In the upper right, click Start queue.
  • You'll be redirected to the relevant record to complete your task. Click the checkmark icon next to the task on the timeline to mark it as complete.
  • Click Next to move to the next task in your queue. You can also leave the task uncompleted and click Skip if you want to leave a task for later and move onto the next one.

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.

From a record

  • In your HubSpot account, navigate to your contacts, companies, deals, or tickets.
  • To view any tasks associated with the record, click Tasks in the middle panel.view-task-on-record
  • On each task:
    • Associated with X record(s):  click the dropdown menu to view, add and remove any other records to the task.
    • Delete: click to delete the task.
    • Complete: click the complete icon success to mark the task as complete.
    • Title: enter the task's name. Include the text call or email to automatically set the corresponding task type.
    • Assigned to: select a user responsible for the task in the Assigned to dropdown menu.
    • Due date: click the dropdown menus to select a due date and time for the task.
    • Notes: enter details on your task.
    • Details: click to view the following options.
      • Task type: click the dropdown menu to select Call, Email, or To-do.
      • Email reminder: click the dropdown menus to select a date and time for an email reminder to be sent to the task owner.
      • Queue: click the dropdown menu to add the task to an existing task queue or to create a new task queue. Choose None if you don't wish to add this task to a task queue.