Tasks

Use tasks

Last updated: February 26, 2021

Applies to:

All products and plans

Keep track of your to-do list with the tasks tool in HubSpot. You can create tasks in the task dashboard or in associated records. Super admins in your HubSpot account can also manage which users have permission to view and edit tasks.

To complete tasks back-to-back in HubSpot, you can create and use a task queue. If you're using a mobile device, learn how to use tasks on the HubSpot mobile app. Instead of receiving notifications per task, you can also opt to receive a summary of due tasks every weekday via email.

Learn how you can better plan your tasks based on your schedule and past performance.

Create tasks

You can create tasks from different tools within HubSpot. Sales Hub Professional or Enterprise users can also automate tasks on deal stages. If you have access to sequences, you can also create tasks in a sequence.

Create tasks in your tasks home

  • 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: 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 high priority.
    • Associate with records: search and select records to associate with the task.
    • Assigned to: select who the task is assigned to.
    • Queue: add the task to an existing task queue or create a new task queue.
    • Due date: 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.

Create tasks in a record

  • In your HubSpot account, navigate to your contacts, companies, deals, or tickets.
  • Click the name of the record.
  • 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: select a due date and time for the task.
    3. Notes: enter details on your task.
    4. Associated with X record(s): view, add and remove any other records to the task.
    5. Task 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
    6. Priority: select if the task is high priority.
    7. Assigned to: select a user responsible for the task in the Assigned to dropdown menu.
    8. Email reminder: select a date and time for an email reminder to be sent to the task owner.
    9. Queue: 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.

add-task-from-record

  • Click Save task.

Create tasks 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.

follow-up-task-to-email-1

Create tasks in your Gmail inbox

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

  • Log in to Gmail.
  • On the right side of your Gmail inbox, click the sprocket iconsprocket.

  • Ensure you're in the Tasks tab. If you only see a contact profile, click the arrow in the upper left of the panel to go back and click the Tasks tab.

  • Click Create task and enter the following information.
    • Title: enter the task's name. Include the text call or email to automatically set the corresponding task type.
    • Due date: click the dropdown menus to select a due date and time for the task.
    • Notes: enter details on your task.
    • Associated with X record(s): click the dropdown menu to view, add and remove any other records to the task.
    • Task 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
    • Assigned to: select a user responsible for the task in the Assigned to dropdown menu.
    • Email reminder: select a date and time for an email reminder to be sent to the task owner.
    • Queue: 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.
  • At the bottom, click Save.

Create tasks in bulk based on selected records

create-tasks-in-bulk-from-records-1

  • In the right panel, enter the details for your tasks, then click Create.
  • In the right panel, enter the following information.
    • Title: the title will be set for you and will state the record it is associated to.
    • 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 high priority.
    • Assigned to: select who the task is assigned to.
    • Queue: 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.
  • Click Create. A task will be created per record.

View, edit, complete, and delete tasks

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

Work with tasks in your tasks home

  • In your HubSpot account, navigate to Sales > Tasks.
  • To filter the tasks in the tab you are on, click Filter and select the task typedue date, or priority of the tasks you want to view.
  • To edit the columns in the table, click Edit Columns. In the dialog box:
    • In the left panel, select the columns you want to view.
    • In the right panel, click remove to remove any columns you don't want to view.

edit-columns-1

  • To edit a task, hover over the task and click Edit. In the right panel, make changes to the task and click Save.
  • To edit in bulk, delete in bulk, or add tasks in bulk to a task queue:
    • Select the checkboxes next to the tasks you want to edit.
    • At the top of the table, select the action you want to take:
      • Mark as complete: the selected tasks will be marked as complete.
      • Edit: in the dialog box, click the Property to update dropdown menu and select the property you want to edit. Enter or select the updated value and click Save. The selected tasks will have the updated property values.
      • Delete: in the dialog box, click Delete. The selected tasks will be deleted.
      • Change queue: in the dialog box, click the Queue dropdown menu and select the queue you want to add these tasks to. Click Save.

bulk-edit-tasks-2

Learn how to export your tasks and use task queues to be more efficient.

Work with tasks on 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-1
  • On each 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: select a due date and time for the task.
    • Task type: select Call, Email, or To-do
    • Priority: select if the task is high priority.
    • Reminder: select a date and time for an email reminder to be sent to the task owner.
    • Queue: 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.
    • Description: enter details on your task.
  • Hover over the task for additional actions:edit-task-on-record
    • Associated with X record(s):  click the dropdown menu to view, add and remove any other records to the task.
    • Pin: click to pin the task to the top of the record.
    • History: click to view the property history associated with the task. 
    • Link: click to navigate to a URL specific to the task. 
    • Delete: delete the task.

Work with tasks from your Gmail inbox

  • Log in to Gmail.
  • On the right side of your Gmail inbox, click the sprocket iconsprocket.

  • Ensure you're in the Tasks tab. If you only see a contact profile, click the arrow in the upper left of the panel to go back and click the Tasks tab.

  • To edit a task, click the task and update its details. Once done, click Save.
  • To complete a task, click the checkmark next to it.
  • To view a task in your HubSpot account, hover over the task and click the Actions dropdown menu. Select View in HubSpot.
  • To delete a task, hover over the task and click the Actions dropdown menu. Select Delete.