Tasks

Use tasks

Last updated: September 18, 2020

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 associated record or the task dashboard.

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.

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: click the dropdown menu to 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: click the dropdown menu to select if the task is high priority.
    • Associate with records: click the dropdown menu to search and select records to associate with 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 Create.

Create tasks in a record

  • 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. If you're using HubSpot's integration with LinkedIn Sales Navigator, select Sales Navigator - Send InMail or Sales Navigator - Connection request
    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 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.

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: click the dropdown menu to 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: 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.
  • At the bottom, click Save.

In bulk in the contacts, companies, deals, or ticket dashboards

 

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.
  • 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 tasks based on their statuses, due dates, or types. 
    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
  • To edit a task, hover over the task and click Edit. In the right panel, update the relevant fields and click Save. You can also delete the task by clicking Delete in the right panel.
  • To work on a task, click its name to be brought to the relevant associated contact record, with the full task details on its timeline. This will trigger a task queue. If it is an email task created by a sequence, the email template selected will be automatically populated in the popup box in the contact record.
  • To use task statuses, click Board in the upper right. You can then drag tasks into different statuses: Not started, In progress, Waiting, Completed, and Deferred.
  • To mark a task as complete, click the checkmark icon to the right of the task. complete-tasks-from-tablev2
  • To update tasks in bulk, select the checkboxes next to the tasks and at the top of the table, click the action you want to do. You can bulk delete tasks, add them to task queues, or mark them as completed.
  • To view your completed tasks, in the left sidebar menu, navigate to More > Completed. You can view when a task is completed in the Completed at column.

Learn how to export your tasks.

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
  • 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.

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.
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