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Tasks

Work with tasks

Last updated: September 9, 2021

Applies to:

All products and plans

Once you’ve created tasks, you can view, edit, complete, or delete your tasks from different places in your HubSpot account. Users with Super admin permissions can manage which users have permission to view and edit tasks. 

You can also opt to receive a summary of due tasks every weekday via email. If you're on a mobile device, learn how to use tasks in the HubSpot mobile app.

View tasks

You can view all tasks on the tasks index page, as well as filter to view tasks that meet specific criteria. You can also choose the information you see for each task by customizing the columns in the table on the tasks index page.

Filter tasks on the tasks index page

  • In your HubSpot account, navigate to Sales > Tasks.
  • By default, you will view your own tasks. Depending on your user permissions, you can filter by who the task is assigned to. To filter by assignee, click the Me dropdown menu and select:
    • All assignees to view all tasks in the HubSpot account regardless of who they are assigned to.
    • No assignee to view tasks that have not been assigned to any HubSpot user.
    • The name of another user in your HubSpot account to view tasks assigned to that specific user.

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  • To filter the tasks in your current view, click More filters:
    • You can use the dropdown menus to filter the tasks you want to view: 
      • Task type: select All types, To-dos, Emails, or Calls.
      • Priority: select All priorities, None, or High priority.
      • Creation source: select All sources, User, Workflow, Sequence, or Salesforce integration.
    • You can also click the calendar fields to select the Due date or Creation date of the tasks you want to view. You can select a specific date, a range, or choose a time frame based on the current date (e.g.Tomorrow, Next 30 days).
    • Once you’ve selected your filters, click Apply.

Learn how to export your tasks and use task queues on the tasks index page.

Customize the properties in the table

You can customize the columns on the tasks index page to show certain properties for your tasks. To edit the columns:

  • In your HubSpot account, navigate to Sales > Tasks.
  • On the right, click Edit columns.

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  • In the dialog box:
    • In the left panel, select the columns you want to view:
      • Associations: any records associated with the task.
      • Due date: the date the task is due. This will show a date in the past if the task is overdue.
      • Last contacted: the last date that a chat conversation, call, sales email, or meeting was logged on an associated contact record. This will only have a value if a contact is directly associated with the task.
      • Last engagement: the last date of one-to-one email opens and clicks, lead revisits, meeting bookings, and form submissions on the contact record. This will only have a value if a contact is directly associated with the task.
      • Priority: the priority level of the task. This will only have a value if you select High when creating the task.
      • Task type: the type of task, including Call, Email, or To-do.
      • Assigned to: the HubSpot user the task is assigned to.
      • Notes: any notes you have included with the task.
      • Creation date: the date the task was created.
    • In the right panel, click and drag the columns to change their order, or click remove to remove any columns you don't want to view.
    • Click Save.

Edit, complete, and delete tasks

You can edit, complete, or delete your tasks on the tasks index page, on a record associated with the task, or in your Gmail inbox.

Work with tasks on the tasks index page

  • To complete a task, click the checkmark to the left of the task.
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  • To edit or delete a single task, hover over the task and click Edit. In the right panel:
    • To edit, make changes to the task details and click Save.
    • To delete, at the bottom of the panel, click Delete. In the dialog box, click Delete to confirm.
  • To complete, edit, delete, or move tasks to different queues in bulk:
    • Select the checkboxes next to the tasks. To select all of the tasks on your current page, select the Select all checkbox at the top left of the table. To select all of the records in the filter, select the Select all checkbox, then click the Select all [number] tasks link.

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    • 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
      • 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.

Work with tasks on a record

  • Navigate to your records:
    • Contacts: In your HubSpot account, navigate to Contacts > Contacts.
    • Companies: In your HubSpot account, navigate to Contacts > Companies.
    • Deals: In your HubSpot account, navigate to Sales > Deals.
    • Tickets: In your HubSpot account, navigate to Service > Tickets.
    • Custom objects: In your HubSpot account, navigate to Contacts > Contacts, then click the dropdown menu in the top left and select the name of the custom object.
  • Click the name of the record.
  • To view any tasks associated with the record, click Tasks in the middle panel.

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  • Locate the task you want to work with. If the task details are collapsed, click the rightright arrow in the top left of the task to expand it.
  • On the task, you can click each field or dropdown menu to edit the task details.

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  • To complete the task, click the checkmark next to the task's title.
  • To delete the task, click the Actions dropdown menu at the top of the task, then select Delete. In the dialog box, click Delete to confirm.
  • To comment on the task, at the bottom, click Add comment.
  • For additional actions, click the Actions dropdown menu, then select one of the following:
    • Pin: click to pin the task to the top of the record.
    • History: click to view the property history associated with the task. 

Work with tasks in your Gmail inbox

  • Log in to Gmail.

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  • On the right side of your Gmail inbox, click the sprocket sprocket icon.
  • Click the Tasks tab.tasks-tab-gmail-1
  • Click Filter to filter your tasks:
    • In the Filter by section, use the dropdown menus to filter by specific task types (All types, Calls, Emails, or To-dos) or the tasks' due dates (All dates, Due today, Due this week, or Overdue).
    • In the Sort by section, use the dropdown menu to sort your tasks based on the Due date or Task priority.
  • To complete a task, click the checkmark next to the task's title.
  • To edit a task, click the task and update its details. Once done, click Save.

edit-task-in-gmail

  • 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.