Struggling to keep your team on the same page and ensure nothing falls through the cracks? Assigning tasks in HubSpot is your ultimate solution for staying organized and boosting productivity, and I’m here to show you exactly how to wield this powerful tool. By the end of this, you’ll be a HubSpot task assignment pro, ensuring every lead gets followed up with, every project moves forward, and every team member knows exactly what they need to do. We’ll cover everything from creating a quick reminder to automating complex workflows, making your HubSpot experience smoother and more effective than ever before.

Table of Contents

Why Task Management in HubSpot is Your Secret Weapon

Let’s be real, managing your day-to-day can feel like a juggling act. That’s where HubSpot tasks come in. Think of them as your personal and team assistant, making sure important stuff gets done. Why is this such a big deal? Well, for starters, it keeps you organized by giving you one central place for your to-do list, so nothing gets lost in a sea of sticky notes or forgotten emails.

This naturally increases productivity because you and your team can focus on completing tasks rather than trying to remember what to do next or where to find the details. Plus, when tasks are assigned, it significantly improves accountability. Everyone knows who’s responsible for what, making follow-ups and project management a breeze. And let’s not forget time management – setting deadlines and reminders means you’re always on top of things, which is crucial for hitting those goals. It truly eliminates the need for a separate task management platform, bringing all your activities into one powerful CRM.

The Basics: Creating and Assigning a Single Task in HubSpot

Alright, let’s get down to brass tacks. Creating a task in HubSpot is pretty straightforward, and you’ve got a few ways to do it, depending on where you are in your account.

From the Tasks Index Page

This is your go-to spot for an overall view of your to-dos. Mastering HubSpot Tracking in React: A Comprehensive Guide

Navigate: In your HubSpot account, head over to CRM > Tasks. You’ll see your main tasks dashboard here.
Create Task: Look for the “Create task” button, usually in the upper right corner, and give it a click.
Fill in the Details: A panel will pop up on the right, asking for all the important stuff.
- Title: Make it clear and concise. Something like “Call Sarah about proposal” is perfect. HubSpot is pretty smart. if you include “call” or “email” in the title, it often auto-sets the task type for you.
- Type: You can manually pick Call, Email, or To-do. If you’re using the LinkedIn Sales Navigator integration, you might also see options for “Sales Navigator – Send InMail” or “Sales Navigator – Connection request”.
- Priority: This is a big one. Assigning Low, Medium, or High priority helps you and your team know what to tackle first. Seriously, I always start my day checking high-priority tasks.
- Associate with records: This is where HubSpot truly shines! You can link your task to specific contacts, companies, deals, tickets, or even custom objects. Just search and select the relevant records. This means all the context you need is right there when you go to complete the task.
- Assigned to: This is where the “assign tasks in HubSpot” magic happens! By default, it’ll probably be assigned to you, but you can easily select any other user on your team.
- Queue: Ever wish you could lump similar tasks together? That’s what task queues are for! You can add your task to an existing queue or create a new one. We’ll talk more about these later.
- Due Date & Time: Set a specific date and time for when the task needs to be completed. Realistic deadlines are key here.
- Reminders: Don’t want anyone missing a deadline? Set up email reminders to be sent to the assignee. You can choose when they get the nudge – 30 minutes, 1 hour, a day before, etc..
- Notes: Add any extra details, instructions, or context here. The more info, the better for the person assigned the task.
Create: Hit that “Create” button, and your task is live!

From a Record Contact, Company, Deal, Ticket

Sometimes you’re already looking at a contact or a deal and realize you need to create a follow-up. HubSpot makes this super easy.

Navigate to a record: Go to a specific contact, company, deal, or ticket page.
Find the Task Section: On the left panel of the record, you’ll usually see a section for “Tasks” or a task icon. Click it.
Create Task: You’ll see options to view existing tasks or create a new one. Click to create a new task.
Fill Details: The task creation panel will appear, pre-associating the task with that record. Fill in all the details like title, type, priority, assignee, due date, and notes, just like you would from the tasks index page. This is super handy for keeping your CRM clean and ensuring every touchpoint is tracked.

Supercharging Your Workflow: Advanced Task Assignment Strategies

Once you’ve got the basics down, you’ll want to explore some more powerful ways to assign tasks in HubSpot to really get things flowing.

Creating Recurring Tasks

For those repetitive actions, recurring tasks are a lifesaver. This feature is usually available for Sales Hub or Service Hub Starter, Professional, and Enterprise users.

Create or Edit a Task: You can do this from the tasks index page or within an individual record.
“Set to repeat” checkbox: In the task details panel, check the “Set to repeat” box.
Define Frequency: Enter a number and select an interval days, weeks, months, or years for how often the task should repeat. For example, “every 2 months”.
How it works: A new task will automatically be created when the previous one is completed, deleted, or becomes overdue. This ensures you never miss that monthly check-in or weekly report. Just keep in mind, if a recurring task is overdue, both the original and the new task will show up.

Assigning Tasks in Bulk

Got a whole list of people who need the same action? No problem! Level Up Your HubSpot Game: Master Templates and Snippets for Ultimate Productivity!

For up to 100 Records Manual Bulk Creation:
1. Navigate to a record index page: Go to your Contacts, Companies, Deals, or Tickets e.g., CRM > Contacts.
2. Select Records: Check the boxes next to the records you want to create tasks for. You can usually select up to 100 records on a single page.
3. “Create tasks” button: At the top of the table, you’ll see a “+ Create tasks” button. Click it.
4. Fill Details: The task details panel will appear. Fill in the title, type, priority, and assign it to the relevant person or team. A task will be created for each selected record.
For More Than 100 Contacts Using Workflows – Professional and Enterprise only:
If you need to assign tasks to a massive list, workflows are your best friend. This is a common workaround for HubSpot’s 100-record limit for manual bulk task creation.
1. Create a List: First, create a list of the contacts you want to target e.g., CRM > Lists.
2. Navigate to Workflows: Go to Automation > Workflows.
3. Create a new workflow: Choose a “Contact-based” workflow from scratch.
4. Set Enrollment Trigger: Set the trigger to “List membership” and choose the list you just created.
5. Add “Create task” action: Click the “+” icon to add an action. In the “CRM” section, select “Create task”.
6. Configure Task Details: Fill in all the task information: title, type, due date you can set it for a certain number of days after enrollment, priority, and most importantly, who to assign the task to e.g., the contact’s owner, or a specific user. You can even add notes that pull in contact properties, like “Follow up with {{contact.firstname}} {{contact.lastname}}”.
7. Review and Publish: Turn on your workflow. This will automatically create tasks for all contacts currently in that list and any new contacts who meet the criteria. Be ready for a lot of notifications if you’re assigning hundreds of tasks!

Leveraging Task Queues

Task queues are like specialized folders for your tasks, helping your team work through similar activities efficiently.

Create a Queue: When you create a task, you’ll see an option for “Queue”. You can select an existing queue or create a new one right there.
Organize Your Work: Imagine you have a “New Lead Calls” queue or a “Follow-up Emails” queue. Your sales reps can then go into that specific queue and work through all the tasks one by one without jumping around to different types of activities.
Efficiency Boost: This feature is fantastic for boosting productivity because it reduces context switching. Your team can focus on calls for an hour, then switch to emails, making them super efficient.

Automating Tasks for Maximum Efficiency

This is where HubSpot really flexes its muscles. If you’re on a Professional or Enterprise plan, you can automate task creation, saving countless hours and ensuring consistency. Mastering Your Marketing: The Ultimate Guide to Teams Webinar HubSpot Integration

Workflows for Automatic Task Creation

Workflows are powerful automation tools in HubSpot, allowing you to automatically create tasks based on specific triggers.

Identify Your Trigger: What action should cause a task to be created?
- Deal Stage Changes: When a deal moves to “Proposal Sent,” automatically create a task for the sales rep to “Follow up on proposal in 3 days.”
- Form Submissions: A new lead fills out a “Demo Request” form? Instantly create a task for a sales rep to “Call New Demo Request.”
- Overdue Tasks: If a task becomes overdue, you can set a workflow to create another task for a manager to “Check in with sales rep on overdue tasks.” This is brilliant for accountability!
- Task Completion: After a “First Attempt Call” task is completed, automatically create a “Second Attempt Email” task.
Build the Workflow:
- Go to Automation > Workflows.
- Choose an object-based workflow e.g., Contact-based, Deal-based, Ticket-based, or even Custom Object-based if you’re on Enterprise.
- Set the Enrollment Trigger: This defines when the workflow starts. For example, “Deal stage is any of ‘Proposal Sent’” or “Contact has submitted form ‘Demo Request’”.
- Add “Create task” action: Just like with bulk tasks, select “Create task” from the CRM actions.
- Configure Task Details: Set the title, type, priority, notes, and assign it. You can even use personalization tokens to include details from the enrolled record in the task title or notes e.g., “Follow up with {{contact.firstname}}”.
- Activate: Turn on your workflow, and let HubSpot handle the repetitive task creation.

Using Sequences Sales Hub Professional and Enterprise

For sales teams, sequences are incredible for automating a series of personalized emails and tasks. When a contact is enrolled in a sequence, HubSpot can automatically create “Call” or “Email” tasks at specific steps, reminding reps to take action when automation can’t. This is great for ensuring consistent follow-up during a sales cycle.

Keeping Everything on Track: Managing and Tracking Your HubSpot Tasks

Creating and assigning tasks is only half the battle. You also need to keep an eye on them!

The Tasks Dashboard

This is your mission control. In your HubSpot account, navigate to CRM > Tasks. HubSpot Ticketing System Pricing: Your Ultimate Guide

Overview: You’ll immediately see all your tasks, often broken down into categories like “Due Today,” “Overdue,” and “Upcoming”.
Performance: Some views might even show you your task completion performance, which is pretty neat for self-reflection or team management.

Filtering and Sorting

The tasks dashboard can get crowded, so knowing how to filter and sort is essential.

Default Views: HubSpot provides handy default views like “Assigned to me,” “Due today,” “Overdue,” etc..
Custom Views: You can get super granular. Use filters to see:
- Tasks assigned to a specific team member.
- Tasks of a certain priority e.g., all high-priority tasks due today.
- Tasks of a specific type e.g., just calls.
- Tasks associated with a particular deal or company.
Saving Views: Once you’ve set up a filter you like, save it as a custom view. This way, you can quickly jump back to it later, making your daily routine more efficient.

“Start Tasks” Feature

This is one of my favorite features for sheer productivity! If you have a list of tasks you need to power through like all your calls for the day, HubSpot can guide you.

Select Tasks or View: In your tasks dashboard, either select a few tasks by checking their boxes or simply click the “Start tasks” button at the top to work through all tasks in your current view.
Guided Workflow: HubSpot will take you to the first task, showing you the associated record and all the notes. You can make the call directly from HubSpot if your phone system is integrated.
Next/Skip: Once you’re done with a task, mark it as complete, and HubSpot will automatically take you to the next one. It’s like having a personal assistant lining up your work for you, saving so much time on navigation.

Completing and Reassigning Tasks

Mark as Complete: When a task is done, simply check the box next to it in your task list or click the “Complete” button within the task details. You’ll often see a satisfying “You’re all caught up!” message.
Reassign or Add Notes: If you can’t complete a task, you can easily reassign it to someone else or add notes to explain why, tagging the relevant people.

Task Reporting

For managers or anyone wanting to track their own output, HubSpot offers great reporting capabilities for tasks.

Dashboards: Go to your Dashboards and click “Add report”.
Templates: HubSpot has a ton of templates, so just type “tasks” to find pre-built reports like “Tasks due and assigned to me” or “Incomplete tasks”.
Custom Reports: You can also build custom reports from scratch to analyze task completion rates, average time to complete tasks, or task distribution across your team. This is a fantastic resource for one-on-ones with your team, ensuring everyone is on track.

Integrating Tasks with Your Calendar

Who doesn’t love having everything in one place? HubSpot allows you to sync your tasks with your external calendar, so you never double-book or miss a reminder. Does Asana Integrate with HubSpot? Unlocking Your Team’s Productivity (and Sales!) Potential

Syncing with Google/Outlook Calendar

If you’ve connected your Google Calendar or Outlook Calendar to HubSpot, you can have your tasks show up there too.

Connect Your Calendar: First, make sure your calendar is connected to HubSpot. You usually do this in your settings, under General > Calendar.
Enable Task Sync: In the Calendar tab within your settings, ensure the “Calendar Sync” checkbox is selected.
How it Works: Any new task you create in HubSpot will appear as a 15-minute event on your chosen calendar at its due date and time. The event will also include any associated records and task notes, giving you all the context you need directly from your calendar.
- Important Note: This sync usually applies to new tasks created after the sync is enabled. Existing tasks won’t retroactively appear. Also, if you delete a task in HubSpot, it typically won’t automatically delete from your calendar.

This integration is fantastic because it helps you merge your HubSpot to-do list with your overall schedule, giving you a holistic view of your day.

Best Practices for Effective Task Management in HubSpot

Just having the tools isn’t enough. you need to use them smartly! Here are some best practices I’ve picked up along the way:

Be Descriptive and Clear with Titles and Notes: Don’t just write “Follow up.” Instead, try “Call John Doe about Q4 proposal high priority.” The more detail you provide, the less guesswork for the assignee.
Always Set Clear Priorities: Seriously, consistently using Low, Medium, and High priority levels helps you and your team quickly identify what needs immediate attention. This makes a huge difference in directing your focus.
Set Realistic Due Dates: Unrealistic deadlines lead to missed tasks and frustration. Be honest about how long something will take. Setting reminders is also crucial for time-sensitive activities.
Associate Tasks with Relevant Records: Always link your tasks to the contact, company, deal, or ticket they relate to. This provides instant context and saves you from digging around for information later.
Review Your Tasks Regularly: Make it a habit to check your task list daily, especially your “Due Today” and “Overdue” views. Keep it clean and up-to-date by completing tasks as you go.
Utilize Task Queues: Grouping similar tasks helps you batch your work, reducing distractions and boosting efficiency. It’s like having a dedicated “call block” or “email block” in your day.
Don’t Be Afraid to Reassign: If a task isn’t in your wheelhouse or you’re overloaded, reassign it to the right person. Better to reassign than let it fall through the cracks.
Use Automation Wisely: For repetitive tasks, especially on paid HubSpot plans, leverage workflows. This not only saves time but also ensures consistency in your processes.

By adopting these habits and making the most of HubSpot’s task management features, you’ll find your team more aligned, more productive, and better equipped to handle the dynamic world of business. Now, go forth and conquer your to-do list! HubSpot Transactional Email Add-On: What You Need to Know About the Cost

Frequently Asked Questions

What’s the best way to assign tasks in HubSpot?

The best way really depends on your situation! For a single, one-off task, creating it directly from the CRM > Tasks page or within an individual record is usually the quickest way. If you’re managing a larger group of contacts or want to automate repetitive actions, using HubSpot workflows to automatically create and assign tasks is incredibly efficient, especially for paid HubSpot users.

Can you assign tasks in HubSpot to external users or people not on my team?

No, you can only assign tasks to active users within your HubSpot account who have a paid seat for Sales Hub or Service Hub if it’s a recurring task. If you need to “assign” something to someone outside your team or HubSpot, you’d typically create the task for an internal team member to follow up with that external person, or use an integration with a dedicated project management tool that supports external collaboration.

How do I view all tasks assigned to me in HubSpot?

You can easily see all tasks assigned to you by navigating to CRM > Tasks in your HubSpot account. By default, this view often shows “Assigned to me,” but you can use the filters on the left sidebar to specifically filter by “Assigned to” and select your name to ensure you’re seeing everything relevant to you. Mastering Transactional Emails with HubSpot’s API: Your Ultimate Guide

Can I create recurring tasks in HubSpot for free?

No, creating recurring tasks is a feature available with Sales Hub or Service Hub Starter, Professional, and Enterprise subscriptions. If you’re on a free HubSpot CRM account, you’ll need to create tasks individually each time, or manually recreate them as needed.

How do I automate tasks in HubSpot?

Automating tasks in HubSpot is primarily done through workflows, which are available for Professional and Enterprise users. You can set up workflows to automatically create tasks based on various triggers, such as a contact submitting a form, a deal moving to a new stage, or even if an existing task becomes overdue. This saves a lot of manual work and ensures your processes are consistent.

Can HubSpot tasks be synced with Google Tasks or Microsoft To Do?

While HubSpot offers direct integration to sync tasks with your Google Calendar or Outlook Calendar so they appear as events, it doesn’t have a native, direct two-way sync with Google Tasks or Microsoft To Do specifically. However, third-party integration tools like SyncPenguin can help you sync tasks between HubSpot and personal Microsoft accounts like Outlook.com or Hotmail, which might include To Do functionality.

What are task queues and how do they help?

Task queues in HubSpot are a way to group similar tasks together, like “All Sales Calls” or “Follow-up Emails.” They help your team work more efficiently by allowing them to focus on one type of activity at a time, reducing distractions and improving productivity by batching work. When a team member goes into a queue, HubSpot can guide them through each task consecutively.

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