HubSpot Tasks: A Complete Guide for Teams Using the CRM

HubSpot Tasks are follow-up reminders attached to CRM records. Creating a task on a record means setting a due date and an assignee. HubSpot surfaces it in the task queue on the due date. Fewer follow-ups get dropped and the whole team can see who is responsible, and by when.

Where do HubSpot Tasks live?

Tasks appear in two places. The first is the individual CRM record, inside the Activity panel on any contact or deal page. The second is the central Tasks dashboard under Sales in the top navigation.

The Tasks dashboard is the team-wide view. It lists all tasks across all records. Filter by owner or due date to narrow the view. Managers use it to spot overdue items. Reps use the Task Queue feature to work through their list with the associated record open alongside them.

How do you create a task in HubSpot?

There are several paths depending on your context.

From a record: Open a contact or deal. In the left panel under the timeline, click Create task. Add a title and due date. Assign an owner and save. The task immediately appears in the assigned rep’s queue.

From the Tasks dashboard: Go to Sales > Tasks. Click Create task in the top right corner. You can associate it with one or more records at the point of creation.

Via bulk action: In a contacts or deals list view, select multiple records. Click Actions, then Create task. HubSpot creates the same task across every selected record at once. This is useful after importing a new batch of leads or after a campaign response comes in.

For repeating follow-up patterns (every new lead gets a task, every deal that goes quiet gets a nudge), manual creation does not scale. That is where automated task creation via Workflows becomes the right tool.

How do you automate task creation in HubSpot?

HubSpot Workflows (available on Starter and above) can create tasks based on any trigger in the CRM. Common configurations include:

• A new form submission triggers a task for the contact owner to call within one business day
• A deal sitting in Proposal Sent for five days with no activity triggers a check-in task
• A contact with no engagement for 30 days triggers a re-engagement task
• An open support ticket that has not been updated in two days triggers an escalation task

Inside the workflow editor, add a Create task action. The task title can include personalisation tokens so the assignee sees something like “Follow up with Maria after proposal” rather than a generic label. The due date can be set relative to enrollment (for example, “3 business days from now”). The assignee can be set dynamically to the contact owner so tasks land with the right person automatically.

Pairing task automation with HubSpot Sequences works well for most teams. Sequences handle structured outbound cadences while task automation covers reactive follow-ups from deal-stage changes or inactivity triggers.

How do you manage tasks across a team?

The Tasks dashboard gives managers a single-pane view of all team tasks. Filter by assignee to see if a rep has a backlog of overdue items. Filter by due date to see what is critical today. Filter by associated deal stage to understand where your pipeline has stalled follow-up activity.

Individual reps use the Task Queue to process their list without context-switching. Each task loads the record in a side panel. The rep can log calls and update properties without leaving the queue, then mark the task complete.

Task completion rate is reportable in HubSpot’s activity reports. Task completion is a leading indicator of follow-up consistency. Teams that track deal velocity through their pipeline find this consistency directly affects conversion rate at each stage.

Can you set recurring tasks in HubSpot?

HubSpot does not have a native recurring task option. The practical workaround is a workflow that re-enrolls on a schedule or re-triggers from a date property. For example, a workflow that looks at a “Last Contacted” date and re-creates a task when that date is more than 30 days ago will function as a recurring nudge for dormant contacts.

For account-management use cases like quarterly reviews, many teams use a sequence with longer delays. A contact list with a workflow that fires from a custom date property also works well for recurring check-ins.

What is the difference between a task and a note?

A note records what already happened. A task flags what needs to happen next. Notes appear in the activity timeline as a log of conversations and decisions. Tasks have a due date and a completion state that can be tracked and reported on.

A common pattern: after logging a call note with the outcome, create a task for the next follow-up step at the same time. Both attach to the record, so the full history is readable in one place by anyone on the team.

Frequently asked questions about HubSpot Tasks

Can I assign a task to a user other than the contact owner?
Yes. Both manual tasks and workflow-created tasks let you specify any portal user as the assignee. The assignee does not have to match the contact owner.

Do HubSpot Tasks work on mobile?
Yes. The HubSpot iOS and Android apps include a Task Queue view so reps can work through follow-ups away from a desktop.

Are tasks available on the free HubSpot CRM?
Manual task creation is available on every plan, including the free CRM tier. Automated task creation via Workflows requires a paid subscription (Starter and above).

Can I bulk-complete or bulk-delete tasks?
Yes. From the Tasks dashboard, filter to the tasks you want. Select multiple with the checkboxes and use the bulk action menu to mark complete or delete.

What task types does HubSpot support?
HubSpot supports three task types. To-do is for general reminders. Call queues phone follow-ups. Email keeps outreach tasks in the pipeline. The type keeps activity reports segmented by channel and helps reps filter the queue to what needs their attention now.

This is an independent informational resource produced by a HubSpot Platinum Partner. HubSpot is a trademark of HubSpot, Inc.