How to Create and Manage Tasks in Hubspot

Using Hubspot tasks effectively helps you stay on top of follow-ups, sales activities, and service work so nothing slips through the cracks in your CRM.

This guide walks you step by step through creating, editing, and completing tasks using the latest task tools and views available in your account.

Overview of Hubspot Task Tools

Before you start building tasks, it helps to understand where they live and how they behave inside the CRM interface.

• Tasks can be created from the main tasks index or directly from records like contacts, companies, deals, and tickets.
• You can assign tasks to specific users or teams, set due dates, and tie them to specific objects.
• Views, filters, and queues help you organize and work through your daily workload.

The instructions below are based on the official product documentation, which you can also review on the Hubspot knowledge base.

How to Create Tasks in Hubspot

You can create individual activities from multiple areas of the CRM. The core settings are the same regardless of where you start.

Create a Task from the Hubspot Tasks Index

Use the main tasks index when you want to quickly create activities that are not tied to a specific record yet.

1. In your account, navigate to the tasks area from the main navigation.
2. Click the button to create a new task.
3. Enter a clear, action-oriented title so it is easy to recognize later.
4. Set the due date and time, if needed, to control when the activity appears in your schedule.
5. Assign the task to yourself or another owner.
6. Add any notes or details the assignee needs to complete the work.
7. Associate the task with relevant records, such as contacts, companies, deals, or tickets.
8. Save the new task to add it to your queue.

Create a Task from a Record in Hubspot

Creating tasks directly from a record keeps your activity closely tied to the right people and deals.

1. Open the record type you need (for example, a contact or deal).
2. In the timeline or activity panel, choose the option to create a new task.
3. Review the default associations to ensure the task is linked to the correct record.
4. Update the title, due date, owner, and any notes as needed.
5. Save the activity so it appears in both the record timeline and your main task list.

This workflow ensures that every follow-up call, email, or internal reminder is visible in context.

Create Tasks from Other Hubspot Tools

Depending on your subscription and setup, you may also see task creation options in other tools.

• From sequences or automation workflows, you can create tasks automatically as part of a process.
• From inbox or conversations, you can generate an activity to follow up on a chat or email.
• From report dashboards, you can click into records and create related tasks on the spot.

Each of these paths still uses the same core task properties and associations.

Key Task Properties in Hubspot

Understanding the main properties makes it easier to filter and manage your list efficiently.

• Title: The main description of the action to take.
• Due date: Controls scheduling and helps drive priority and reminders.
• Owner: Determines who is responsible for completion.
• Priority: Lets you highlight high-value or time-sensitive work.
• Queue: Groups tasks into workable lists you can power through in order.
• Associations: Links the activity to related objects so context is never lost.

Setting these fields carefully from the start makes your future reporting and follow-up stronger.

Working with Hubspot Task Queues

Queues help you organize large volumes of actions into focused working lists.

Set Up Task Queues in Hubspot

1. From the tasks index, locate the queues section.
2. Create a new queue with a name that describes its use, such as “Today’s Calls” or “New Leads”.
3. Assign tasks to the queue directly as you create them or from the bulk actions menu.
4. Reorder or refine the queue as priorities change.

Once built, you can move through a queue in sequence, which is especially useful for sales call blocks or structured outreach sessions.

Filter and Sort Task Queues

To keep queues efficient and actionable:

• Filter by owner to see just your own responsibilities.
• Filter by type or priority to focus on similar work at once.
• Sort by due date so the most urgent work surfaces first.

Combining filters and queues gives you a flexible working environment across your Hubspot task list.

Editing and Updating Tasks in Hubspot

As deals progress and customers respond, you will often need to adjust existing activities.

Edit Task Details

1. Open the tasks index or the record that holds the activity.
2. Click the name of the task to open its details panel.
3. Update the title, due date, owner, or notes as needed.
4. Modify associations if the activity should be linked to different records.
5. Save your changes so the latest information appears everywhere.

Keeping details up to date ensures accurate reporting and clear handoffs between team members.

Complete or Reopen Tasks

Task status reflects progress and drives many of your productivity views.

1. From the list or the record timeline, mark a task as complete when the work is finished.
2. If you need to take additional action later, reopen the task or create a follow-up activity.
3. Use bulk actions to complete multiple items at once after a calling or emailing session.

Consistently updating status keeps your Hubspot workspace clean and trustworthy.

Best Practices for Task Management in Hubspot

Following consistent habits across your team improves clarity, forecasting, and collaboration.

• Use descriptive titles so anyone can understand what needs to happen at a glance.
• Always associate tasks with the correct records for full context.
• Leverage queues for repeatable routines such as prospecting or onboarding.
• Review overdue items daily so important steps are not missed.
• Align your tasks with your sales and service processes for consistent execution.

For additional optimization and CRM strategy help, you can also explore consulting resources at Consultevo.

Next Steps

Now that you know how to create, edit, and organize tasks in Hubspot, build a few queues, standardize your naming, and review your daily list each morning. Over time, this discipline will turn your CRM into a reliable engine for follow-up, pipeline management, and customer success.

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