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Working Tasks in HubSpot: Create, View, and Complete by Due Date

This article covers how to create tasks, where to find them, and how to work them in due-date order.                                                   

Overview

Tasks are how we track follow-ups in HubSpot, and every task’s due date is the date it must be completed by.

Tasks can be linked to contacts, companies, deals, tickets, and projects, so the context travels with the to-do. Use them for calls, emails, and any other next step that has an owner and a deadline.

The due date is a complete-by date:

A task's due date is the day the work must be finished, not the day you plan to start it. A task due Friday should be done by end of day Friday, not begun on Friday.

    • Set the due date to when the task needs to be completed. If you need time to prepare, pick an earlier date.
    • Don't set a task's due date to "today" as a placeholder. It will show as due when it isn't ready to be worked.
    • If a task can't be finished by its due date, reschedule it before the date passes instead of letting it go overdue.
    • Treat overdue tasks as missed deadlines. Work them first, or reschedule them with a reason.

How to create a task:

Best practice is to create a task from a record.

From a contact, company, deal, ticket, or project record:

    1. Open the record.
    2. In the Activities tab, click Tasks and then Create a task.
    3. Fill in the fields below, then click Create task to save.

Field

What to enter

Title

A clear action, such as "Send revised proposal to Acme"

Due date and time

The date the task must be completed by

Type

To-do, Call, or Email

Priority

None, Low, Medium, or High

Assigned to

The person responsible for completing it

Notes

Context the assignee needs to finish it

How to view your tasks:

  • If you own the client relationship:
    • Open your Customer Success Workspace.
    • Navigate to the Actions tab.
    • Click on Tasks on the left-hand panel and use the filtered views to see your tasks that are open, due today, overdue, and upcoming.
  • If you do NOT own the client relationship:
    • Open the Tasks page from the main navigation.
    • Use the filters to narrow the list. Filter by Assigned to to see only your tasks, and by Due date to see what's due today, this week, or overdue.
    • Sort by the due date column so the earliest deadlines are at the top.

To see tasks for one customer or deal, open that record and check the Activities tab or the tasks card in the sidebar. This shows tasks from everyone on the team, not only yours.

How to work tasks by due date:

Work your list from the earliest due date forward, and start each day with anything overdue.

    1. Open your task list filtered to your tasks and sorted by due date, earliest first.
    2. Clear overdue tasks first. Complete each one, or reschedule it to a realistic date and note why.
    3. Work tasks due today next. These must be completed today, so don't leave them for the end of the day.
    4. Scan the next few days. If a task due soon needs prep or input from someone else, start it now.
    5. Mark tasks complete as you finish them. Open the task and mark it complete. Don't leave finished work open.
    6. Reschedule before the date passes. If you can't finish by the due date, move the date forward and tell the task's owner or requester.

Quick reference:

    • The due date is the complete-by date, not the start date.
    • Create tasks from a record so they're linked to the right contact, company, deal, or ticket.
    • Give every task a clear title, a due date, and an assignee.
    • Work overdue tasks first, then today's, then upcoming.