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Creating Tasks and Comments in HubSpot

Quick reference for creating tasks, adding comments, and managing your daily workload in HubSpot.

Overview

Tasks and comments are essential tools for managing your daily workload in HubSpot. Use tasks to create reminders and assign work, and use comments to add context to activities without creating formal assignments.

External Resources

HubSpot User Guide: Task Creation & Activity Commenting

Visual Walkthrough Guide

Video Tutorial

Creating a Task

Quick Steps

  1. Navigate to your project record
  2. Click the Task button in the left column activity bar
  3. Fill out the task form (see required fields below)
  4. Click Create

Required Fields

Task Title: Brief description of what needs to be done

Due Date: When the task needs to be completed

  • Set time to end of day for day-specific tasks to avoid showing as overdue during your workday

Assigned To: Defaults to you, but can be reassigned to any HubSpot user

Optional but Useful Fields

Priority: Use strategically to triage your queue when multiple items are due

Queue: Type "Specialist" to see relevant queue options for organizing tasks

Repeat: Automatically creates the next task when you mark the current one complete

  • Useful for weekly product pulls, monthly budget reviews, or quarterly check-ins

Description:

  • For yourself: Keep it simple or skip it
  • For others: Provide complete context about what needs to be done and why

When to Create Manual Tasks

Create manual tasks for work outside your standard optimization cadence:

  • Spend checks between optimizations
  • Product approval follow-ups
  • Platform issue monitoring
  • Collaboration reminders
  • Quick account check-ins that don't require full optimization documentation

Adding Comments to Activities

Quick Steps

  1. Locate the activity card in the project's activity feed
  2. Click Add Comment in the bottom left corner of the card
  3. Write your comment
  4. Click Save

Mentioning Users

Type @ followed by a user's name to notify them:

  • They'll receive an email notification
  • They'll receive an in-app notification (bell icon)
  • The notification links directly to your comment

Comments vs. Tasks: When to Use Each

Use Comments When:

  • You need quick clarification
  • You're adding context to existing work
  • The communication is informational, not action-oriented
  • You're having a conversational exchange

Use Tasks When:

  • Something specific needs to be done by a deadline
  • You need accountability and tracking
  • The work needs to appear in someone's queue
  • You want visibility into completion status

Completing Tasks

In Your Queue: Click the checkmark icon on the task card

In Activity Feed: Mark tasks complete directly from the activity feed

Repeating Tasks: When you complete a repeating task, the next instance automatically generates based on your repeat settings

Finding Your Tasks

Customer Success Workspace

  • Summary Tab: Quick snapshot with today's, overdue, and tomorrow's tasks
  • Actions Tab: In-depth task management with multiple filtered views
  • Dashboard Tab: Assigned tasks are organized into pre-filtered, custom reporting for easy discovery.

Tasks Index View

Navigate to CRM → Tasks in the left navigation to see all tasks assigned to you

Best Practices

Be Specific with Titles: "Review campaign performance after budget increase" is better than "Check account"

Provide Context for Others: When assigning tasks to teammates, include complete information in the description

Use Repeating Tasks Strategically: Set them up once for recurring responsibilities instead of manually recreating them

Check Your Queue Daily: Review Today and Overdue views each morning to prioritize your workload

Keep Comments Focused: Use them for specific, actionable information that should be visible on the record

Common Questions

Q: Can I edit a task after creating it?
Yes. Click and expand on the task in the activity feed, then make your changes in the relevant fields.

Q: Why do all tasks require a time?
HubSpot's schema requires it. For task that are not time dependent, set the time to end of day to ensure it does not go overdue during the day.

Q: Will tasks I assign to others appear in my queue?
No, they only appear in the assigned user's queue. You can see them in the activity feed.

Q: Can I comment on activities created by other users?
Yes. You can comment on any activity visible to you in HubSpot.

Q: Are comments private?
Comments are visible to anyone with access to the record. They're internal to your organization but not private between individual users.