How to create, update, and close tasks in HubSpot

Tasks track every deliverable, HR advice matter, client activity, and internal to-do. Client work flows to the live client dashboard, and internal work flows to the Initiative Review board. This covers what is new, how to set up your Tasks screen, and the exact fields for each stage.

For: the CHR team · All inside HubSpot

Set up your Tasks screen (one time)

1. Add the Queues column

   On your Tasks screen, add Queues as a column so you can see and sort by it.

2. Make a private queue if you need one

   For something not yet ready for the team: on the Tasks screen, near the top right, click the three dots, click Manage queues, then Create new, and mark it private.

The field groups

Tasks are organized into groups. These are the ones you will use:

Queue options

1. Create a new task

1. Set the Client Service Type (About this task)

   On every task. Pick Scoped Deliverable, HR Matter, or Client Activity for client-facing work, or Backend Task for your own tracking.

2. Pick the Queue

   Choose the area of business: Client Service, Internal Initiatives, Marketing, Product Development, or Sales.

3. Write the task notes

   Notes are for static details only: the initial description and context that will not change. Later updates go in comments, not here.

4. Add time spent

   Enter minutes. Rounding to 15 is fine.

5. For client work, fill the Client Dashboard Updates group

   • Check Client visible so it appears on the client dashboard.
   • Set Deliverable started and Deliverable target. Both reflect on the dashboard.
   • Plan Month: the month number counting from the start of the contract. If they start in June, June is 1. Enter the month the deliverable will begin. Use 0 for anything Advisory or outside of scope (HR Matters use 0).
   • Plan Month End: the estimated end month. If a deliverable begins in month 1 and takes three months, enter 3.

6. For internal work, use the Initiative Review group

   Enter the details that should show on the team and initiative board for this task.

2. Update an existing task

1. Move the task along

   Update Task stage, Task status, and Time spent.

2. Log updates as a comment

   Enter case updates as a task comment, not by editing the notes. Comments stamp the name, date, and time, which keeps a running record for the whole team. Notes stay as the original static details.

3. Update all client fields for a deliverable or HR Matter

   • Complete the available Client Dashboard Updates fields.
   • HR Matter fields only apply when there is a client question or issue about HR advice. HR Matter Result Status shows the progress from problem toward solution. HR Matter Result Details is filled only when you close the task.

4. Write the Client update carefully

   The Client update field is the wording that shows on the client dashboard. Keep it confidential enough that anyone reading it could not tell who is being discussed, and specific enough that the client knows what it refers to. Write it as if anyone could see it.

5. Hold Deliverable finished until it is truly done

   Fill Deliverable finished only once the client has received the deliverable or the advice.

6. Use Initiative Review for internal notes

   The Initiative Review group is for team and board updates tied to this task.

3. Close a task

1. Update all appropriate fields

   Bring every relevant field current and set the final statuses.

2. If it is an HR Matter

   Update HR Matter Result Status and fill HR Matter Result Details.

3. Set the finished date

   Update Deliverable finished to the date it was sent to the client.

4. Mark it complete

   Set Task status to Completed and Task stage to Completed.