Struggling to keep all your HubSpot tasks organized? the kind of overwhelm that comes from a long, unprioritized list of to-dos? Well, I’m here to tell you that learning how to create task queue HubSpot is going to be a must for your productivity and sanity. It’s like having a personal assistant who sorts all your urgent calls, follow-up emails, and general tasks into neat, actionable piles, letting you zoom through them without skipping a beat. This guide will walk you through everything you need to know, from setting up your very first task queue to using advanced tips that’ll make your entire team more efficient.

You see, HubSpot’s task management tools are pretty good on their own, but task queues? They take it to a whole new level. Think of them as dedicated lanes on a highway, each for a specific type of task. Instead of bouncing between different records and trying to remember what to do next, you can just hit ‘start queue’ and HubSpot guides you through each item, one right after the other. This isn’t just about getting things done. it’s about getting the right things done, more smoothly and with less mental clutter. It’s a fantastic way to boost individual and team productivity, keep everyone on the same page, and make sure no important follow-up falls through the cracks.

Table of Contents

What Exactly are HubSpot Task Queues?

Let’s get real about what we’re talking about here. HubSpot task queues are essentially organized groups for your tasks within the CRM environment. Instead of just having one big, sprawling “to-do” list, these queues let you categorize your tasks based on whatever criteria makes sense for you and your team — maybe it’s “Prospecting Calls,” “Client Onboarding Emails,” or “Overdue Follow-ups.” The main goal? To make it incredibly easy to prioritize, assign, and track progress on related tasks.

Imagine you have 50 sales calls to make. Without a queue, you’d click into a contact, make the call, log it, go back to your main task list, find the next contact, click in, and repeat. That’s a lot of unnecessary clicks and context switching. With a task queue, HubSpot groups all those calls together. You hit “start,” make the first call, click “next,” and boom – you’re instantly on the next contact’s record, ready for the next call. It drastically cuts down on wasted time and helps you get into a flow state, knocking out tasks back-to-back.

0.0

0.0 out of 5 stars (based on 0 reviews)

Excellent0%

Very good0%

Average0%

Poor0%

Terrible0%

There are no reviews yet. Be the first one to write one.

Amazon.com: Check Amazon for Master Your To-Do
Latest Discussions & Reviews:

HubSpot supports three primary types of tasks you can add to these queues:

Call: For phone-based outreach.
Email: For sending follow-ups, intros, or other email communications.
To-do: For general administrative tasks, internal discussions, or any other action that doesn’t fit neatly into a call or email.

By leveraging these queues, you’re not just managing tasks. you’re streamlining your entire workflow and making it easier to collaborate with your team.

Unlocking Remote HubSpot Jobs: Your Guide to a Flexible Career

Getting Started: Creating Your First Task Queue

Creating a HubSpot queue might sound technical, but it’s honestly quite straightforward. Think of it like setting up a new folder for a specific project on your computer. Let’s walk through it together.

To create a task queue HubSpot manually, you’ll follow these steps:

Head to Your Tasks: First things first, log into your HubSpot account. In the main navigation bar, you’ll want to navigate to CRM > Tasks. This is your central hub for all things task-related.
Access Queue Management: Once you’re on the Tasks page, look for the “Manage queues” button, usually in the top right corner. Give that a click!
Start a New Queue: A panel will slide out from the right. Here, you’ll see an option to “Create task queue”. Click it.
Name Your Queue: This is where you give your queue a descriptive name. Make it something clear and intuitive that tells you and your team exactly what kind of tasks belong here. For example, “Q3 Sales Prospecting Calls,” “New Client Onboarding,” or “Support Follow-ups.”
Set Visibility Private or Shared: Now, decide if this queue is just for your eyes, or if your team needs access. You can choose whether to make the Task Queue private or shared with specific team members. If it’s shared, you can add users to the queue from a dropdown menu.
Save It! Once you’ve named it and set its visibility, hit “Save.”

And just like that, you’ve got your first custom task queue ready to go! It’s really that simple. Each user can create up to 20 task queues in their account, which is usually plenty to keep things super organized.

Populating Your Queues: Adding Tasks

Once you’ve got your beautiful, empty task queue, the next step is to fill it up! You’ve got a few ways to do this, depending on whether you’re creating a brand new task or organizing existing ones, and if you’re using automation. Call Queue HubSpot: Your Ultimate Guide to Smarter Customer Conversations

Manually Adding New Tasks

This is probably the most common way to get tasks into your queues. Whenever you think of something you need to do, create a task and assign it to the right queue.

Click “Create Task”: From your main Tasks page in HubSpot, you’ll see a “Create task” button in the top right. Click that bad boy.
Fill in the Details: A form will pop up with all the important bits for your task:
- Title: Give your task a clear, action-oriented name e.g., “Call John Doe about proposal,” “Email new lead welcome kit”. Pro tip: If you include “call” or “email” in the title, HubSpot will often automatically set the task type for you.
- Type: Choose if it’s a “Call,” “Email,” or “To-do.”
- Priority: Set this as “Low,” “Medium,” or “High.” This is crucial for knowing what to tackle first.
- Associate with Records: Link the task to relevant contacts, companies, or deals. This keeps everything connected and gives you context when you start working on the task.
- Assignee: By default, it’ll likely be assigned to you, but you can assign it to any team member.
- Due Date & Time: Set a clear deadline for when the task needs to be completed.
- Reminders: You can set up email reminders to ping you or the assignee before the task is due.
- Notes: Add any extra details, instructions, or context that the assignee might need to complete the task effectively.
- Queue: This is the important part for us! You’ll see a “Queue” dropdown menu. Click it and select the task queue you want this task to live in.
Confirm Task Creation: Once all the details are in, click “Create task” or “Save.”

Your new task will now appear in the chosen queue!

Adding Existing Tasks to a Queue

What if you have a bunch of tasks already in HubSpot that aren’t yet organized into queues? No worries, you can easily move them.

Go to Your Tasks: Navigate to CRM > Tasks.
Select Tasks: Check the boxes next to the tasks you want to add to a queue. You can select one or many.
Change Queue: Look for an option like “Change Queue” or a similar action button that appears once tasks are selected. Click it, and then pick the queue you want to move them to.

It’s a quick way to clean up your existing task list and bring order to chaos!

Automating Task Addition Professional and Enterprise

This is where HubSpot really shines for power users. If you have a Professional or Enterprise plan, you can set up automation to create tasks and add them to queues automatically, saving a ton of manual effort. Mastering Shared Task Queues in HubSpot: Boost Team Productivity & Collaboration

Using Workflows

Workflows are incredibly powerful for automating tasks based on specific triggers.

Navigate to Workflows: In your HubSpot account, go to Automation > Workflows.
Create or Edit a Workflow: You can either create a new workflow or edit an existing one. Workflows can be contact-based, deal-based, company-based, or ticket-based.
Set Enrollment Triggers: Define when you want this workflow to start. For example, when a contact fills out a specific form, when a deal moves to a new stage, or when a ticket is created.
Add a “Create Task” Action:
- Click the “+” icon to add a new action.
- In the left panel, under the CRM section, select “Create task”.
Configure Task Details within the Workflow: Just like manual creation, you’ll fill in the task details here:
- Title, Type, Due Date, Assignee, Notes.
- Crucially, you’ll see an “Add to task queue” dropdown where you can select the queue you want this automated task to go into.
Save and Publish: Save your task action, then review and publish your workflow.

Now, every time your trigger criteria are met, HubSpot will automatically create that task and pop it right into the designated queue! This is super helpful for ensuring consistent follow-ups or internal process steps. For example, if a deal moves to “Closed-Won,” a workflow could automatically create a “Send Welcome Kit” task in your “Client Onboarding” queue, assigned to your customer success team.

Using Sequences

Sequences are a great tool for automating a series of personalized emails and tasks for your contacts. If you’re using a Professional or Enterprise Sales Hub plan, you can integrate task queues here too.

Create or Edit a Sequence: Go to Automation > Sequences.
Add a Task Step: When you’re adding a task step within your sequence, you’ll find a “Queue” dropdown menu.
Select Your Queue: Choose the task queue where you want this sequence-generated task to appear.

This way, tasks generated through your sales sequences are also neatly organized, ready for your sales reps to power through.

Automating Tasks in Pipelines HubSpot Starter and above

Even if you don’t have access to full workflows, HubSpot Starter users can still automate task creation based on deal stages. HubSpot Quotes vs. Invoices: What’s the Real Deal?

Go to Deal Settings: Navigate to Settings > Objects > Deals > Pipelines.
Select a Pipeline: Choose the specific sales pipeline you want to automate.
Automate Tab: Go to the “Automate” tab.
Create Workflow/Task: In a specific deal stage’s column, you can click “Create workflow” and then select “Create task”. Fill in the task details, and it will be created automatically when a deal moves into that stage. While it doesn’t explicitly link to a queue here in the same way as full workflows, it achieves a similar automation effect for individual tasks within a pipeline context.

Working Through Your Queues: Maximizing Productivity

Now that your tasks are neatly tucked away in their respective queues, it’s time to actually get stuff done. This is where the real magic of HubSpot task queues comes alive – the ability to work through tasks efficiently, one after another, without breaking your stride.

Access Your Tasks: Again, head over to CRM > Tasks.
Select a Queue: On the Tasks page, you’ll see various views and filters. Look for the “Queue” filter or directly select the tab for the queue you want to work on. If you’ve created a saved view for your queue, just click on that view.
Start the Queue: Once you’ve selected your queue, you’ll usually see a “Start tasks” or “Start queue” button. Give it a click!
Sequential Task Completion: HubSpot will then automatically pull up the first task in that queue and take you directly to the associated record e.g., a contact, company, or deal. This means you’re immediately in context, ready to make that call or send that email without any extra clicking around.
Actions After Each Task: After you complete an action like making a call or drafting an email, you’ll have a few options right there:
- Complete: Mark the task as done and move on to the next one in the queue.
- Reschedule: If you can’t complete it right now, you can set a new due date.
- Skip: Move past the current task to the next without marking it complete. You can always come back to it later.

This back-to-back completion feature is a huge time-saver. Sales reps, for instance, can power through their daily call lists, staying focused and productive. It cuts down on the mental load of remembering “who’s next” and “what record was that on?”.

You can also filter your tasks based on queue membership, assignee, task type, due date, and more, giving you granular control over what you see and work on. Creating custom views based on these filters means you can quickly jump to “My High Priority Calls Due Today in the Prospecting Queue.”

HubSpot QuickBooks Desktop Integration: Your Guide to Connecting Your CRM and Accounting

Supercharge Your Team: Collaborative Features of Shared Task Queues

Task queues aren’t just for individual productivity. they’re incredibly powerful for team collaboration, especially for sales and service teams that often share workloads.

Benefits of Shared Queues

Imagine a scenario where leads come in, and a sales manager needs to assign them for follow-up, but not to a specific person immediately. Or maybe a customer service team needs to handle incoming support requests on a first-come, first-served basis. Shared task queues are perfect for this.

Even Workload Distribution: With shared queues, you can distribute tasks more evenly across a team. Instead of manually assigning each task, team members can pull from a shared queue.
Transparency and Accountability: Everyone on the team with access can see the tasks in the queue, their status, and who’s working on what. This creates greater transparency and encourages accountability.
Reduced Oversight: When tasks are centralized in a shared queue, it significantly reduces the chance of important follow-ups or actions being forgotten.
Streamlined Handoffs: If one team member is out, others can easily pick up tasks from the shared queue, ensuring continuity.

How to Use Shared Queues Effectively

Sharing Task Queues: When you create a task queue, you have the option to make it “shared” and invite specific team members. If a task queue is shared with multiple users, all of those users can view and complete the tasks within it.
Assigning Tasks within Queues: While a queue can hold tasks for multiple people, you can still assign specific tasks within a shared queue to individual team members. This ensures that the right person is responsible for completing that particular task, even if the queue itself is broad.
Setting Permissions: To maintain control and ensure sensitive tasks are handled correctly, you can set permissions for each team member regarding who can view, edit, or delete tasks within shared queues.
Real-time Collaboration: Team members can update task statuses, add comments, and attach relevant files directly within the task, fostering real-time collaboration and keeping everyone informed. For instance, a sales rep could log a call outcome, and a manager could see it instantly.

By leveraging shared task queues, your team moves from a collection of individuals to a cohesive unit, all working together more effectively towards common goals. It’s about getting everyone on the same page, reducing communication gaps, and truly enhancing team collaboration.

Beyond the Basics: Advanced Tips and Best Practices

To truly master your task queues and squeeze every drop of productivity out of them, here are some advanced tips and best practices that I’ve found incredibly useful. QR Code Tracking in HubSpot: Unlock Your Marketing Superpowers

1. Naming Conventions: Keep It Clear and Consistent

This might sound minor, but a good naming convention makes a huge difference, especially as you create more queues. Instead of vague names like “Stuff to Do,” opt for clear, descriptive names.

Examples: “Sales: Prospecting Calls – Tier 1,” “Service: Support Ticket Follow-ups,” “Marketing: Blog Promotion Tasks,” “Internal: Weekly Team Check-ins.”
Why it matters: Clear names help you and your team quickly identify the purpose of each queue and reduce confusion.

2. Prioritization: Using Priority Levels Effectively

HubSpot allows you to set “Low,” “Medium,” and “High” priority for tasks. Use this!

Strategy: When you start your day, always check your “High” priority tasks first, especially those due today or overdue. This ensures you’re tackling the most critical items before anything else.
Avoid “Priority Creep”: Don’t mark everything as high priority. it defeats the purpose. Be realistic about what truly needs immediate attention.

3. Integrate with CRM: Linking Tasks to Records

Always associate your tasks with relevant HubSpot records like contacts, companies, or deals.

Benefit: When you’re working through a queue, being taken directly to the associated record gives you instant context. You’ll see past interactions, company details, and deal stages, allowing you to personalize your approach without hunting for information. This seamless integration with your CRM is a major time-saver.

4. Utilize Task Templates: For Recurring Tasks

If you have tasks that repeat regularly e.g., “Send monthly report,” “Weekly lead review”, consider creating task templates.

How: While HubSpot doesn’t have a direct “task template” feature in the same way it has email templates, you can achieve a similar effect by creating workflows that automatically generate these recurring tasks with pre-filled details. This saves you from manually typing the same information over and over.

5. Set Reminders: Don’t Miss Deadlines

HubSpot’s reminder feature is your safety net. Configure email reminders for yourself and your team based on task due dates or a specified time before the due date. What Exactly Are QR Code Providers?

Pro Tip: Set reminders that give you enough lead time to act, not just an hour before a deadline.

6. Regular Review: Prevent Task Overload

It’s easy for tasks to pile up, leading to “task overload,” where teams start ignoring or overlooking them.

Solution: Schedule a weekly or bi-weekly review of your task queues. Clear out completed tasks, re-prioritize, reschedule, or even delete tasks that are no longer relevant.
Data Point: Businesses that proactively manage and review their tasks report higher completion rates and overall team efficiency. An organized task list is a productive one.

7. Custom Views: Tailor Your Task Dashboard

Beyond the default views Due Today, Overdue, Upcoming, create custom task views that combine filters important to you.

Example: A view called “My Urgent Prospecting Calls” could filter by: Assignee: Me, Priority: High, Task Type: Call, Queue: Prospecting Calls.
Benefit: These custom views act as quick access points to precisely the tasks you need to focus on right now, cutting down on decision fatigue. You can even drag and drop tabs to reorder your views and set a default view when you navigate to tasks.

By applying these tips, you’ll move from just using task queues to truly optimizing them, turning your HubSpot account into a lean, mean, productivity machine.

Frequently Asked Questions

What is the main purpose of a HubSpot task queue?

The main purpose of a HubSpot task queue is to organize and group related tasks together, allowing users to efficiently work through them back-to-back without constantly switching context. This streamlines workflows, improves focus, and boosts productivity by enabling sequential completion of similar tasks like a series of calls or emails.

Why Integrating Your CRM and Accounting Software is a Must

How many task queues can I create in HubSpot?

Each user in HubSpot can create up to 20 task queues in their account. This limit applies to individual users. If your team needs more organization, focus on creating broad, logical categories for your queues and utilizing custom views and filters within those queues.

Can I share a task queue with my team members?

Yes, you absolutely can! When you create a new task queue, you’ll have the option to make it private or shared. If you choose to share it, you can invite specific team members who will then be able to view, edit, and complete tasks within that queue. This is a powerful feature for team collaboration and workload distribution.

What happens to tasks if I delete a task queue?

If you delete a task queue in HubSpot, the tasks that were assigned to that queue will not be deleted. They will simply become unassigned from that specific queue. You can then find these tasks in your general task list and reassign them to another queue or manage them individually if needed.

Can tasks be automatically added to a task queue?

Yes, they can! If you have a HubSpot Professional or Enterprise subscription, you can use workflows or sequences to automatically create tasks and add them to a specific task queue. This is incredibly efficient for automating recurring tasks or tasks triggered by specific actions e.g., a deal moving to a new stage. For Starter users, you can also automate task creation within deal pipeline settings. The Ultimate Guide to QR Code Generation and HubSpot Integration

How do I reorder tasks within a queue?

While you can’t manually drag and drop to reorder tasks within an active queue in the same way you might reorder items in a standard list, HubSpot primarily orders tasks within a queue by their due date and priority when you “start” the queue to work through them sequentially. To influence the order, make sure your tasks have clear due dates and appropriate priority levels. You can also create custom filtered views that sort tasks by specific criteria you define.

Why can’t I see the “Create task queue” option?

If you’re having trouble finding the “Create task queue” option, double-check that you’re in the correct section of HubSpot CRM > Tasks > Manage Queues. Also, be aware that while tasks themselves are available in all HubSpot editions, certain advanced sharing or automation features related to task queues might be tied to Sales Hub or Service Hub Professional or Enterprise plans. If you’re on a Free or Starter plan, some functionality might be limited compared to higher tiers.

Partners

Master Your To-Do List: How to Create and Use Task Queues in HubSpot