How to Create and Manage Task Queues in HubSpot

When working through a queue, HubSpot presents each task one at a time. After completing the activity, the system immediately loads the next task. This structured workflow helps teams maintain consistent outreach while reducing time spent navigating the CRM.

This guide explains how to create task queues, add tasks to queues, and manage them effectively inside HubSpot.

Step 1: Log in to Your HubSpot Account

Start by logging in to your HubSpot account.

• Open your browser and go to hubspot.com.
• Click Log In.
• Enter your email address and password.
• Once logged in, you will land on the HubSpot dashboard.
• From here you can access sales tools including tasks, contacts, and outreach activities.

Step 2: Navigate to the Tasks Tool

To create and manage task queues, first access the tasks section.

• In the top navigation bar, click CRM.
• Select Tasks from the dropdown menu.
• The tasks dashboard will display all tasks assigned to you.
• This page allows you to organize tasks, apply filters, and manage queues.

Step 3: Create a Task Queue

Task queues allow you to group related tasks together for structured outreach.

• Go to the Tasks dashboard.
• Click Create Queue.
• Enter a name for the queue such as "Daily Outreach" or "Follow Up Calls".
• Save the queue.

The queue will now be available when creating or assigning tasks.

Step 4: Add Tasks to the Queue

After creating a queue, you can assign tasks to it.

• Create a new task or open an existing one.
• Locate the Queue field in the task settings.
• Select the queue you created.
• Save the task.

Tasks assigned to that queue will now appear together when the queue is opened.

This helps sales representatives organize activities based on outreach campaigns or priorities.

Step 5: Start Working Through a Task Queue

Once tasks are assigned to a queue, you can begin working through them sequentially.

• Go to the Tasks dashboard.
• Filter tasks by Queue name.
• Click Start Queue.

HubSpot will open the first task in the queue. After completing the action, the next task automatically appears.

This workflow reduces the need to navigate between multiple records.

Step 6: Complete Tasks in the Queue

Each task in the queue may include actions such as:

• Making a call
• Sending an email
• Logging an activity
• Scheduling a meeting

To complete a task:

• Review the contact information displayed.
• Perform the required activity.
• Add notes or update the record if necessary.
• Click Complete Task.

HubSpot will automatically move to the next task in the queue.

Step 7: Manage and Update Task Queues

Task queues should be reviewed regularly to keep outreach organized.

• Adding new tasks to active queues
• Removing completed tasks
• Updating queue names for different campaigns
• Filtering tasks by due date or priority

Maintaining organized queues helps sales teams complete outreach campaigns more efficiently.

Best Practices for Using Task Queues

• Group similar tasks together such as call blocks or follow ups
• Use queues for daily outreach campaigns
• Prioritize tasks by due date
• Complete tasks immediately after performing the activity
• Review queue progress throughout the day

Conclusion

Task queues in HubSpot provide a structured way for sales teams to complete outreach activities. By organizing tasks into queues and working through them sequentially, representatives can focus on conversations and engagement rather than navigating the CRM.

When used effectively, task queues improve productivity, streamline outreach workflows, and ensure that important sales activities are completed on time.