Contact Assignment Overview Follow
How to set up your notification preferences
- Select whether you want to receive your notifications on desktop or email for “Contact assign” and “CRM task assign”
- Select this where you know you are more likely to see it and respond. In some cases, emails are not preferred as people say they can get buried. That is when you may want to select desktop notifications. You can also have these notifications go to several places at once if just one isn’t enough to ensure you will see it.
What to do once you are assigned a contact
- Now that you’ve set up your notification preferences, what do you do once you receive one of these notifications?
- Two paths:
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If you are the proper person to follow up: 1.Click on the HubSpot notification email. If the contact is requesting action (such as from a an online form submission), look at the contact’s timeline in HubSpot to review their request. 2.Change the lead status in the contact record. 3.Associate the contact with an existing Company in HubSpot (Skip this step if you can’t find the correct company in HubSpot). 4.Respond as appropriate by email or phone. 5.Log your response email or call in HubSpot 6.Create a followup task as appropriate. |
If you are not the proper person to follow up, here is the process for passing it on: 1.If you know who the lead should be assigned to, click “Contact owner” on the left side of the contact record and select the proper individual 2.If you do not know who the lead should be assigned to, reach out to your product manager or team leader and ask. 3.Follow step 1 after doing step 2, if necessary |
If you are the proper person to follow up
- Open up the notification or email you received about the contact you’ve been assigned
- Click “view in Hubspot” and it will take you to the following view:
How to log calls and emails
- Follow up appropriately with the contact, whether by phone or by email.
- If you’ve integrated your email tool, you can send directly from HubSpot:
- You can also make calls directly from Hubspot:
If you are not the proper person to follow up
- Open up the notification or email you received about the contact you’ve been assigned
- Click “view in Hubspot” and it will take you to the following view:
How to assign a contact
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Open the contact in Hubspot and look at the “About” section on the left hand side of the screen |
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Click on the field “Contact owner” and search for the right person. Select the person you want to assign the contact to. |
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Remember to press “Save” at the bottom of the screen.
How to assign Tasks
Click on the name of the Contact with which you'd like the task to be associated.
In the activity box above the timeline, click Create task. Here you can set up the following:
1.Task name: enter the task's name in the Enter your task field.
2.Task details: add the basic task information in the Notes... field.
3.Due Date: select a due date from the Due Date drop-down menu. You can also click Add a time to specify a time for the task to be due.
4.Task type: from the Type drop-down menu, you can choose Call, Email, or To-do. Please note that at this time, customizing a task type is not possible.
5.Assigned to: select a user responsible for the task from the Assigned to drop-down menu.
6.Email reminder: from the drop-down menus below Email reminder, specify a date and time for a reminder email to be sent to the task owner.
7.Queue: use the drop-down menu below Queue to add the task to an existing task queue or to create a new task queue. Choose None if you don't wish to add this task to a task queue.
8.Associated records: from the Associated records section, the contact, company, or deal record you're creating the task from will automatically be associated with the task. From the remaining two record types, you can specify which records you'd like to be associated with the task.
Once you've added the details of your task, click Save Task.
How to create task queues
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- You can now add existing tasks to a specific queue:
- Check the box next to the task(s).
Click + Add to queue, select a queue from the drop-down menu, then click Add.
- To begin completing tasks in the queue:
- Click the name of the queue in the left sidebar menu.
- If needed, drag and drop tasks in the queue to change their order, then click Start queue.
- You will be taken to the relevant record where you can complete your task. Click the check-mark next to the task on the timeline to mark it as complete.
- Click Next to move to the next task in your queue. You can also leave the task uncompleted and click Skip if you want to leave a task for later and move onto the next one.
- To delete or rename a task queue, select it from the left sidebar menu, then click the Actions drop-down menu, and select Delete [name of task queue] queue or Rename queue.
Please note: there is a limit of 10 task queues per user in each account. If you need to create a new queue and have reached your limit, consider deleting a completed queue in order to create another one for your user.
View, edit, and delete tasks
- All of your tasks will appear on the tasks dashboard (Sales > Tasks). You can customize and filter your tasks view:
- To toggle between view types, use the Table and Board buttons. The table view shows a list of your tasks, while the board view allows you to drag and drop tasks to different statuses.
- To filter your tasks by assignee, type, and due date, use the drop-down menus at the top.
- To view tasks that are open, due today, due this week, overdue, or completed, or see tasks within a specific task queue, click the items in the left sidebar menu.
- To customize the columns that appear in the Table view of your tasks dashboard, click the Actions drop-down menu and select Edit columns. In the dialog box that appears, check the box to the left of a column to add it to the view. Click and drag items in the Selected Columns section to rearrange the order of columns, or click the x to the right of the item to remove it. Click Save.
- Click the title of a task on the dashboard to make edits or delete it. To mark a task as completed, click the complete icon success to the left of a task's title or, in the Board view, drag and drop a task to change its status.
- Tasks will also appear on the timelines of associated contact, company, deal, and ticket records. Find the task on the timeline (if tasks do not appear, click the Filter Timeline drop-down menu and check the Tasks box), then click Edit to make changes or click the Actions drop-down menu and select Delete to delete your task. To mark a task as completed, click the complete icon success to the left.
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