Automating Task Assignments in HubSpot – A Time Saver for Busy Teams

Because “I forgot to follow up” shouldn’t be why deals die.

If your sales or marketing team is juggling leads, follow-ups, content creation, and meetings, some things will get missed.

But they don’t have to.

One of the most underrated HubSpot features is task automation. With just a few workflows, you can ensure the right person gets the right task at the right time,  without relying on sticky notes or Slack reminders.

Let’s break down how automating task assignments in HubSpot can save your team hours (and help close more deals).

Why Automate Tasks in the First Place?

Here’s what happens when tasks are created manually:

• People forget
• There’s no consistency
• Important follow-ups slip through the cracks
• Managers have to keep chasing updates.

With automated task assignments, you’re building consistency into your process. Everyone knows what to do and when to do it.

3 Common Use Cases for Task Automation in HubSpot

Trigger a task for a sales rep to call or email a lead as soon as a form is submitted.

Example:
A lead fills out a demo request → A task is created for the assigned representative to follow up within 1 hour.

When a Deal Moves to a New Stage

Create tasks for specific follow-ups based on the deal's current stage in the pipeline.

Example:
Deal moves to “Proposal Sent” → Task assigned to remind rep to check in in 2 days.

When a Contact Shows High Engagement

If a lead views your pricing page, opens multiple emails, or clicks key CTAs, trigger a task to follow up with a personalised message.

Example:
Contact visits the pricing page 3 times in a week → Task created for rep to send a custom video or message.

How to Set It Up in HubSpot (Quick Overview)

You can do this through HubSpot’s workflow tool:

• Choose your trigger (form submission, deal stage change, property update)
• Add the “Create Task” action
• Assign it to the right owner or team
• Add due dates, descriptions, and reminders
• Save and test the workflow

Bonus: Utilise task queues to streamline your team's daily workflows.

Real Impact

When we implemented automated task assignment for one client, their lead follow-up time dropped from 18 hours to under 2 hours. Their close rate? It improved by 27% in the next quarter.

This isn’t just about saving time—it’s about improving results.