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).
Here’s what happens when tasks are created manually:
With automated task assignments, you’re building consistency into your process. Everyone knows what to do and when to do it.
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.
You can do this through HubSpot’s workflow tool:
Bonus: Utilise task queues to streamline your team's daily workflows.
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.