HubSpot Tasks

How to complete and create HubSpot Tasks

Miscellaneous notes:

HubSpot automatically assigns tasks but you can go into that specific task and reassign it to the person who has been working with that client.

If the contact responds to our email/call/text (unless the message is to ask them for valid contact info): Move the deal to “In Follow-Up” and make sure they are unenrolled from workflows so they do not continue to receive automated emails on top of manual emails.

Contact has unsubscribed or requested no contact: Click their profile in HubSpot and see the message that says "This recipient has unsubscribed from all email subscription types or there isn't GDPR-compliant legal basis for sending to them." (There is a red box around it so it's pretty easy to spot - check out Ashley Davis with Bug's Mama's Designs as an example!)

Types of tasks:

• Deal Check-In/Update Deal Status: This is an automated reminder that it has been 7 days since the deal, [company], has been updated to a new stage. If the deal stage is not updated within the next 7 days, the automated system will send another reminder.

  • If the contact has responded to our emails, they should have been moved to the appropriate stage. A follow-up will be required when this task is on the task list. Follow up with the contact and mark the task as completed.
  • If the contact has not responded to our emails, they are still receiving automated emails and do not need a manual follow-up. Mark the task as completed.
• Add Sample Pack Tracking to Contact Record: CSR creates a shipping label for the sample pack and mails it out. Add a green check mark to the task in Slack and respond to the task with a photo of the sample pack with the shipping label. Mark the task as completed in HubSpot
• Quote Accepted: Contact accepts their Quick Quote to proceed with ordering
  • Move Deal to Quote Accepted, change CSR to yourself 
  • Check-in and make appropriate follow-ups if the contact does not respond - 3-4 weekly follow-ups, then Closed-Lost/void estimate 
  • Designs provided already:

    • Hello,

      I am excited to see you accepted your Quick Quote!

      We received your file in your submission. Please confirm you are ready to proceed with an order by providing your shipping address and let us know if you hand-apply or machine-apply your labels.

      We look forward to working with you!

  • Still need designs:

    • Hello,

      I am excited to see you accepted your Quick Quote!

      Please confirm you are ready to proceed with an order by providing your artwork and shipping address, and let us know if you hand-apply or machine-apply your labels.

      We look forward to working with you!

• Quote Rejected: [contact] from [company] has rejected their quick quote
  • If the contact has provided a reason for rejecting their quote, move their Deal to Rejected Quote and void their estimate in Cyrious
  • If the contact has not already responded, send:

    • Hello,

      I see you rejected your Quick Quote. We love to gather feedback as we strive to improve our processes and provide high-quality customer service. If you have a moment, would you mind sharing why you rejected your quote?

      We appreciate you considering us!

• Modify Quote: [contact] from [company] has requested that their quote be modified
  
  • Move Deal to In Follow-Up and change CSR to yourself
  • Send follow-up email and make appropriate follow-ups if the contact does not respond - 3-4 weekly follow-ups, then Closed-Lost/void estimate 
    

    • Hello, 

      I see you are interested in modifying your Quick Quote. Please let me know what adjustments I can make and I will follow up with your updated quote.

      Thank you!

Creating a Task in HubSpot:

• “Create Task” button on top right side of “Tasks” page
• Enter title, leave type as “To-Do”
• Mark priority as “Normal” or “High”
• “Associate with Records” - search for contact name
• Assign due date/time
• Add reminder or notes about the follow up as needed
• Create!