topic Re: Autamotic email using a calendar in Data Hub

Autamotic email using a calendar

DSarti — Thu, 07 Nov 2024 14:16:02 GMT

Goodmorning everyone,

My company collaborates with many external operators, who rotate doing different activities in different dates.

We have an excel file with their names, surnames, emails, date and type of activity they have to perform. Is there a way to feed this excel file to Hubspot and have it produce an automatic reminder email to each of these people arriving a day before and reminding them the task they have to perform?

Thanks in advance,

Davide

Re: Autamotic email using a calendar

karstenkoehler — Thu, 07 Nov 2024 14:24:03 GMT

Hi @DSarti,

Yes, you can import tasks into HubSpot, see here: https://knowledge.hubspot.com/import-and-export/import-objects

(In this screenshot, I also chose contacts as an import data point, assuming that your tasks might relate to contacts in your CRM. If not, simple uncheck contacts.)

You can find task sample files here: https://knowledge.hubspot.com/import-and-export/set-up-your-import-file#one-object-or-activity

During the import, make sure to map the due date of the task and the assignee. Users would have to make sure that they receive task notifications and would then receive the reminder the day before, if you specify so: https://knowledge.hubspot.com/user-management/how-to-set-up-user-notifications-in-hubspot

Best regards!

Re: Autamotic email using a calendar

DSarti — Thu, 07 Nov 2024 15:24:31 GMT

Dear Karsten,

thank for your answer.

I just tried to upload a test version of the file. Where and how can I check if the task is currently working?

Moreover, I switched on the task notifications toggle as you suggested. But do the operators I send the emails have to do the same? Because they do not have an Hubspot account: they work with my company, but they are not direct employees.

Thanks in advance,

Davide

Re: Autamotic email using a calendar

karstenkoehler — Thu, 07 Nov 2024 15:32:33 GMT

@DSarti the tasks would show up under Menu > CRM > Tasks.

If the users do not have a HubSpot account, then you can't set up tasks for them and not send them reminders either, no, they would have to be users.

Re: Autamotic email using a calendar

DSarti — Thu, 07 Nov 2024 15:39:26 GMT

I understand, thank you. Is there a way to automatically send email to people we work with but do not have a Hubspot account, connecting each email to a specific date with a calendar? We just need to automatically remind this people of their job. Should I use a workflow?

Re: Autamotic email using a calendar

karstenkoehler — Thu, 07 Nov 2024 15:43:29 GMT

@DSarti notifications require recipients to be HubSpot users - you would first have to invite them.