Up front: I built this and it’s a paid product. Posting because the underlying workflow problem seems common and I’m curious how others have handled it.
Our team runs CRM in HubSpot but works out of Outlook and Microsoft To Do. Two things kept biting us.
First, HubSpot tasks don’t land in Microsoft To Do as native to-dos, so follow-ups lived in a tab nobody had open.
Second, and this is the one that actually caused misses: HubSpot tasks created with just a date all carry the same time. Eight tasks due Thursday means eight alerts firing simultaneously Thursday morning, which reps learn to dismiss as a block.
So we built taskCNX. What it does:
• Syncs HubSpot tasks into a dedicated Microsoft To Do list (the same list that shows in Outlook) as native tasks, with two-way sync on completion and due dates
• Turns every due date into a real To Do reminder
• Optionally distributes same-day tasks across working hours, priority first, skipping time already booked. Off by default, set per rep, and due dates never move.
• Brings the linked contact, company, or deal along, plus a link back to the HubSpot record
• Follows reassignment: change the owner in HubSpot and the task moves to the new owner’s list
• Backfills open tasks the moment someone connects
• Only ever creates and manages its own list, so My Day and personal lists are untouched
HubSpot stays the system of record throughout. Each rep connects their own Microsoft account via OAuth.
Status: installable today, App Marketplace listing in progress. Free for the first user, paid above that, with pricing details on the site rather than here since I’d rather this thread stay about the workflow.
Genuinely interested in how others have solved this: Power Automate, Zapier, n8n, or just living with the calendar sync. Happy to answer anything about the setup, and the bidirectional loop prevention in particular took a few passes to get right.