How to create subtasks and set deadline dates based on meeting date in HubSpot?

CRM & Sales Tips, Tricks & Best Practices
1

I have two questions.

When I have a meeting, I always a have a number of follow up tasks to do. I have set up a sequence but the problem is that I don’t do the follow up tasks in the same order each time. It would be great to have one task that consists of a number of sub tasks and once all sub tasks are completed the ‘parent’ task is marked as complete.

Is this possible?

And secondly, I would love to set the deadline date of the follow up task based on when the meeting takes place (the current trigger is if meeting has been booked using the hubspot booking link) rather than set for the date the meeting was booked.

Is this possible?

2

Hi @helgaraisely,

Happy to help here!

@helgaraisely wrote:

And secondly, I would love to set the deadline date of the follow up task based on when the meeting takes place (the current trigger is if meeting has been booked using the hubspot booking link) rather than set for the date the meeting was booked.

Are you referring to tasks created via workflow? If so, you could use the ‘Delay until a date’ option:

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If contacts regularly book more than one meeting however this won’t work well, simply because HubSpot only shows the date of the last chronological meeting in the ‘Date of last meeting booked in meetings tool’ property. To accomodate for that, you could adjust the workflow as shown below. It would then create tasks for contacts with multiple meetings immediately still. For anyone else, it would be timed as per the meeting date.

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@helgaraisely wrote:

When I have a meeting, I always a have a number of follow up tasks to do. I have set up a sequence but the problem is that I don’t do the follow up tasks in the same order each time. It would be great to have one task that consists of a number of sub tasks and once all sub tasks are completed the ‘parent’ task is marked as complete.

This is currently not possible. Other users have however requested this before:

Feature Request: Project Task/Sub Task Templates to Create Project

Subtasks, Task Types, Not Required Due Dates

I’d recommend commenting and upvoting on these threads. The product team reviews them based on their popularity. You can also make it easier for others to find these requests by accepting my reply here as a solution. I’d appreciate it!

Have a great day!

3

Hey @helgaraisely,
Great News! This wasn’t honestly on my radar but Subtasks are now in Private Beta. Thank you @hhiggins and the Product Team for the great work! Here’s more on the Beta!

What is it?

Subtasks allow you to break down tasks into smaller, more manageable steps within HubSpot.

Why does it matter?

Complex tasks often involve multiple steps to complete. Previously, you had to create separate tasks for each step, which didn’t align with how you actually approach your work. Subtasks let you organize your work in HubSpot exactly as you think about it, making it easier to:

  • Track progress on multi-step tasks
  • Delegate specific steps to team members
  • Ensure all parts of a complex task are completed

How does it work?

Creating Subtasks

You can add subtasks when creating or editing a task in several locations:

  • Gantt View in Projects, Deals, and Services
  • Project Record & Preview
  • Customer Success Workspace

To create a subtask:

  1. Navigate to Gantt View > Create Task
  2. Look for the Subtask section in the task form

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Alternatively, in the Gantt View:

  1. Hover next to an existing task
  2. Click the Create subtask option

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In the Project Preview:

  1. Click Create task in the Tasks card
  2. Add subtasks in the form

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Within the Project Record:

  1. Go to the Tasks card
  2. Click Create task or edit an existing task
  3. Add subtasks in the form

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In the Customer Success Workspace:

  1. Navigate to the Gantt View or Project Preview
  2. Follow the steps above to create subtasks

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About Subtasks

  • Subtasks have the same properties and permissions as regular tasks
  • You can create up to 30 subtasks per parent task
  • Subtasks are not yet available when creating tasks from the top highlight card of Project Preview or other CRM Record Pages

Who gets it?

This feature is available for:

  • HubSpot Commerce Hub Professional and Enterprise
  • HubSpot Content Hub Starter, Professional, and Enterprise
  • HubSpot Marketing Hub Starter, Professional, and Enterprise
  • HubSpot Data Hub Starter, Professional, and Enterprise
  • HubSpot Sales Hub Starter, Professional, and Enterprise
  • HubSpot Service Hub Starter, Professional, and Enterprise
  • HubSpot Smart CRM Professional and Enterprise
4

Hi @helgaraisely,

Subtasks are now in public beta, and there are additional updates for subtasks in this release: HubSpot Login and Sign in

What is it?

You can now break tasks into subtasks, create custom properties for tasks, and customize which properties appear when creating a task.

Why does it matter?

Until now, tasks in HubSpot couldn’t be tailored to how your business operates. With subtasks, you can break complex work into manageable steps. Custom properties let you capture the specific data your team needs on every task. And by customizing the task creation form, you ensure the right information is collected every time someone creates a task.

How does it work?

Important: This release replaces the current task creation UI in the CRM with a side panel that supports subtasks and custom properties. This is the same side panel used when creating other objects like Contacts or Deals.

Creating custom properties:

You can now create custom properties for tasks just like you would for other objects. Navigate to Settings > Properties, select Tasks as the object, and create your custom properties.

Using custom properties when creating a task

To include custom properties on the task creation form, you must customize the form in Settings > Objects > Tasks. Support for using custom properties when creating a task in workflows will be available in April.

To edit custom properties on an existing task, open the task from the Task Index page or from the timeline on a record page. To see custom properties in the Task Index page, you must also join the “Tasks app rebuilt on CRM framework” beta.

Using subtasks

When creating or editing a task, you’ll now see a Subtasks section where you can break your work into steps. During this beta, subtask support is focused on the CRM, the Task Index page, and the Create Task workflow action.

Subtasks in the CRM

  1. When you click Create Task in the CRM, scroll down to see the Subtasks section.
  2. You can also create subtasks from Gantt View. After clicking Create Task in Gantt View, the Subtasks section appears in the task form.
  3. When hovering next to a task in Gantt View, you’ll see an option to create a subtask.
  4. When previewing a project, you can create subtasks from the Task Card.
  5. Within the project record, you can create subtasks when creating or editing a task from the Tasks Card.

Subtasks in the Task Index

To create and edit Subtasks in the Task Index page you must join the “Tasks app rebuilt on CRM framework” beta.

Subtasks in Workflows

Within the Create Task workflow action, you can include Subtasks.

About subtasks

Subtasks are tasks. They share the same properties and permissions as regular tasks. Every subtask must be associated with a parent task, but subtasks can have their own associations to other CRM records. For this beta, there is an initial limit of 30 subtasks per parent task.

Who gets it?

All paid subscriptions

Best regards!