Apr 2, 2019 6:49 PM
We abandoned tasks in salesforce a long time ago, because tasks don't have a set time to be done.
This always caused the problem that tasks ended up piping up untill users lost controll over their work.
So today, we set events into the calendar, which has the advantage that there is no way to schedule an event at a time where another event is already planned.
But what would be the best way to solve this using hubspot? How do other teams manage their open tasks? In hubspot tasks don't even seem to appear in the calendar, so how are others solving this?
Any help is greatly appreciated.
Apr 2, 2019 9:27 PM
So you can schedule tasks several different ways in HubSpot, manually, by a set of actions in a workflow, from the sales extension and the calendar that's within HubSpot.
To view tasks in a calendar like you've stated head to Marketing > Planning & Strategy > Calendar. You should be able to see a list of tasks there, and create new ones for your team members to work:
These tasks don't sync to their Outlook or Google Calendar though, but they should get an email notification about them being created and when they're coming up to their due date:
I've worked with several different clients and they handle them in many different ways. If you could help me better understand the way you'd like to handle them I'd be happy to guide you in a direction that I think my best fit your needs. I hope I was able to shed some light on tasks in HubSpot!
Apr 5, 2019 8:56 PM
I'll try to explain our situation a bit better:
Our team uses salesforce to schedule events in the future. This has worked better than tasks because:
So my question for the community:
How do you handle this? Do you use tasks or calendar events?
Personally, I think tasks are more useful for projects and "internal processes", but shouldn't be used for things like "contact this customer" or "update this negotiation" because of the restrictions explained above.
But then, how to do this in hubspot, since hubspot does not allow for the creation of events in the calendar?
I've even seen people using meeting-invitation-links to send tasks to employees. And I've also seen salesmen use meeting-invitation-links to schedule a time with themselves to remember to contact a customer.
What is your approach? Is simply putting the event directly into google calendar an alternative? But then we would have to copy the contat's URL into google calendar manually every time.
Is there some other way to handle this which I am not seeing?
Apr 9, 2019 11:14 AM
Apologies on the delay, @erikblues. The short answer is that you can't do this in HubSpot. The uneditable functionality is that you have the abiity to sync form submissions or email sends/opens/clicks as tasks, but they show up in Salesforce as tasks. As the events that sync represent previously-recorded information, the connector simply creates tasks for those in Salesforce, with the activity date matching the date that event occurred on the HubSpot side.
You can accomplish what you're looking for with additional Salesforce automation, but there won't be any options in HubSpot to give you extra flexibility. You could create Process Builder automation which creates a duplicate event, when a key task is created by the integration user in HubSpot.
Apr 10, 2019 6:40 AM
Hi @bradmin , I still trying to wrap my head around this.
How do other companies work? do you use hubspot tasks for everything?
I am thinking about just using google calendar events for this. It will not be optimal since we will have to manually copy the contact's URL into each of the events, but I can't find any other workaround (since we wan't to abandon Salesforce).
Apr 3, 2019 11:03 AM
Hi, @erikblues. As you've probably noticed, the connector creates closed tasks in Salesforce, representing the date of the form submission or email activity the task occurred from HubSpot.
With Salesforce automation, you can either write workflow rules to set the task date to some arbitrary point in the future (like adding one week to the task due date), or use something like Process Builder to create duplicate open events when HubSpot tasks are created. (The latter isn't a great idea, as given the volume of tasks HubSpot creates in Salesforce, creating duplicates could create hits against your Salesforce data storage limits.)
Apr 10, 2019 5:16 PM
I decied to submit this as an idea to the forum, with an approach which I thing would be better than salesforce's current sollution.
Would love to hear your feedback on this! Do you have any suggestions?
Apr 10, 2019 5:30 PM
Sorry, I've been trying to handle this all from a Salesforce calendar and events standpoint. There is an option which allows you to integrate Google Calendar with HubSpot.
Apr 10, 2019 6:06 PM - edited Apr 10, 2019 6:07 PM
@bradmin I don't think we are talking about the same thing.
I already integrated the calendars. There is no option to create events though, just meetings, calls or tasks.
What if the event is "spend monday morning fixing the code on the webpage"? There is no way to schedule this, is there?
What if the event is "spend tuesday afternoon building a custom presentation for a certain customer"? How would I register this? As a task? But then what is other customers schedule a meeting with me during the same time?
Should I create a task and, just to keep that time unavailable, should I create an event in my calendar then? So now I have 1 thing to take care of, but have to create a task and a google calendar event just for one simple task?
Please take a deeper look at the idea I posted.
Apr 26, 2019 12:19 PM
@bradmin Can you expand more on the integration with a Google Calendar? Where would I see it in HubSpot other than meetings? Is there a certain subscription needed - starter, pro, enterprise?
Apr 26, 2019 12:29 PM - edited Apr 26, 2019 12:30 PM
I was referring to Salesforce's native calendar function, and not Google calendar.
Apr 26, 2019 12:35 PM
At the moment, the only solution I found was to tell my team to use the google calendar to "create events" and then copy|paste the HubSpot's contact/company URL into the google calendar event.
Problems with this: