How to use Hubspot Tasks

Step 1: Log In to HubSpot

• What to Do: Open your web browser and go to HubSpot’s login page. Enter your email and password.
• Tip: Bookmark this page or keep your login handy for quick access.
• Why: You need to be in HubSpot to manage tasks.

Step 2: Navigate to a Patient’s Profile

• How:
  1. From the HubSpot dashboard, click Contacts in the top menu.
  2. In the search bar at the top, type the patient’s name (e.g., “Jane Doe”).
  3. Click their name when it appears to open their profile.
• What You’ll See: A page with their email history, notes, and tasks.
• Why: Tasks are tied to specific patients, so you start here.

Step 3: Create a New Task

• How:
  1. On the patient’s profile, find the Tasks tab or section (usually on the left or top-right).
  2. Click Create Task (it might look like a “+” button or say “Add Task”).
  3. Fill in the details:
     • Task Title: Type one of these:
       • “Is Invoice Paid?”
       • “Has Order Been Received?”
       • “Is Refill Needed?”
         
         
     • Due Date: Click the calendar icon and pick a date (e.g., 3 days from now for a follow-up).
     • Notes (Optional): Add details like “Check if Jane needs Semaglutide refill” or “Invoice #123 sent 2/25/25.”
     • Assign To: Choose yourself (or a team member) from the dropdown.
  4. Click Save or Create.
• Example: For “Is Refill Needed?”, set the title as “Is Refill Needed for Jane Doe?” and the due date as “3/2/25.”
• Why: This ensures you don’t forget key actions for each patient.

Step 4: View All Your Tasks

• How:
  1. From the main HubSpot dashboard, click Tasks in the top menu (or sidebar).
  2. You’ll see a list of all tasks, including “Is Refill Needed?”, “Is Invoice Paid?”, and “Has Order Been Received?” for all patients.
  3. Use filters:
     • Click Due Date to sort by what’s urgent.
     • Search a patient’s name to see only their tasks.
• What You’ll See: A list like:
  • “Is Refill Needed?” - Due 3/2/25 - Jane Doe
  • “Is Invoice Paid?” - Due 2/28/25 - John Smith
• Why: This helps you manage your day and prioritize.

Step 5: Work on a Task

• How:
  1. From the Tasks list or patient profile, click the task title (e.g., “Is Invoice Paid?”).
  2. Check the status:
     • For “Is Refill Needed?”
       • Look at the patient’s pinned note in their profile (e.g., order date, dosage).
       • Contact the patient (email/call) to ask if they need more. Example: “Hi Jane, your last order was 2/1/25—time for a refill?”
     • For “Is Invoice Paid?”
       • Check your payment system (e.g., bank or billing software) for invoice #123.
       • Confirm payment receipt.
     • For “Has Order Been Received?”
       • Look at shipment tracking in HubSpot notes or your shipping tool.
       • Email the patient: “Hi John, your order shipped 2/24/25—did it arrive?”
  3. Add a note in the task:
     • Click Add Note and write what you found (e.g., “Jane says yes to refill,” “Invoice paid 2/26/25”).
• Why: Keeps everything documented and actionable.

Step 6: Mark a Task as Complete

• How:
  1. Once you’ve finished a task (e.g., confirmed the invoice is paid), go to the task in the patient’s profile or Tasks list.
  2. Check the box next to the task title (or click Mark as Complete).
  3. It’ll disappear from your active list but stay in the patient’s history.
• Example: After confirming “Has Order Been Received?” with John, mark it complete on 2/27/25.
• Why: Clears your to-do list and tracks what’s done.

Step 7: Follow Up if Needed

• How:
  1. If a task isn’t resolved (e.g., patient doesn’t reply about a refill), don’t mark it complete.
  2. Edit the task:
     • Click the task title, then Edit.
     • Update the due date (e.g., push it to 3/5/25).
     • Add a note like “No reply—follow up again.”
  3. Create a new task if it’s a different action (e.g., “Call Jane about refill”).
• Why: Ensures nothing falls through the cracks.

Step 8: Use Tasks in the Onboarding Process

• How It Fits Your SOP:
  • Initial Contact: Set tasks like “Follow up with Jane in 3 days” to track email responses.
  • Order Management: Use “Is Invoice Paid?” to monitor payments and “Has Order Been Received?” to confirm delivery.
  • Refills: Regularly set “Is Refill Needed?” based on their last order date (e.g., every 4 weeks for weight loss patients).
• Tip: Check pinned notes in the patient’s profile for context (e.g., “Order placed 2/1/25” helps with refill timing).
• Why: Ties tasks to your workflow, keeping patients on track.

Quick Tips for Success

• Set Reminders: HubSpot can email you when tasks are due—turn this on in Settings > Notifications.
• Keep Notes Short: Write enough to remember (e.g., “Paid $150 on 2/26/25”) but don’t overdo it.
• Check Daily: Start your day by reviewing the Tasks list to see what’s due.
• Teamwork: If you work with others, assign tasks to the right person (e.g., “Billing checks invoice”).

Example Workflow

• Patient: Jane Doe
• Tasks Created:
  1. “Is Refill Needed?” - Due 3/2/25
     • Note: “Last order 2/1/25—Semaglutide.”
     • Action: Email Jane, mark complete if confirmed.
  2. “Is Invoice Paid?” - Due 2/28/25
     • Note: “Invoice #123 sent 2/25/25.”
     • Action: Check payment, mark complete.
  3. “Has Order Been Received?” - Due 2/27/25
     • Note: “Shipped 2/24/25—tracking #XYZ.”
     • Action: Confirm with Jane, mark complete.