Schedule HubSpot tasks with the PocketKnife add on

Johan Vantomme
Johan Vantomme
19 January 2024

HubSpot

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What does a day in the life of a sales representative, business developer or client relationship manager look like? Often, it's a list of to-dos that include sending an email, making a phone call, setting up a Zoom or Teams meeting, and forwarding documents.  

Tasks on HubSpot are an excellent way of maintaining accountability among sales teams. But making sure they get done on time isn't as straightforward. For one thing, importing your HubSpot tasks to Google Calendar or Outlook requires a paid seat on Sales Hub or Service Hub. For those with larger sales teams and Sales Support team members, this set up may not be as viable. 

Timing is everything in Sales. You need to be able to make connections when customers are expressing interest. And you need to provide follow-through on resources and meetings when you say you will follow through. 

With PocketKnife, the leadstreet team looked at ways to help small to medium-sized businesses expand what they can do with their HubSpot portals.

The multi-functional add-on gives you access to more than 14 features. If you need a HubSpot tasks API, the "Task Scheduler" feature may just do the trick. It enables you to schedule tasks to occur on specific dates, automating your workflow to align with key events and milestones.

Some tips on HubSpot Task Management

The devil is in the details, as they say. For sales teams, keeping track of the details within the tasks can seem like a losing battle where they spend more time managing the software instead of connecting with people. 

This is where task management is critical. With PocketKnife's task scheduler, teams can stay on top of one-time and recurring to-dos with less time and effort.

  1. Prioritize: Assigning a priority level to each task lets identify which ones to focus on now and which to park for later. Your system could involve categories like Critical, High, Medium, and Low. Or colors like Red, Green, Amber, and Gray. Or a numbering system like 1, 2, 3, 4
  2. Include statuses: A basic status system helps your team report on the progress of tasks. It can look: New, WIP, In review, Recurring, On-Hold, Done, or Deleted.  

Beyond that, HubSpot shares reminders like the following. Learn more in this blog post.

  1. Steer clear of multi-tasking.
  2. Centralize task management.
  3. Break tasks down into more manageable sub-tasks.
  4. Schedule sprints and breaks.
  5. Add all the details available.
  6. Change priorities when needed and when new information is available.
  7. Automate where possible.

Speaking of automating tasks where possible, PocketKnife's "Task Scheduler" feature lets you:

  1. Automate Task Scheduling: You can set up tasks that are automatically scheduled on specific days. This eliminates the need for manual task assignment, ensuring timely and accurate engagement.
  2. Dynamically Calculate Dates: Set task dates based on specific date properties or calculations. For instance, you can set tasks to occur a certain number of days after a designated date property. 

Uses cases for the Task Scheduler 

You can get a better grip on your day-to-day tasks by automating task scheduling for specific dates. We share some use cases here.

  • Client Follow-ups: Automate task scheduling for regular client follow-ups, so your team can engage with clients at crucial points throughout the customer journey.
  • Sales Process Milestones: Set tasks to allign with key milestones in your sales process. This helps you know that you’ve left no stone unturned. And that the necessary actions are taken at the right time to move deals forward.
  • Project Management: Automatically schedule tasks for project-related actions, ensuring that project timelines are adhered to, and tasks are completed on schedule.
  • Lead Nurturing: Streamline lead nurturing by scheduling tasks to occur at strategic points in your lead engagement process. This can boost your ability to convert leads into customers.
  • Campaign Execution: Align tasks with campaign activities by setting up automated reminders for campaign-related tasks such as content creation, promotion, and follow-ups.

A practical example of using the Task Scheduler   

You have clients who have agreed to use your services for 1 year. You can set a task for work on renewal discussions 45 days before the end of their contract. 

Task-scheduler-workflow-action-explained

Step 1: Create a deal property. Then choose contract_end_date > date picker. List it on the left sidebar of the deal so it can be updated.  
Step 2: Create a deal-based workflow.
Step 3: Create the deal enrollment trigger.   
Step 4: Add the Task Scheduler feature to the workflow.  
Step 5: Update the action, assign the task, select the date add or subtract the days. 
Step 6: Activate the workflow and enroll the deals.
Step 7: The task will be assigned to the correct person on the calculated day. So, if the contract end date is February 23, 2024, the task due date will be on January 01, 2024. 

Why use PocketKnife to manage HubSpot tasks?

By developing the Task Scheduler feature and the other functionalities included in PocketKnife, the leadstreet team is working to support HubSpot users who experience the following challenges::

  • HubSpot subscription is limited: For many Sales teams, using HubSpot helps them scale the business. While this is a good thing, it can also bring to light new processes and structures that require specialized tools. Some of these functionalities are either in the works or not available yet, prompting users to seek external solutions. 
  • Some functionalities are there but only on certain licenses: As mentioned, setting tasks on repeat is possible on HubSpot. But only for those on Sales Hub or Service Hub Starter, Professional, or Enterprise subscriptions. For small and medium-sized businesses on other licenses, the features are not immediately accessible.
Since we officially launched PocketKnife, it has garnered the attention of external consultants and lean teams who use HubSpot for sales and marketing. Some of the benefits they considered when they installed the HubSpot addon are that is:  
  • User-Friendly: We developed the PocketKnife HubSpot addon/app to be intuitive. Unlike other complex solutions for scheduling tasks on HubSpot, our app is easy to integrate and use.
  • It reduces custom coding or manual steps: In automating the task scheduler process, you can free up time, so your developers and sales automation specialists prioritize bigger projects.  
  • You don’t need to be a HubSpot guru to use it: Our top priority was empowering small businesses led mainly by small marketing and sales teams. They often have so many tasks that they cannot narrow down their focus on mastering the platform. Having a basic knowledge of the CRM's core features is enough to maximize their current HubSpot tools with PocketKnife.

Try the Task Scheduler feature with the HubSpot add-on

Incorporating the app into your HubSpot portal can boost your sales processes and help you stay on top of your tasks. If you’re ready to enhance your HubSpot portal, you can install PocketKnife today.
Take it for a spin: https://pocketknife.leadstreet.be/

Take PocketKnife for a spin

We're here to assist you with any inquiries, technical support, or feedback. Connect with us directly at sales@leadstreet.be. Let's transform your HubSpot experience together!

Johan Vantomme

Johan Vantomme

Johan is one of the founders of leadstreet, Diamond HubSpot Partner. HubSpot certified on 8 levels. He knows how to link technical knowledge for developing websites to a large knowledge of online and the associated commercial and marketing side. Johan is a (former) sailing fanatic and a foodie.