Automating task reminders is a crucial aspect of efficient and organized task management. HubSpot CRM offers a powerful tool called “Sequences” that enables you to set up automated email reminders for tasks, helping you stay on top of your responsibilities without the hassle of manual follow-ups. In this guide, we will walk you through the steps to create a to-do reminder using sequences in HubSpot CRM. This streamlined process will enhance your task management, boost productivity, and ensure that no important task goes unnoticed.
Step 1: Log in to HubSpot:
Access your HubSpot account by visiting the HubSpot website and logging in with your credentials.
Step 2: Navigate to Sequences:
- In the top navigation bar, click on the “Sales” tab.
- In the drop-down menu, select “Sequences.”
Step 3: Create a New Sequence:
- Click on the “Create sequence” button.
- Choose the “Create from scratch” option.
Step 4: Set Up Sequence Details:
- Provide a name for your sequence (e.g., “Test Sequence”).
- Configure the sequence settings, including the send time, time zone, and days of the week for sending emails.
Step 5: Add Email Steps to the Sequence:
- Click on the “Add stage” button to add steps to the sequence.
- Choose the “Email” option and select the email template you want to use for the to-do reminder.
|Step||What the step does|
|Automated email||Automatically send an email to the contact enrolled in the sequence. You can choose to start a new thread or reply to a previous sequence email. You can also create a template or use an existing template.|
|Manual email task||Get a task reminder to manually send an email. The email will not be sent automatically. You can choose to start a new thread or reply to a previous sequence email. You can use an existing template or create a new email when you reach out to the contact.|
|Call task||Get a task reminder to manually call the contact enrolled in the sequence.|
|General task||Get a task reminder to manually complete an action.|
|InMail Task||If you’re using HubSpot’s integration with LinkedIn Sales Navigator, you can create a task to remind you to manually send an InMail.|
|Connection request task||If you’re using HubSpot’s integration with LinkedIn Sales Navigator, you can create a task reminder to manually send a connection request.|
Step 6: Customize Email Content:
Edit the email template to include the to-do task, its due date, and a friendly reminder message.
Personalize the email to make it engaging and effective.
- In the right panel, select an action. You can add automated emails, or create email, call, or general task reminders.
- To add an automated email, click Automated email.
- Choose your email type to start a new thread or reply to a previous email.
- To create a new template, click Create a template.
- To filter your existing templates, click the Existing email templates dropdown menu, or use the search bar to find a template. Then, select a template from the list.
Step 7: Set Up Enrollment Triggers:
- Click on the “Add enrollment trigger” button.
- Choose a trigger type based on the task’s due date (e.g., “To-Do due date is approaching”).
- Configure the trigger settings to determine when the reminder email should be sent (e.g., one day before the to-do due date).
Step 8: Review and Activate:
- Review the sequence settings, email content, and triggers to ensure accuracy.
- Activate the sequence to make it active and ready for use.
Step 9: Enroll Contacts in the Sequence:
- Go to the contact’s record or task where you want to set up the reminder.
- Enroll the contact in the sequence either manually or automatically based on specific criteria.
Step 10: Monitor and Adjust:
- Keep an eye on the sequence’s performance and the delivery of reminder emails.
- Adjust sequence settings or email content if necessary to optimize results.