1. Connectors
2. HubSpot Tasks

SyncPenguin's connector for HubSpot tasks

Sync your HubSpot tasks two-way or one-way with other apps and services

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Sales and service teams track follow-ups in HubSpot, but many people plan their day in Google Tasks, Outlook or another to-do app. This means switching between apps, copying tasks by hand, and missing CRM follow-ups that never reach their personal task list. The HubSpot Tasks connector keeps both sides in sync automatically. When a task is created, updated, completed or deleted in one place, the change also appears in the other.

How does it work?

The HubSpot Tasks connector lets you sync the tasks assigned to a HubSpot user with the task apps your team already uses, such as Google Tasks, Outlook To Do, Microsoft 365, Notion, Monday.com and other CRMs. Sync one way or both ways, keeping subjects, notes, due dates, priority and completion status up to date everywhere. With SyncPenguin's no-code filters and rules, you control exactly which tasks are synced and how they appear in each app.

What can HubSpot tasks be synced with?

Capsule CRM

Tasks

Exchange On-Premises

Tasks

Google

Tasks

HubSpot

Tasks

Microsoft 365

Tasks

Monday.com

Tasks

Outlook

Calendars

Outlook

Tasks

Zoho CRM

Tasks

Popular real-world use cases

• 
  Two-way sync a sales rep's HubSpot tasks with Google Tasks, so CRM follow-ups appear in Gmail, Google Calendar and on their phone.

  
• 
  Sync HubSpot tasks with Outlook To Do, so reps can check off follow-ups in Outlook and have them marked completed in HubSpot.

  
• 
  Set up a sync flow for each sales rep to sync their HubSpot tasks with their own Microsoft 365 task list.

  
• 
  Send only high-priority HubSpot tasks that aren't completed to Google Tasks, using filters on priority and completion status.

  
• 
  Use custom rules to add the associated contact or company name to the task subject in Outlook To Do, so reps know who each follow-up is for.

  
• 
  Move open tasks from Zoho CRM to HubSpot during a CRM migration with a one-way sync, keeping notes, due dates and priority.

  
• 
  Keep tasks in sync between Capsule and HubSpot when different teams in the company use different CRMs.

  
• 
  Send customer onboarding tasks from a Monday.com board to an account manager's HubSpot tasks, so all client to-dos live in the CRM.

  
• 
  Sync project tasks from a Notion database to HubSpot, so the team sees client-related work next to their CRM follow-ups.
• 
  Sync HubSpot tasks with Exchange On-Premises tasks for organizations that still run their own Exchange servers.

  

Key features

Two-Way Sync

Create, update or complete a task in HubSpot or your other app, and SyncPenguin applies the change on the other side.

Per-User Sync

Choose a HubSpot user to sync only the tasks assigned to them. New synced tasks are automatically assigned to that user.

Full Task Details

Sync subjects, notes, due dates, priority levels and completion status, not just task titles.

Contact & Company

See each task's associated contact and company, and link synced tasks to matching HubSpot contacts and companies.

Deletion Tracking

SyncPenguin tracks deleted HubSpot tasks through webhooks, so removed tasks don't linger in your other apps.

Affordable & Scalable

With SyncPenguin you only pay for changes to your data, regardless of how many tasks you initially have, or will have in the future.

Supported fields

Subject Notes Due date and time All-day Completed status Priority Associated contact Associated company

Things to note

• Each connection syncs the tasks assigned to one HubSpot user, and new synced tasks are assigned to that user. To sync tasks for several team members, set up a separate sync flow for each user.
• If you choose to merge existing data when starting a sync, the initial merge includes tasks that have a subject and are due between 30 days ago and 180 days from now. Older tasks, tasks due further ahead and tasks without a due date are not part of this first merge, but all changes made after the sync starts are picked up.
• Task status is synced as completed or not completed. If a completed task is reopened from another app, it is set to "In progress" in HubSpot.
• HubSpot tasks don't have an all-day option. All-day tasks from other apps are given a due time at the start of the day in your configured time zone.
• Contacts and companies are linked by matching existing HubSpot records by name (first and last name for contacts, company name for companies). New contacts or companies are not created, and only the first associated contact and company of a task are synced.
• Custom task properties, task types, queues, and deal or ticket associations are not currently synced.

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Frequently Asked Questions

Can I sync HubSpot tasks with Google Tasks or Outlook To Do?

Yes. SyncPenguin can sync HubSpot tasks with Google Tasks, Outlook To Do, Microsoft 365 Tasks, Exchange On-Premises Tasks, Notion, Monday.com, Zoho CRM and Capsule. You can sync one way or both ways.

Which HubSpot tasks get synced?

When you connect HubSpot, you choose a HubSpot user, and SyncPenguin syncs the tasks assigned to that user. You can narrow this further with no-code filters, such as only syncing high-priority tasks or tasks that aren't completed.

If I complete a task in my to-do app, will it be marked as completed in HubSpot?

Yes. Completion status is synced, so checking off a task in Google Tasks, Outlook or another connected app also marks it as completed in HubSpot. This works the other way as well.

Will my existing HubSpot tasks be synced?

When you start a sync, you can merge existing data or only sync new changes. If you merge, SyncPenguin includes tasks due from 30 days ago up to 180 days ahead. After that, all new and updated tasks are synced automatically.

Does the sync keep the contact and company linked to a task?

Yes. Each task's associated contact and company are available in SyncPenguin, so you can use them in filters or custom rules. For example, you can add the client's name to the task subject. When syncing into HubSpot, tasks can be linked to existing contacts and companies with matching names.

Do I need technical skills or a HubSpot API key?

No. You connect your HubSpot account securely with a few clicks, without API keys or coding. Filters, field mapping and custom rules are all set up in SyncPenguin's no-code interface.

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About HubSpot

HubSpot is a popular CRM platform used by sales, marketing and customer service teams. Its tasks feature lets users create and track to-dos such as calls, emails and follow-ups. Tasks can have due dates, priorities and notes, and can be linked to contacts and companies in the CRM.

Official website: https://www.hubspot.com/products/crm