How to create an automatic lead reminder
Creating an automatic reminder for a lead in HubSpot can be done in two ways: manually creating a task from the contact record (free plan) or configuring a Workflow that creates the task automatically (requires paid plan). Both methods take between 5 and 25 minutes depending on the approach. In Teeo, you describe the reminder to the assistant and it's scheduled instantly.
How to do it in Teeo
“Create an automatic reminder for lead John García in 3 days for follow-up”
The reminder is set. You will receive an automatic notification on the specified date.
How to create an automatic lead reminder in HubSpot: step by step
Requirements
- ·Creating a manual reminder task in a contact record is available on the free plan.
- ·For trigger-based automatic reminders (e.g., 'if no activity in X days, create a follow-up task') Marketing Hub Starter Workflows or above are needed.
- ·Task notifications are sent by email and also appear in HubSpot's notification center.
Open the contact record for Juan García
Go to CRM > Contacts in HubSpot. Use the search bar to find Juan García. Click his name to open his contact record.
Access the Tasks section of the contact
In the contact record, find the activities panel in the center or right side of the screen. Click the 'Create task' tab or button to add a reminder.
Configure the task type
In the new task form, select the type: 'Call', 'Email', or 'To-do'. For a general follow-up reminder, select 'To-do' or the most appropriate type for the action you plan to take.
Write the reminder title
In the 'Task name' field, write a descriptive name: 'Follow up with Juan García — verify interest in proposal'. A good title reminds you exactly what to do when the notification arrives.
Define the due date
In the 'Due date' field, select the date corresponding to 3 days from today. Use the calendar date picker to choose the exact day. You can also configure the reminder time.
Assign the task to the responsible agent
In the 'Assigned to' field, select the agent who should receive the reminder. By default your name will appear if you are the one creating the follow-up.
Add context notes (optional but recommended)
In the task notes field, add relevant context: the lead's current status, the last topic discussed, what you expect from the follow-up. This is especially useful if the task is assigned to another agent.
Enable the email reminder
Make sure the 'Send email reminder' option is enabled. Configure how far in advance you want to receive the reminder: 15 minutes before, 1 hour before, 1 day before. This will send an email notification to the assigned agent.
Save the task
Click 'Save' or 'Create task' to save the reminder. The task will appear in Juan García's contact record and also in the assigned agent's pending tasks panel (Tasks > My tasks). They will receive a notification on the scheduled day.
Frequently asked questions
Can I create follow-up reminders for leads in HubSpot without a paid plan?
Yes. Creating manual reminder tasks from a contact record is available on HubSpot's free plan. The free plan limitation is that you cannot automate task creation via Workflows. For rule-based automatic reminders (e.g., 'if no activity in 3 days, create a task') you need a paid plan.
Does HubSpot send push notifications when a task reminder is due?
HubSpot sends email notifications when a task is due or based on the advance time you configure. You can also see pending tasks in HubSpot's 'Tasks' panel and in the HubSpot mobile app, which does send push notifications if you have the app installed.
Can I assign a follow-up reminder to another team agent in HubSpot?
Yes. When creating the task, in the 'Assigned to' field you can select any user in your HubSpot account with CRM access. The assigned agent will receive the email notification and see the task in their pending task list in HubSpot.