HubSpot Tasks help you keep track of follow-up activities associated with your sales and customer relationships. With ExtendInsights Data Management for HubSpot, you can create multiple Tasks from Excel or download existing Tasks, make changes, and upload the updates back to HubSpot.
For example, you might create Tasks to:
Follow up with a contact after a conversation.
Schedule a call or another customer touchpoint.
Send a follow-up email.
Follow up on a support-related activity.
Track another action or to-do item.
Instead of managing each Task individually in HubSpot, you can use an ExtendInsights template to work with your Task data directly in Excel.
Create HubSpot Tasks
Step 1: Identify the Task Properties You Need
Before creating your template, determine what information you need for each Task.
Depending on your HubSpot configuration, your Task data might include:
Task Title
Due Date
Task Type
Assigned To
Associate Task With
Priority
Reminder
Task Notes
Review your HubSpot configuration and include any additional Task properties required by your organization.
Step 2: Open ExtendInsights
Open Microsoft Excel.
Launch the ExtendInsights app.
Select HubSpot from the available data sources.
Step 3: Create a Task Template
Click Create a Template.
Select an existing HubSpot connection or create a new connection.
Open the Configure section.
Select Tasks as the object.
Select the HubSpot properties you want to include.
Click Add when you are finished selecting properties.
Include the properties your organization uses when creating Tasks.
Step 4: Review the Template Layout
Arrange the template to match the structure of the Task data you plan to enter or copy into Excel.
You can:
Drag and drop fields to rearrange their order.
Hover over a field and select the pencil icon to update its configuration.
Select the trash icon to remove fields you do not need.
If you already have Task data in another spreadsheet, matching the column order can make copying and pasting larger datasets easier.
When your template is ready:
Click Proceed to load the template into Excel.
Save the template if you plan to use it again.
Step 5: Add Your Task Data
Add the Tasks you want to create to the generated template.
You can:
Enter Task information manually.
Copy and paste data from another spreadsheet.
Use available ExtendInsights cell operations for supported HubSpot properties.
For properties with predefined HubSpot values, use the available values provided through ExtendInsights. Depending on the property, you can select from the available cell options or use type-ahead functionality.
Review the data before uploading, particularly dates, owners, Task types, priorities, and other properties that use predefined values.
Step 6: Upload the Tasks to HubSpot
When your Task data is ready:
Go to Actions in ExtendInsights.
Select the rows you want to create.
Click Upload.
Review the upload results.
ExtendInsights creates the successfully uploaded Tasks in HubSpot.
If a row returns an error, review the message, correct the data, and upload the affected row again.
Manage Existing HubSpot Tasks
You can also use ExtendInsights to review and update Tasks that already exist in HubSpot. This is useful when you need to review multiple Tasks, update their properties, or manage a specific group of Tasks from Excel.
Step 1: Open Your Task Template
Open Microsoft Excel.
Launch ExtendInsights.
Select HubSpot.
Open your saved Task template from the template repository.
If you do not have an existing Task template, create one and include the properties you need to review and update.
Important: Make sure the template includes the Record ID. ExtendInsights uses this value to identify which existing HubSpot Task to update.
Step 2: Filter the Tasks You Want to Manage
Use filters to limit the Tasks downloaded to Excel.
For example, if you want to review Tasks created during a specific period:
Go to Filter.
Add a rule.
Select Tasks as the resource.
Select Create Date as the field.
Select the appropriate date operator, such as a date range.
Enter the dates you want to retrieve.
Download the records into Excel.
You can adjust the filter criteria based on the group of Tasks you need to manage.
Step 3: Review and Update Your Tasks
Review the downloaded Tasks and make the necessary changes directly in Excel.
For example, you can update supported properties such as:
Due Date
Assigned To
Priority
Task Type
Task Notes
Use the ExtendInsights cell options or type-ahead functionality when a property requires a predefined HubSpot value.
Do not change or remove the Record ID. The Record ID allows ExtendInsights to update the existing Task instead of treating the row as a new record.
Step 4: Upload Your Changes
When you are finished:
Review the changes in Excel.
Go to Actions.
Select the rows you want to update.
Click Upload.
Review the upload results.
If any rows return an error, correct the affected data and upload those rows again.
➡️ Full Guide: Reload and Update Existing HubSpot Records
Verification
After creating or updating Tasks:
Open HubSpot.
Locate the applicable Task or associated HubSpot record.
Confirm that newly created Tasks appear as expected.
For existing Tasks, confirm that the properties you changed reflect the updated values.
Best Practices
Save your Task template if you expect to create or manage Tasks regularly.
Use filters when managing existing Tasks so you only download the records you need.
Keep the Record ID unchanged when updating existing Tasks.
Use ExtendInsights-provided values for properties with predefined HubSpot options.
Review bulk changes in Excel before uploading them.
Test a large bulk operation with a small set of Tasks first.
Need Help?
If you encounter an error while creating or uploading HubSpot records, try searching:
If you still need assistance:
💬 Use in-app chat (bottom-right of the support site)
✉️ Email cloudextend-support@celigo.com
Include the following details:
The HubSpot object you are working with
A screenshot of the error
The affected field or fields, if applicable
A sample of the data that could not be uploaded