Here's a quick intro to HubSpot's project tool, which your Werx team will use as part of your HubSpot onboarding project.
HubSpot comes with a project tool for managing projects. Your Werx team will use the HubSpot project tool to assign and manage tasks in your onboarding process. You can also use HubSpot projects to create your own projects, from scratch or from one of the many pre-made templates HubSpot provides. Let's get familiar with this tool and start using it!
- To access the project tool, click on your company name and select Projects from the vertical menu.
- The project tool comes with preloaded project templates.
- Tasks associated with each project displayed in the center panel.
- Assignees, due dates, and task descriptions are included in each task.
- The attachments feature allows users to attach files that are requested for a task.
- A discussion area is available for questions, and users can tag the person they are asking by typing the @ sign and beginning to type a name.
- Sub-tasks can be added to a task, with one or more assignees, due dates, discussion, and file attachments per subtask.
- Users can filter tasks based on project, assignment, completion status, and more.
Video Instruction
Transcript
[00:00:11.680]
One of the tools you get with your HubSpot membership is a project tool. And as Werx.Marketing or StrategyWerx (whichever team you're working with) helps you onboard to HubSpot, we will use that project tool to share tasks and progress with you.
In HubSpot, click on your company name, which will be right here, you'll open up this vertical menu and you can go down to Projects. And that will take you into the HubSpot Project tool. Your project tool comes preloaded with some project templates. And we will have named your project something to do with onboarding to HubSpot. So in here in our sample system, this is called the sample HubSpot onboarding project. And when you click on a project, you will see that the tasks associated with the project will change in the center panel. So let's go back to sample HubSpot onboarding project, and we have a couple of tasks here for you to look at. So let's just open up a task and see what's inside. Well, first of all, let's look at the assignees. So the assignees may be multiple people assigned to a task. Then we've got your due date, any description of the task.
[00:01:22.390]
This attachments piece is very helpful because many times the task that will be assigned to you will be things like provide us with, could be brand assets or documents or any helpful things we need to help you set up your HubSpot environment. And you can add the files that are being requested right here to the task. There's also a discussion area where, say you have a question about the task you've been assigned, you can type your question right here in the leave a comment box. And if you tag the person you're asking the question of by typing the @ sign, now you could start typing a name and that person's name will pop up and that will ensure that they get the notification that you have a question. And that discussion is going to remain with the task. So anyone else that has the same question or that is looking at the task progress, they can see that discussion there. So that's what's inside the task when you click here and open up the task. We can also indicate that there are sub tasks for it. So in this one where we have set up custom properties, there are no sub tasks below it.
[00:02:32.590]
Whereas on this brand assets task, there are sub tasks below it. And you initiate those sub tasks by hitting this plus sub task button, and then new sub tasks can be added. Just like with tasks, sub tasks can have one or more assignees, and they will have due dates. And you can also have discussion about the task and connect files to that task. So that's the task section of your project. You can also filter in the HubSpot Projects tool to find out which tasks are assigned to you or to anyone else. So this filter tool is very simple. Here, we can filter specifically by project. You can also filter by assignments. So if you only want to see the tasks that are assigned to yourself, click the filter to the assigned to, and you'll be able to see all the tasks that are assigned to yourself. You can also filter based on seeing all the tasks that have been assigned to that person or that project, or you can filter to see everything that's still incomplete, for instance. And finally, make sure that if you want to see all your tasks in one place and you have multiple projects going, you would change the project filter to all and then filter by individual from here.
[00:03:55.240]
And that's how to use the project section of HubSpot. And that's how your works team is going to coordinate with you to make sure we get you on boarded as quickly and effectively as possible.