How to Notify Someone About Task Updates in HubSpot

Why Task Notifications Deserve More Attention

In many sales and service teams, tasks are treated as small operational units: reminders to call, follow-ups to send, or meetings to prepare for. But when you zoom out, tasks are often the last mile of accountability.

You can have the best pipeline, the cleanest data, and the most detailed deal record — but if someone forgets a task or completes it and no one notices, momentum breaks. Deals stall. Handoffs fail. Clients are left waiting.

Here’s the deeper truth:

A completed task isn't just a checkbox -  it's a signal. And like any signal, it needs to reach the right person at the right time.

That could be:

• A manager checks that their team follows up on time
• A rep is waiting to know if a client received a promised call
• A marketing coordinator confirming that a content task was delivered
• Or simply you, wanting to know whether the task you created was taken seriously

But in HubSpot, unless you're the assignee, you're often left in the dark.

The Real Problem with HubSpot Tasks 

HubSpot’s task system is solid in structure. It allows you to assign, schedule, categorize, and filter tasks. But there’s a silent assumption:

If you create the task, you’ll manually check back later to see what happened.

That doesn’t scale.

Here’s why this becomes a real issue:

• You can’t monitor what you can’t see.
  If a task is reassigned, changed, or silently completed, you won’t know — unless you dig through activity logs or task views.
• It creates a trust gap.
  When you assign a task to someone but never hear back, you start asking: Did they do it? Did they even see it?
• It leads to follow-up failure.
  Many follow-ups (especially in B2B sales and success) are human-driven. If you don’t know a task was missed, you don’t know a deal was delayed.
• It breaks cross-functional workflows.
  Marketing ops, customer success, and finance — these roles often depend on the timely completion of internal tasks. When something stalls, it affects SLAs, onboarding, and customer experience.

What People Want from Task Notifications

Let’s move away from features and think in terms of value.

People don’t want “another email.”
They want clarity. Visibility. Closure. Proactivity.

If you’re assigning tasks or managing workflows, you likely want:

None of this is about micromanagement. It’s about transparency and making information flow without chasing it.

Why You Can’t Rely on HubSpot Alone

HubSpot only gives notifications in a few limited cases:

• When you’re assigned a task
• When the reminder time you set hits
• When you open the record and look manually

But for everything else, no notification is sent.

 There’s no alert when a task is marked “Completed” or “ Waiting”.
There’s no automatic email to the task creator.
There’s no way to know that a task has been silently changed, missed, or reassigned — unless you’re watching.

And let’s be honest:

No one wants to manually review 40 tasks every day just to feel in control.

What If You Could Automatically Stay Informed?

Let’s flip the model.

Instead of chasing tasks, what if you received timely, automatic notifications for the things that matter?

• A quick email: “The Task you created was completed by Alex.”
• A heads-up: “Reminder: this call task is waiting.”
• A prompt: “The follow-up you assigned has been reassigned to another rep.”

That would give you:

• Clarity: know what happened.
• Speed: react quickly, not days later.
• Focus: stop checking manually.
• Confidence: can trust the system, not just people.

This is what many users try to build using HubSpot workflows, but often hit walls.

Why Workflows Are Not the Ideal Solution 

On HubSpot Professional or Enterprise, you can technically use workflows to create some alerts, but it’s far from perfect.

The core issue:

HubSpot workflows can’t directly trigger from task updates. You need to:

• Use properties on related objects (e.g., “Last Task Status” on a deal)
• Build complex workarounds that sync task activity manually
• Rely on reps updating extra fields to trigger notifications
• Hope no one forgets to follow the custom process

In practice, this means:

• Many teams abandon the setup after a few weeks
• It’s fragile and hard to scale
• It adds admin overhead and confusion

For something as routine as task updates, this is overkill.

A Simpler Path: Use a Lightweight Notification Tool

Here’s where a tool like Notifyer makes a difference.

Instead of trying to force workflows to do something they’re not built for, Notifyer lets you set task conditions and get notified, without any coding, workarounds, or advanced tiers.

You define:

• What type of activity to monitor (task, call, email, to-do)
• The conditions (e.g., status is “Completed”, overdue, reassigned)
• Who should be notified
• What the message should say (including HubSpot tokens like contact or deal name)

It takes a few minutes, and then it works quietly in the background.

You stop chasing updates. They come to you. Read setup guide for more details.

Who Benefits from This Most?

Here’s where notifications from task updates can bring out the most value:

• Sales managers → to track rep productivity without micromanaging
• Customer success → to monitor time-sensitive onboarding or renewal tasks
• Operations teams → to catch delays or gaps in internal handoffs
• Team leads → to stay aware of changes without digging into every deal
• Solo users → to remind themselves about follow-through in high-volume environments

In short, anyone who doesn’t want to be left guessing about the task.

Final Thoughts: Visibility is Not a Luxury

For a tool as powerful as HubSpot, it’s surprising how often users struggle with simple task visibility. But the gap is real.

And while some teams build their processes around this, tagging, extra fields, and manual reminders, most don’t need complexity.

They just need answers.

• Did someone do the thing I asked?
• If not, why?
• And when should I know about it?

If you’re asking those questions, you’re not controlling; you’re being responsible.

And if the system can answer them for you, even better.

Explore Notifyer if you're ready to bring task visibility into your everyday process, without adding friction.