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Daily task digest email to each rep listing due and overdue tasks

One of 565 written HubSpot workflow specs, by a collective of independent HubSpot consultants.

Professional

Seat pricing: Professional edition. To build it, a GTM Seat or an Ops Seat (an Ops Seat cannot create marketing emails or sequences). Per-hub plans: Data Hub Professional.

Contact4 stepsUpdated for HubSpot seat pricing
OutcomeEach rep gets one morning email listing their due-today and overdue tasks, instead of opening the Tasks tool and filtering it themselves every day.
Workflow mapsales-ops-028
Daily schedule fires for rep anchor record leads to Already sent today?. Already sent today? leads to Yes: End, no action; No: Custom code: pull this rep's due/overdue tasks. Custom code: pull this rep's due/overdue tasks leads to Any tasks found?. Any tasks found? leads to Yes: Email digest to the rep; No: Skip, clean queue. Email digest to the rep leads to Set Task digest last sent. Skip, clean queue leads to Set Task digest last sent. Yes No Yes No Daily schedule fires for rep anchor record Already sent today? End, no action Custom code: pull this rep's due/overdue tasks Any tasks found? Email digest to the rep Skip, clean queue Set Task digest last sent
Daily schedule fires for rep anchor record leads to Already sent today?. Already sent today? leads to Yes: End, no action; No: Custom code: pull this rep's due/overdue tasks. Custom code: pull this rep's due/overdue tasks leads to Any tasks found?. Any tasks found? leads to Yes: Email digest to the rep; No: Skip, clean queue. Email digest to the rep leads to Set Task digest last sent. Skip, clean queue leads to Set Task digest last sent. Yes No Yes No Daily schedule fires for rep anchor record Already sent today? End, no action Custom code: pull this rep's due/overdue tasks Any tasks found? Email digest to the rep Skip, clean queue Set Task digest last sent

When to use it, when not to

Use it

  • Use it as a stopgap layer on top of, not instead of, HubSpot's own native task reminder emails (Settings >; Notifications, per-user task due and overdue reminders); check that native setting first, since for many teams it already covers this need with zero workflow required. (check in your portal: native per-user task notification settings and their exact scope (due today versus overdue versus both) can differ by portal configuration)
  • Use it if you want one consolidated email per rep with a full list, rather than HubSpot's native per-task individual reminder emails.
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Skip it

  • Do not use it if your reps already read their task queue directly inside HubSpot every morning; an extra email nobody opens is noise, not help.
  • Do not use it for teams larger than a handful of reps without checking the custom code action's execution time; this version runs one rep per enrolled anchor record, so it scales per-rep rather than looping through the whole team in one run (unlike sales-ops-023), but each individual run still has its own API call budget.
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The rest of this spec

Prerequisites · 3 items

Every property with its label, internal name, type and options, plus the assets the workflow needs.

Enrollment · 4 parts

The trigger, the criteria as ticked in the UI, the re-enrollment rule and the suppression list.

Steps · 4 numbered actions

Each action in order with its parameters, branches and delays.

Known pitfalls · 4

Traps seen in production, each with what breaks and what to do instead.

Test plan and UAT script · 4 cases, 3 variants

How to prove it works in a test portal, one case per branch, and a sign-off sheet.

Files · PDF, Markdown, JSON, CSV, code

The properties JSON creates the fields in one call. The workflow JSON documents the build. The custom coded action ships as a ready-to-paste .js file.

Install · 1 click, switched off

The installer creates the properties and the workflow, switched off, then opens a task for what it cannot create. Nothing is deleted, enabled or enrolled.

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