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Hubspot Notes & Tasks

Purpose

To ensure clear, consistent, and centralized documentation of all member interactions, actions, and follow-ups in HubSpot—so any coach, VA, or leader can instantly understand a member’s history, challenges, and opportunities without digging through Slack.

HubSpot is the single source of truth.
Slack is for communication — not record-keeping.

Last updated: Mar 17, 2026 (Yhang)

Golden Rule (Non-Negotiable)

✅ ALL NOTES AND TASKS MUST BE LOGGED IN THE MEMBER’S COMPANY PROFILE
✅ Always tick / associate the relevant Contact(s) so notes and tasks sync across profiles

If it’s not in HubSpot, it didn’t happen.

Where Notes & Tasks Must Live

  • Primary location: Company Profile (Member Profile)

  • Also associated with:

    • Primary Contact

    • Secondary Contact (if applicable)

    • Assigned Coach(es)

    • Relevant VA(s)

This ensures:

  • Full visibility across teams

  • Clean member history

  • Easy handovers during leave, emergencies, or reassignments

Video Training HERE & HERE

 

 

NOTES: How & When to Use

When to Create a Note

Create a HubSpot Note for:

  • Post-session documentation (all types of call)

  • Important member updates

  • Attempted or missed calls

  • Key insights, blockers, or wins

  • Strategic recommendations discussed

  • Anything you’d want context on 3–6 months from now

Mandatory Use Case

✅ Post-Session Notes

Video Training HERE

Performance Coaches & Accountability Coaches must log session notes in HubSpot — NOT Slack.

Slack summaries = optional
HubSpot notes = required

‼️ ALWAYS TAG the MCT Team(Orange Tuazon, Jessica Yrogirog  and Yen Balaba) in ALL Post Session Notes for visibility and stats tracking

If the session was booked via Hubspot:

Leave the your post session notes as a comment in the MEETINGS 

 

STEP 1: Go to Meetings and find the concluded session (CONTACT PROFILE, NOT company profile)









STEP 2: Click ACTION and then EDIT

 

STEP 3: Update the outcome accordingly














STEP 4: Use the INTERNAL NOTES SECTION for your post session notes. Tag Orange and Jessica.










NOTE: You can also leave comments in the same meeting thread and tag people who are involved.



STEP 5: DON’T FORGET TO UPDATE ASSOCIATION and then hit save.



Tagging Guidelines

  • You may tag:

    • Assigned VA

    • Performance / Accountability Coach

    • Team Lead & Manager (if escalation or visibility is needed)

Tag only when relevant — not for FYI spam.

 

TASKS: How & When to Use

When to Create a Task

Use Tasks when:

  • There is a clear action item

  • Someone needs to do something after a call

  • Follow-ups must not be forgotten

If it requires action → create a task, don’t bury it in notes.

 

Task Best Practices

Each task must have:

  • ✅ Clear action (what needs to be done)

  • ✅ Assigned owner (VA, coach, or lead)

  • ✅ Due date & time

  • ✅ Reminder(s) if time-sensitive

  • ✅ Associated Company + Contact(s)

Task Examples

  • “Send recap email to member”

  • “Book follow-up Game Plan session”

  • “Update 90-Day Game Plan”

  • “Confirm Kick-Off session attendance”

  • “Follow up on missed session”

Important Reminders

  • Do not assign tasks to “everyone”

  • One task = one owner

  • If it’s urgent, still log it in HubSpot before or after Slack follow-up

What NOT to Do

🚫 Don’t log notes only in Slack
🚫 Don’t leave notes unassociated with contacts
🚫 Don’t create vague tasks (“follow up”)
🚫 Don’t rely on memory

Why This Matters

Proper use of Notes & Tasks allows us to:

  • Track full member history

  • Identify patterns, risks, and opportunities

  • Support members better across teams

  • Maintain continuity even during leave or turnover

  • Build reliable dashboards & reporting (Phase II 👀)







EXISTING AUTOMATIONS in TASKS

Welcome Call

Assigned to: Accountability Coaches

 

  • Once the member has been updated to CLOSED WON > ACCOUNTABILITY COACH HAS BEEN ASSIGNED - a task will automatically be created in Hubspot and the assigned AC will be tagged. This is a call task and will replace the notification received in slack in #coaches-reminders.

 

What to do if you received a notification:

  • Conduct the Call 
  • If the member didn’t pick up, please leave notes in the member’s profile that an attempt was made. 
    • Tag the MC team (Orange, Jessica, and Yen)
  • If it was a successful call, leave notes accordingly and if there’s any actions that need to be done, please create a task for the VAs and tag them. 
  • Don’t forget to tick CHECK after the call