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How to Manually Log Calls and Create Follow-Up Tasks in HubSpot

This guide explains how to manually log phone calls in HubSpot, use snippets to document call notes, and create follow-up tasks for yourself or other team members.

📞 Part 1: How to Manually Log a Call on a Contact’s Record

1. Navigate to CRM

Go to CRM from the main HubSpot navigation.

2. Open the Contacts Tool

Select Contacts.

3. Open the Contact Record

  1. Use the top Search bar to find the customer.

  2. Click the customer’s name to open their contact record.

Start Logging a Call

You have two options.

Option A: From the Contact Record

  1. At the top of the contact’s timeline, click Call.

  2. Select Log Call (important—this logs manually; you are not calling via HubSpot).

Option B: From the Contact Preview

If you are using the preview panel:

  1. Click Preview, then click More.

  2. Select Log a Call.

Insert the Snippet (Important)

6. Insert the Snippet First

  1. In the notes text box, begin typing the snippet code: #thankyoucall.

  2. HubSpot will suggest the saved snippet.

  3. Click the snippet to insert it into the notes section.

This snippet provides wording guidance, ensures consistent call documentation, and keeps conversations natural and personalized.

Complete the Call Notes

7. Have the Call & Fill in Notes

  1. As the call happens, complete the fields inside the snippet prompt.

  2. Keep notes concise and informative.

Add Call Details

8. Add Call Details After the Conversation

Update the required call metadata:

  1. Call Outcome (e.g., Connected, Left voicemail).

  2. Call Direction (Inbound or Outbound).

  3. Date & Time — adjust if logging after the call occurred.

These fields are required for accurate reporting.

Finalize the Call Log

9. Finalize and Save

  1. Review your notes and ensure the snippet is fully completed.

  2. Click Log Call.

The logged call will now appear in the contact’s activity timeline.

✔️ Part 2: Creating Follow-Up Tasks in HubSpot

Reminder Notifications (Recommended)

To ensure you receive reminder emails for tasks:
Profile & Preferences → Notifications → Tasks → Task Reminder → Check "Email".

1. Decide if a Follow-Up Task Is Needed

After logging a call, ask:
“Do I need to do something else because of this conversation?”

  • If Yes → Create a task.

  • If No → You're done!

Examples that require a task:

  • Customer asked for product/catalog information.

  • You promised to send something.

  • You need to check internally or update the customer later.

  • Sales follow-up is required.

2. Create a To-Do Task for Yourself

If you are responsible for the follow-up:

Steps

  1. On the contact record, click Task (either from the contact card or the activities bar).

  2. Fill in task details:

    • Title (e.g., “Call [Customer Name] about off-cycle order”).

    • Activity Date & Time and Reminder Time (recommended).

    • Task Type (Call, Email, To-Do).

    • Priority.

  3. Add context in the notes field (text, links, images).

  4. Click Create.

Your task will now appear under CRM → Tasks.

3. Assign a Task to Someone Else (e.g., Sales)

If another team member should handle the follow-up:

Steps

  1. On the contact record, click Task.

  2. Fill out the task details as above (including a Reminder—recommended).

  3. Under Activity Assigned To, choose the correct team member.

  4. Add context so they know exactly what to do.

  5. Click Create.

The task will appear in:

  • The contact record

  • That team member’s Task queue

✔️ You’re Done!

By consistently logging calls using this process—and creating follow-up tasks when needed—you ensure customers receive timely support and accurate records remain in HubSpot.

Download: How to Manually Log Calls and Create Follow-Up Tasks (PDF)