How to Send HubSpot Task Reminders to Slack with Zapier

Dashboard > Create Zap > HubSpot > Updated Engagement

Create New Zap with HubSpot Trigger

Start a new Zap and set up HubSpot as your trigger app. You'll use the 'Updated Engagement' trigger to catch task changes including due date updates.

1. 1Click 'Create Zap' from your Zapier dashboard
2. 2Search for and select 'HubSpot' as the trigger app
3. 3Choose 'Updated Engagement' from the trigger event list
4. 4Select 'Task' as the engagement type filter

HubSpot > Account Connection

Connect Your HubSpot Account

Authenticate Zapier to access your HubSpot data. You need admin permissions to connect CRM objects and engagement data.

1. 1Click 'Sign in to HubSpot' button
2. 2Enter your HubSpot login credentials
3. 3Click 'Authorize' to grant Zapier access
4. 4Select your HubSpot portal if you have multiple

HubSpot > Test Trigger

Test HubSpot Trigger

Pull in sample task data to verify the connection works. This shows you what fields are available for mapping to Slack.

1. 1Click 'Test trigger' button
2. 2Wait for Zapier to fetch recent task updates
3. 3Review the sample data fields shown
4. 4Click 'Continue with selected record'

Filter > Add Step > Filter by Zapier

Add Filter for Overdue Tasks

Set up a filter to only trigger for overdue or soon-due tasks. This prevents spam from every task update.

1. 1Click the '+' button to add a step
2. 2Select 'Filter by Zapier' from the action list
3. 3Set condition 'due_date' 'is before' 'now'
4. 4Add OR condition for tasks due within 1 day

Action > Slack > Send Channel Message

Add Slack Send Message Action

Configure Slack as your action app to send the reminder message. Choose the specific channel where task reminders should appear.

1. 1Click '+' to add an action step
2. 2Search for and select 'Slack'
3. 3Choose 'Send Channel Message' action
4. 4Select your Slack workspace from the dropdown

🔔 New Lead: {{1.properties.firstname.value}} {{1.properties.lastname.value}}
Email: {{1.properties.email.value}}
Company: {{1.properties.company.value}}
Status: {{1.properties.hs_lead_status.value}}

Slack > Account Connection

Connect Slack Workspace

Authenticate your Slack account and grant Zapier permission to post messages. The Zapier bot will need to join your target channels.

1. 1Click 'Sign in to Slack' button
2. 2Choose your workspace from the list
3. 3Click 'Allow' to grant channel and message permissions
4. 4Confirm the connection shows as active

Slack > Send Channel Message > Channel & Message

Configure Channel and Message Content

Select your target Slack channel and build the reminder message using HubSpot task data. Include key details like task name, due date, and assignee.

1. 1Select your target channel from the Channel dropdown
2. 2Click in the Message Text field
3. 3Map 'Task subject' from HubSpot data
4. 4Add due date and assigned user fields to the message

🔔 New Lead: {{1.properties.firstname.value}} {{1.properties.lastname.value}}
Email: {{1.properties.email.value}}
Company: {{1.properties.company.value}}
Status: {{1.properties.hs_lead_status.value}}

Slack > Message Text > User Mapping

Add Task Owner Mention

Include the task owner as a Slack mention so they get notified directly. This requires mapping HubSpot user IDs to Slack usernames.

1. 1Add '@' symbol in your message text
2. 2Map the 'owner_id' field from HubSpot
3. 3Use Zapier's lookup table to convert HubSpot user to Slack username
4. 4Test that mentions work with your user mapping

Slack > Test Step

Test Complete Workflow

Run a full test to verify the Zap works end-to-end. Check that overdue tasks trigger properly and Slack messages appear correctly formatted.

1. 1Click 'Test step' on the Slack action
2. 2Review the test message sent to Slack
3. 3Verify formatting, mentions, and data accuracy
4. 4Click 'Continue' if the test passes

Zap Editor > Publish

Turn On the Zap

Activate your automation to start monitoring for overdue HubSpot tasks. The Zap will check for updates every 5-15 minutes depending on your plan.

1. 1Click 'Publish Zap' button
2. 2Give your Zap a descriptive name
3. 3Verify it shows 'On' status
4. 4Monitor the task history for successful runs

Drop this into a Zapier Code step.

{{engagement.timestamp | date: "%B %d at %I:%M %p"}} - formats HubSpot timestamps into readable "January 15 at 2:30 PM" format for Slack messages

{{engagement.timestamp | date: "%B %d at %I:%M %p"}} - formats HubSpot timestamps into readable "January 15 at 2:30 PM" format for Slack messages