HubSpot Activities

HubSpot Activities & Associations

Overview

Activities in HubSpot encompass tasks, notes, and other engagement records that track interactions with contacts, companies, deals, and tickets. Associations are the links that connect HubSpot CRM objects together -- a contact associated with a company, a deal associated with a contact, a note associated with a ticket. For MSPs, activities provide the service history and follow-up tracking that drives client satisfaction, while associations ensure that every interaction is visible from any related record.

Anti-triggers

• A customer-reported issue that needs resolving — that is a ticket with a pipeline and stage, not a task; use hubspot-tickets.
• The properties of the record being annotated — this skill covers the note, task, and association only; object fields live in hubspot-contacts, hubspot-companies, hubspot-deals, or hubspot-tickets.
• Billable time against client work — HubSpot tasks are not time entries; the PSA is the system of record for those.

MCP Tools

Available Tools

Activity Tools

Association Tools

Utility Tools

Create a Task

Call hubspot_create_task to create a follow-up task:

Example: Create a follow-up task:

• hs_task_subject: Follow up with Acme Corp on managed services proposal
• hs_task_body: Review proposal feedback and schedule next call. Contact: John Smith, IT Director.
• hs_task_priority: HIGH
• hs_timestamp: 2026-03-01T09:00:00.000Z
• hubspot_owner_id: 67890

Example: Create an onboarding task:

• hs_task_subject: Complete Acme Corp onboarding checklist
• hs_task_body: Set up monitoring agents, configure backup, verify antivirus deployment.
• hs_task_priority: HIGH
• hs_timestamp: 2026-02-28T09:00:00.000Z

Create a Note

Call hubspot_create_note to log an activity:

Example: Log a meeting note:

• hs_note_body: Met with John Smith (IT Director) at Acme Corp. Discussed current IT pain points: frequent email outages, no backup solution, aging network switches. Interested in managed IT services package. Follow-up scheduled for March 1.
• hs_timestamp: 2026-02-24T15:00:00.000Z

Example: Log a support resolution:

• hs_note_body: Resolved email delivery issue for Acme Corp. Root cause: misconfigured SPF record. Updated DNS TXT record and verified delivery to all 5 affected users. Monitoring for 24 hours.
• hs_timestamp: 2026-02-24T11:30:00.000Z

Create an Association

Call hubspot_create_association to link two CRM objects:

Example: Associate a contact with a company:

• fromObjectType: contact
• fromObjectId: 12345
• toObjectType: company
• toObjectId: 98765
• associationType: contact_to_company

Example: Associate a deal with a company:

• fromObjectType: deal
• fromObjectId: 54321
• toObjectType: company
• toObjectId: 98765
• associationType: deal_to_company

Example: Associate a note with a contact:

• fromObjectType: note
• fromObjectId: 88888
• toObjectType: contact
• toObjectId: 12345
• associationType: note_to_contact

Access Associations

Call hubspot_access_associations to list all objects associated with a given object:

Example: Get all contacts for a company:

• objectType: company
• objectId: 98765
• toObjectType: contact

Example: Get all deals for a contact:

• objectType: contact
• objectId: 12345
• toObjectType: deal

Example: Get all tickets for a company:

• objectType: company
• objectId: 98765
• toObjectType: ticket

Key Concepts

Association Types

HubSpot supports associations between all major CRM object types:

Task Priority Levels

Task Status

Tasks track completion status:

Notes vs. Tasks

Common Workflows

Log a Client Meeting

1. Create the note - Call hubspot_create_note with meeting summary
2. Associate with contact - Call hubspot_create_association from note to the contact(s) who attended
3. Associate with company - Call hubspot_create_association from note to the company
4. Associate with deal - If the meeting relates to a deal, associate the note with the deal
5. Create follow-up tasks - Call hubspot_create_task for any action items from the meeting

Create a Follow-Up Task

1. Create the task - Call hubspot_create_task with subject, body, priority, and due date
2. Assign the task - Set hubspot_owner_id to the responsible team member
3. Associate with relevant objects - Link to the contact, company, and/or deal

Associate a New Contact with Existing Records

1. Create the contact - Call hubspot_create_contact
2. Associate with company - Call hubspot_create_association from contact to company
3. Associate with deals - If the contact is involved in active deals, create those associations
4. Log the setup - Call hubspot_create_note documenting the new contact and their role

Full Client Relationship View

1. Find the company - Call hubspot_search_companies by name or domain
2. Get contacts - Call hubspot_access_associations with toObjectType=contact
3. Get deals - Call hubspot_access_associations with toObjectType=deal
4. Get tickets - Call hubspot_access_associations with toObjectType=ticket
5. Retrieve details - For each associated object, call the appropriate retrieve tool
6. Present the complete picture - Company details, all contacts with roles, all deals with stages, all tickets with status

Onboarding Workflow

1. Create onboarding tasks - Create tasks for each onboarding step:
   • Set up monitoring agents
   • Configure backup solution
   • Deploy endpoint protection
   • Document network topology
   • Create client runbook
2. Associate all tasks - Link each task to the company and primary contact
3. Log onboarding kickoff note - Document the kickoff meeting and expectations
4. Associate note with company and contacts - Ensure the note appears on all relevant records

Response Examples

Created Task:

{
  "id": "99999",
  "properties": {
    "hs_task_subject": "Follow up with Acme Corp on managed services proposal",
    "hs_task_body": "Review proposal feedback and schedule next call.",
    "hs_task_priority": "HIGH",
    "hs_task_status": "NOT_STARTED",
    "hs_timestamp": "2026-03-01T09:00:00.000Z",
    "hubspot_owner_id": "67890",
    "createdate": "2026-02-24T15:00:00.000Z"
  }
}

Created Note:

{
  "id": "88888",
  "properties": {
    "hs_note_body": "Met with John Smith at Acme Corp. Discussed managed IT services.",
    "hs_timestamp": "2026-02-24T15:00:00.000Z",
    "createdate": "2026-02-24T15:05:00.000Z"
  }
}

Associations Response:

{
  "results": [
    {
      "id": "12345",
      "type": "contact_to_company"
    },
    {
      "id": "12346",
      "type": "contact_to_company"
    },
    {
      "id": "12347",
      "type": "contact_to_company"
    }
  ]
}

Error Handling

Common Errors

Best Practices

1. Associate activities with all relevant objects - A meeting note should be linked to the contact, company, and deal
2. Use tasks for accountability - Create tasks with owners and due dates for every follow-up action
3. Write detailed notes - Include who, what, when, and next steps in every note
4. Set realistic due dates - Task due dates should be achievable to maintain trust in the system
5. Use priority levels meaningfully - Reserve HIGH priority for truly time-sensitive tasks
6. Log service activities - Document every client interaction for continuity when team members change
7. Review open tasks regularly - Check for overdue tasks weekly and follow up
8. Use timestamps accurately - Set hs_timestamp to the actual time of the activity, not when it was logged

Related Skills

• HubSpot API Patterns - MCP tools reference and connection info
• HubSpot Contacts - Contact management and search
• HubSpot Companies - Company management and search
• HubSpot Deals - Deal pipeline management
• HubSpot Tickets - Support ticket management