Creating a standalone to-do
Last updated: August 6, 2026
Standalone to-dos are tasks you create yourself, outside any sequence. Use them for ad-hoc follow-ups, reminders, or next steps that aren't triggered automatically by a lead's activity. Linking a contact is optional.
Creating a to-do
There are three places to create one:
From the Tasks page: click the + button next to the Open/Done tabs, then New to-do.
From a lead's header: open the lead and click the to-do icon in the panel header. The lead is linked for you.
From a lead's Tasks tab: open the lead, go to the Tasks tab, and click New to-do. The lead is linked for you here too.
Fields
Field | Required | Details |
|---|---|---|
Title | Yes | Up to 500 characters. A short description of what needs doing, e.g. "Follow up on pricing". |
Contact | No | Search your leads. Type 3 characters or more to search; your recent contacts show before you type. Pre-filled when you start from a lead, and removable. Leave it empty for a to-do that isn't tied to anyone. |
Assignee | No | Any teammate. Defaults to you. |
Due date | Yes | Pre-filled with today, in your own timezone. |
Notes | No | Add context, links, or next steps. |
Click Create to-do to save it. The to-do appears in your list straight away. There is no priority field on to-dos.
Editing a to-do
Open the to-do and edit the title, notes, or due date in place. Changes save on their own after a short pause, and a status line shows Saving… then Saved. Rescheduling is simply changing the due date. A blank title is never saved, it reverts to the last value.
The detail panel also shows the due date, the created date, and the source, which reads "Created manually".
Completing, skipping, and reopening
Action | How | What happens |
|---|---|---|
Complete | Mark complete, or ⌘/Ctrl+Enter | Moves to the Done tab as Completed. |
Skip | Skip, or S. Also available in bulk: select rows, then Skip | Moves to the Done tab as Skipped. Skip is how you dismiss a to-do you no longer need, there is no delete for tasks. |
Reopen | On a done to-do the button becomes Reopen (S) | Brings it back to Open. |
Reassign | Select one or more rows, then Reassign in the action bar | Moves the to-do to another teammate's queue. Only open to-dos can be reassigned. |
Who can do what
Only the creator or the current assignee can change a to-do's title, notes, due date, or linked contact. Everyone else in your organisation sees those fields read only.
Anyone in your organisation can complete, skip, reopen, or reassign a to-do. Completed and skipped to-dos are read only until they are reopened.
Reminders
To-dos have no due-date reminders and no overdue notifications. Overdue shows as a red label in the app, nothing is sent by email or Slack.
CRM sync
A to-do can be mirrored into your CRM as a native task. This happens when all three of the following are true:
Task sync is enabled in your CRM integration settings.
The To-do task type is ticked there.
The to-do is linked to a contact. A to-do with no contact never syncs, because there is no CRM record to attach it to.
The CRM task uses your title as its subject, your notes as its body, the type "To-do", medium priority, and your due date. If the contact doesn't exist in your CRM yet, it is created.
What happens next:
Completing the to-do in Topo completes the CRM task, and completing it in your CRM completes the to-do in Topo.
Skipping it in Topo sets the CRM task to Deferred, so a dismissed to-do never sits open in your CRM.
Reopening in Topo reuses the same CRM task rather than creating a second one.
Removing the contact from a to-do closes its CRM task as Deferred. Linking a contact again later starts a fresh one.
See What does the Tasks Sync tab in the HubSpot integration settings do? for the settings themselves.