On a schedule

Get a daily list of overdue HubSpot tasks

Each weekday you get the tasks that are past due and not done, grouped by owner.

Runs: On a schedule
Apps: HubSpot
AI: Not needed
Access: tasks read scope

Send this to your assistant

Create a ClickRuntime automation: every weekday at 8am, email me HubSpot tasks that are overdue and not completed, grouped by owner.

Paste it into your assistant. It tells you what it will send or change before it runs live.

Add to ChatGPT Add to Claude

First time? Adding ClickRuntime to your assistant takes about two minutes.

Why use it

Why teams use this automation

A sales rep promised a prospect a revised quote by Thursday and created a HubSpot task to remember it. Thursday came and went because the rep was on calls all day and never opened the task queue. By the time the prospect emails asking where it is, the task is nine days overdue, and the manager had no idea any such tasks existed across a team of eight.

On a schedule, ClickRuntime searches HubSpot for tasks whose due date has passed and whose status is not completed, groups them by owner, and emails the list to you. Each owner's section shows the task title, how long it has been overdue and the record it relates to.

It is especially useful for sales managers and customer success leads who need to see slipped follow-ups without auditing every person's queue.

What you get out of it

Promised follow-ups stop slipping quietly
Callbacks, quotes and renewal check-ins are commitments made to customers. A daily list of what is past due puts them back in front of someone while the customer still cares, instead of after they complain.
Managers see overload before it becomes churn
If one rep has twenty overdue tasks and another has none, the grouped list shows it immediately. You can move work or ask for help while deals are still alive, not in the quarterly pipeline review.
Reps get a nudge without a nagging meeting
A concise list by name is less awkward than a status call. People clear their own backlog when it is listed plainly, and the manager does not have to chase individual tasks one at a time.
Dead tasks get cleaned out
Some overdue tasks are obsolete because the deal closed or the contact left. Seeing them listed with their age prompts someone to complete or delete them, which keeps the task queue believable.
A record of who owned what
The emailed digest is a dated snapshot of overdue work by owner. If a deal is lost and someone asks whether follow-up was missed, you have evidence of what was open at the time.

How it works

What happens, step by step

Every weekday at 8 am, the automation finds HubSpot tasks that are past their due date and not completed.
It groups the tasks by the person who owns them.
You get one email listing each person's overdue tasks with their due dates.

Before it runs live

Connect HubSpot

What you get

RunsOn a schedule

Get a daily list of overdue HubSpot taskstoday, 9:00Succeeded

Email · 6 overdue HubSpot tasksOwner 111111 - Call Northwind about renewal (due 2026-10-14)

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.

Your own rules
Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.
Any number of apps
One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.
AI where it helps
Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.
On a schedule or on each event
Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

Changes you can ask for

Run it at a different time, more or less often, or only on weekdays
Add an AI step, for example to summarize, sort or draft a reply
Add another app, for example also send it to Slack
Combine it with other HubSpot steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.

overdue_tasks_digest.pyexample

import time
from collections import defaultdict
from clickruntime import on_trigger, credentials, http, notify

@on_trigger
def run(event):
    tasks = http.post("https://api.hubapi.com/crm/v3/objects/tasks/search",
        headers={"Authorization": f"Bearer {credentials.connection('hubspot', 'work')}"},
        json={"limit": 100, "properties": ["hs_task_subject", "hs_timestamp", "hubspot_owner_id"],
              "filterGroups": [{"filters": [
                  {"propertyName": "hs_timestamp", "operator": "LT", "value": int(time.time() * 1000)},
                  {"propertyName": "hs_task_status", "operator": "NEQ", "value": "COMPLETED"}]}]}).json()["results"]
    if not tasks:
        return {"overdue": 0}
    by_owner = defaultdict(list)
    for t in tasks:
        p = t["properties"]
        by_owner[p.get("hubspot_owner_id") or "Unassigned"].append(f"  - {p['hs_task_subject']} (due {p['hs_timestamp'][:10]})")
    body = "\n\n".join(f"Owner {owner}\n" + "\n".join(items) for owner, items in by_owner.items())
    notify.email_me(f"{len(tasks)} overdue HubSpot tasks", body)
    return {"overdue": len(tasks)}

FAQ

Common questions

What makes a HubSpot task count as overdue?

A task is overdue when its due date and time are earlier than the moment the automation runs and its status is anything other than Completed. Tasks with no due date are not included, since there is nothing to be late against.

Can I send each person their own overdue tasks?

The default email goes to you with everything grouped by owner. If you want each owner to receive only their own section, say so and the email can be split per person, provided you are happy for it to go to the email address on their HubSpot user.

Will it list tasks for every team or just mine?

It searches all tasks your HubSpot connection is allowed to see, which for an admin connection means the whole account. If you only care about one team or one pipeline, you can narrow the search by team, owner or task type.

What permissions does it need?

tasks read scope. Nothing else in your accounts is used.

Does it need AI?

No. It runs without AI, so it doesn't use your plan's AI allowance.

How many runs does it use?

One run each time it runs (on a schedule). Checks that find nothing to do and stop right away aren't counted.

Can I change how it works?

Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

Weekly