HubBoard Installation Guide

What is HubBoard?

HubBoard is a visual Kanban board designed specifically for managing HubSpot tasks. It transforms your HubSpot task list into a visual and interactive interface that allows you to organize, prioritize, and complete tasks more efficiently.

 

The Problem It Solves

HubSpot is a powerful platform for managing customer relationships, but tasks are primarily displayed in linear lists. This makes it difficult to:

  •  
  • - Visualize the overall status of all your tasks
  • - Prioritize work by due date or importance
  • - Group related tasks (like all pending calls)
  • - See your team's progress at a glance

The Value of HubBoard

HubBoard adds the missing visual layer to HubSpot, offering:

 

  • Visual organization: See all your tasks in an intuitive Kanban board
  • Improved productivity: Complete tasks faster with one-click actions
  • Real-time collaboration: Your team can view and update tasks simultaneously
  • Flexibility: Customize columns and filters according to your needs

 

How Does HubBoard Work?

Key Features

 

1. Kanban Board for Tasks

Organize your HubSpot tasks in customizable columns. Visualize tasks by:

- Status: Pending, In Progress, Completed, etc.

  • - Due date: Today, Tomorrow, This week, Next week
  • - Priority: High, Medium, Low
  •  

2. One-Click Completion

Complete tasks, reschedule dates, or add notes directly from the board card. You don't need to open the full contact record in HubSpot.

 

3. Real-Time Bidirectional Synchronization

All changes automatically sync between HubBoard and HubSpot:

- Changes in HubBoard are immediately reflected in HubSpot

  • - Changes in HubSpot appear in HubBoard in real time
  • - Multiple users can work simultaneously without conflicts
  •  

4. User-Based Filters

Filter which users' tasks are shown on the board:

- All HubSpot Users: Show tasks from all users in your HubSpot account

  • - All HubBoard Members: Show tasks only from HubBoard account members (active and accepted members) plus the account owner
  • - Selected HubBoard Members: Show tasks only from specific HubBoard members you choose
  •  

5. Customizable Columns

Create and organize columns according to your workflow. You can have columns like:

  • - "To Do"
  • - "In Progress"
  • - "Review"
  • - "Completed"
  •  

6. Archive Feature

Keep your board clean by archiving completed or old tasks:

  • - Archive tasks: Remove tasks from the main board view while keeping them accessible
  • - Archive all visible: Quickly archive all tasks in a column (especially useful for the "Completed" column)
  • - View archived tasks: Access all archived tasks in a dedicated archived view
  • - Unarchive tasks: Restore archived tasks back to the main board when needed

 

 

Typical Workflow

  1. - Connect your HubSpot account via OAuth (one click)
  2. - Configure user filters to show tasks from the right users
  3. - Customize columns according to your work process
  4. - Visualize tasks on the Kanban board
  5. - Drag and drop tasks between columns to change their status
  6. - Complete tasks directly from the cards with one click
  7. - Archive completed tasks to keep your board clean and organized

 

Connecting Steps

Step 1: Create HubBoard Account

  1. - Visit https://app.hubboard.io/
  2. - Click "Sign Up" or "Register"
  3. - Enter your email address
  4. - Create a secure password
  5. - Verify your email by clicking the link you'll receive
  6.  

Step 2: Create an Account

  1. - Once you've logged in, you'll see the dashboard
  2. - Click "Create Account" or "New Account"
  3. - Enter a name for your account (e.g., your company name)
  4. - Click "Create"

 

Important Notes about Accounts:

- An "Account" in HubBoard represents a HubSpot account (portal)
  • - Each Account can only be linked to one HubSpot account
  • - Each Account can only have one owner (the user who connects the HubSpot account)
  • - You can create multiple Accounts in HubBoard, each linked to a different HubSpot account
  • - You can be invited to other Accounts as a member
  • - Each Account has one board - you cannot create multiple boards within a single Account
  •  

Step 3: Connect HubSpot

  1. - From your account dashboard, find the HubSpot connection section
  2. - Click the "Connect HubSpot" button
  3. - You'll be redirected to HubSpot's authorization page
  4. - Log in to your HubSpot account if you haven't already
  5. - Review the permissions that HubBoard requests:
    • -   Read and write contacts
    • -   Read and write tasks
    • -   Read owners
    • -   Access to custom schemas
  6. - Click "Authorize" or "Allow" to grant permissions
  7. - You'll be redirected back to HubBoard with your account connected

 

Important:

  • - Each HubBoard Account can only be connected to one HubSpot account (portal)
  • - Each HubSpot portal can only be connected to one HubBoard Account at a time
  • - The user who connects the HubSpot account becomes the Account owner
  • I- f your HubSpot portal is already connected to another Account, you'll see an error message with the owner's contact information
  •  

Step 4: Configure the Board

  1. - Once connected, navigate to the "Tasks" section
  2. - Click "Settings" (gear icon)
  3. - Configure user filters:
    • -   All HubSpot Users: Show tasks from all users in your HubSpot account
    • -   All HubBoard Members: Show tasks only from HubBoard account members (active and accepted) plus the account owner
    • -   Selected HubBoard Members: Show tasks only from specific HubBoard members you select
  4. - Customize columns:
    • -   Default columns include common HubSpot statuses
    • -   You can add new columns by clicking "+ New Column"
    • -   You can rename columns by clicking on the name
    • -   You can delete columns you don't use (except system columns)
  5. - Save your configuration
  6.  

Step 5: Invite Team Members (Optional)

You can invite other users to collaborate:

  1. - Go to "Settings" > "Team Members"
  2. - Click "Invite Member"
  3. - Select a HubSpot user from the list
  4. - Assign a role:
    • -   Admin: Can manage members and settings
    • -   Member: Can view and edit tasks according to configured filters
  5. - The user will receive an invitation email
  6. - Once accepted, they'll be added to your account

 

Requirements and Permissions

 

HubSpot Requirements

To use HubBoard, you need:

- Active HubSpot account: Must be a valid account with access to tasks

  1. - Adequate permissions:
    • -   At minimum, you need access to tasks in HubSpot
    • -   For full functionality, administrator permissions or user with full access to contacts and tasks are recommended

 

Required OAuth Permissions (Scopes)

HubBoard requests the following permissions when you connect your account:

- crm.objects.contacts.read - Read contact information

  • - crm.objects.contacts.write - Create and update contacts
  • - crm.objects.tasks.read - Read tasks
  • - crm.objects.tasks.write - Create and update tasks
  • - crm.schemas.contacts.read - Read contact schemas
  • - crm.schemas.contacts.write - Modify contact properties
  • - crm.schemas.custom.read - Read custom properties
  • - crm.objects.owners.read - Read owner (user) information
  • oauth - Basic OAuth permission

 

Note about permissions: These permissions are necessary for HubBoard to:

  • - Bidirectionally sync tasks
  • - Display contact information associated with tasks
  • - Manage custom properties if you use them
  • - Display team member information

All permissions are used solely for the described functions. HubBoard does not access data that isn't necessary for its operation.

 

Frequently Asked Questions (FAQs)

 

Do I need administrator permissions in HubSpot?

Not necessarily. You need at least access to tasks in HubSpot. However, to take advantage of all features (such as inviting team members or modifying custom properties), administrator permissions or user with full access are recommended.

 

Can I use HubBoard with multiple HubSpot accounts?

Yes! You can manage multiple HubSpot accounts with HubBoard:

- Create multiple Accounts in HubBoard, each linked to a different HubSpot account (portal)

  • - Use the same HubBoard user account to manage all of them
  • - Each HubSpot portal can only be connected to one HubBoard Account at a time
  • - Each Account can only have one owner (the user who connects the HubSpot account)
  • - You can also be invited to other Accounts as a member
  •  

Do changes sync in real time?

Yes. HubBoard uses bidirectional real-time synchronization:

  • - Changes you make in HubBoard are immediately reflected in HubSpot
  • - Changes you make in HubSpot appear in HubBoard almost instantly
  • - If multiple users are viewing the same board, they'll see each other's changes in real time
  •  

What happens if I disconnect my HubSpot account?

If you disconnect your HubSpot account:

- The board will stop syncing with HubSpot

  • - You won't be able to view or edit tasks until you reconnect
  • - Your configurations (columns, filters) will remain saved
  • - You can reconnect at any time from settings
  •  

Can I customize the board columns?

Yes, completely. You can:

  • - Create new custom columns
  • - Rename existing columns
  • - Delete columns you don't use (except system columns like "Completed")
  • - Reorder columns by dragging them

Columns can be mapped to task statuses in HubSpot or used as visual organizers.

 

Is there a limit on the number of tasks?

There's no limit on the number of tasks you can manage in HubBoard. You can view and manage all tasks from your HubSpot account that match your configured user filters.

 

Note: To optimize performance, the board loads tasks in pages. You can click "Load more" in each column to see additional tasks.

 

How does the archive feature work?

The archive feature helps you keep your board clean by removing completed or old tasks from the main view:

- Archive individual tasks: Click on a task to open it, then click the "Archive" button

  • - Archive all visible tasks: In the "Completed" column, you'll find an "Archive all visible tasks" option to quickly archive multiple completed tasks
  • - View archived tasks: Click the "Archive" icon in the header to navigate to the archived tasks view
  • - Unarchive tasks: In the archived view, you can restore tasks back to the main board by clicking "Unarchive"
  • - Search archived tasks: The search feature includes archived tasks in results, so you can find them even when archived

Archived tasks are stored in HubSpot with a custom property and remain accessible but hidden from the main board view.

 

How do team invitations work?

  1. - The Account owner or administrator invites a HubSpot user
  2. - The user receives an invitation email
  3. - If the user already has a HubBoard account, they join automatically
  4. - If they don't have an account, they must register first
  5. - Once the invitation is accepted, the user is added to the account
  6. - The user can view and edit tasks according to configured filters and permissions
  7.  

What browsers are compatible?

HubBoard works best in the following browsers:

- Chrome (recommended) - Latest version

  • - Firefox - Latest version
  • - Safari - Latest version
  • - Edge - Latest version

 

Requirements:

- JavaScript enabled

  • - Cookies enabled
  • - Stable internet connection

 

Is data stored securely?

Yes. HubBoard takes data security very seriously:

- Encrypted connections: All communications use HTTPS/TLS

  • - Secure tokens: OAuth tokens are stored securely
  • - Compliance: We follow industry best security practices
  • - Privacy: We only access data necessary for the application's operation
  • - No sensitive data storage: We don't store passwords or financial information

Task and contact data is synchronized but not permanently stored on our servers beyond what's necessary for synchronization.

 

 

  • Support

 

 

 

Welcome to HubBoard! We hope this tool helps you be more productive and organized with your HubSpot tasks.