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Tracking Compliance Deadlines in HubSpot

Using deal properties and task reminders to track upcoming compliance deadlines and required documentation.

Overview

Compliance deadlines are a critical part of managing LIA contracts. HubSpot provides two primary methods for tracking these deadlines: deal properties that surface dates in filtered views, and tasks that generate reminders for specific action items.

Method 1: Deal Properties and Filtered Views

Each contract deal includes a Contract End Date field and can include additional compliance-specific date fields. These fields allow you to:

  • Filter the Deals view to show only contracts with deadlines falling within a specific date range.
  • Sort by compliance date fields to prioritize upcoming work.
  • Export deadline data for reporting or planning purposes.

To use this effectively, go to CRM > Deals, switch to list view, and add filters for your desired pipeline and date fields. Save the view so it is accessible each week.

Method 2: Tasks with Due Dates and Reminders

Tasks can be created directly on a deal record and assigned to a specific staff member with a due date. To add a task:

  1. Open the deal record.
  2. Scroll to the Activity section and click the Task tab.
  3. Set a title (e.g., "Submit Q2 compliance report"), a due date, and assign it to the responsible team member.
  4. HubSpot will send an email reminder when the task is due.

Automated Workflows

HubSpot workflows can automatically create tasks when a contract reaches a certain stage or when a deadline date is approaching. Tapp Network manages these automations on behalf of the program. Contact Tapp if a new automated reminder needs to be configured.

Best Practice

Review all compliance deadlines every Monday morning using a saved Deals view. Address any tasks due that week before taking on other contract work.