Create and sync tasks with Notion
Hub tasks are native workspace records that live in a task-enabled collection. Permitted agents can create tasks directly, and each task collection can be paired with a Notion database for automatic two-way synchronisation. ## Before you begin - You must be a workspace owner or administrator. - At least one object type must have a **date field** with **task enabled** turned on. Hub uses this field as the due-date source for the task occurrence. - To connect Notion, the Hub operator must first configure the Notion OAuth application (contact your Hub operator if the Notion option is unavailable). ## What is a task-enabled collection? Any object type with a task-enabled date field becomes a task collection. Tasks in that collection: - Appear in **Tasks** and in the **My Work** view. - Can have assignees, priorities, descriptions and recurrence. - Support undated tasks (no due date required). - Can sync two-way with a paired Notion database. To enable the task date field, open **Admin → Object types**, select the type, find or add a **Date** field, and enable **Use as task date**. ## Grant agents permission to create tasks Operations, Business specialist and Executive Lead agents can create tasks in a configured collection. Permissions are set once per agent and apply without requiring individual run approvals. 1. Open **Settings → Tasks** (or navigate from the Notion integration panel). 2. Find the agent you want to enable. 3. Turn on **Create tasks**. 4. Choose the **task collection** the agent may write to. 5. Optionally set a **default assignee** — agents use this when no specific assignee is requested. 6. Save. When an agent creates a task, Hub validates the live grant, the agent's enabled state, the authorising admin and the collection. Request keys deduplicate retries so the same task is not created twice. Structured task outputs enforce their grant and assignee. **Important limits:** - Operations agents may only create tasks in collections already listed under their **Sources & abilities** write permissions. - Executive agents can create up to five tasks per run. - The permission must be re-granted if the authorising administrator's role changes. ## Connect Notion (two-way sync) ### Step 1 — Connect your Notion workspace 1. Open **Settings → Integrations**. 2. Find **Notion** and expand it. 3. Select **Connect Notion**. 4. Sign in to Notion and approve read, insert and update access. 5. You are returned to Hub with the connection active. Disconnecting Notion stops sync and keeps all existing tasks in both apps. A reconnect cannot switch to a different Notion workspace if collection mappings exist. ### Step 2 — Set up a task collection mapping 1. Open **Settings → Tasks**. 2. Under **Notion sync**, select the Hub task collection and the Notion data source (database) you want to pair. 3. Map the Notion properties to Hub fields: - **Title** — required. - **Status**, **Description**, **Due date**, **Priority**, **Assignee** — optional. 4. Map Notion status options to Hub status values and Notion priority options to Hub priority values. 5. Map Notion users to Hub workspace members for assignee sync. 6. Inspect the **sync preview** — Hub shows up to 2,000 records from each side. 7. Optionally mark explicit pairs between existing Hub records and Notion pages. 8. Activate the mapping. A separate **Hub task ID** rich-text property must exist in the Notion database. Hub uses this to match records after a Notion page is created, so creation is never blindly retried. ### What syncs | Field | Hub → Notion | Notion → Hub | |---|---|---| | Title | ✓ | ✓ | | Status | ✓ (mapped values) | ✓ (mapped values) | | Description | ✓ | ✓ | | Due date | ✓ (calendar date) | ✓ (calendar date only — no times or ranges) | | Priority | ✓ (mapped values) | ✓ (mapped values) | | Assignee | ✓ (mapped user) | ✓ (single mapped user) | | Archived/trashed | ✓ | ✓ | Tasks completed in Hub (status changed to a done value) do not automatically create a new occurrence in Notion — the recurrence cycle stays on the Hub side. ### Sync behaviour - Sync runs every minute via a durable job queue with exponential backoff for Notion rate limits. - Reconciliation runs every five minutes to catch tasks missed by webhooks. - Completed historical tasks are excluded from the initial sync; completion of an already-linked task continues syncing. - If both Hub and Notion are edited at the same time, conflicting fields are preserved and flagged. An admin can resolve them in **Settings → Tasks**. - Existing Hub-origin tasks continue to sync. Excluding a task from filters stops its Notion link updating but does not delete the Notion page. ## Monitor sync status Task records show a compact **Notion sync** indicator with their current sync state: - **Synced** — the Notion page matches the Hub record. - **Queued** — a sync job is scheduled. - **Creating** — Hub is creating the Notion page for the first time. - **Needs attention** — a conflict or mapping issue requires review. Open **Settings → Tasks** to resolve it. The **Open in Notion** link is shown when a stable page URL is available (both `app.notion.com` and `notion.so` links are accepted during setup). Sync activity and issue counts are shown on the **Tasks** settings page next to each mapping. ## Configure import filters Each collection/database pairing supports configurable import rules: 1. Open **Settings → Tasks → Notion sync**. 2. Select a mapping and open **Import rules**. 3. Add filter rules using the database's own properties (for example, exclude personal tasks by filtering on a **Project** property). 4. The **preview** shows how many tasks would be excluded, with an option to archive previously imported Hub copies. Excluded Notion-origin tasks stop syncing; their originals remain in Notion. Previously imported copies that were archived by a filter are automatically restored if they match again. ## Undated tasks Tasks do not require a due date. Undated tasks: - Appear in a separate **No due date** view in the Tasks list and in My Work. - Are not counted as overdue. - Sync to Notion without a date value. - Can be assigned a date at any time to enter the normal task schedule. ## Recurrence Recurring tasks advance their due date on completion. The recurrence rule is managed on the Hub side; Notion always reflects the current due date. A completed occurrence triggers the next occurrence in Hub without creating a new Notion page. ## Bulk permissions To set task permissions across all agents at once: 1. Open **Settings → Tasks → Agent permissions**. 2. Use **Apply to all agents** to enable the same collection and default assignee for every enabled operations, business specialist and executive agent. 3. Individual overrides remain available per agent. Disabled agents stay disabled. Future agents require their own grant.