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Bring client tasks from TickTick into HubSpot
For teams who plan client work in TickTick and want it visible on HubSpot contacts and companies, just by asking their AI assistant.
On this page
Connector
Connect TickTick, pick your AI tool and paste the prompt.
The problem
Client promises planned where the account team cannot see them
Client work is often planned in TickTick while the account lives in HubSpot, so the sales and service team cannot see what has been promised. Copying tasks by hand means working out the customer and record for each, and tasks get duplicated or attached to the wrong record.
Without PopdockAI
- Work out which customer each TickTick task is about
- Find the right contact or company in HubSpot
- Check the task is not already there
- Retype it, sometimes on the wrong record
With PopdockAI
- Open tasks are read from the project and tag you name
- A task is linked only when exactly one contact or company matches
- Tasks already in HubSpot are skipped
- You pick which to copy, and no contact or company is created
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Copy open TickTick tasks from project `{project-name}` (only those tagged `{tag}`, if given) that concern a HubSpot contact or company into HubSpot as tasks associated with that record, so the work shows in the CRM. Tasks with no due date are due `{default-due-days}` days from today (default 7). Nothing is written until the user approves the list.
**Step 1: Read TickTick tasks**
Call `ticktick-get-projects` (TickTick server) with `name` set to the project name; if it does not match exactly one project, list the matches and stop. Call `ticktick-get-tasks` with `project-id` and, if a tag was given, `tags.contains` set to it. Keep `task-id`, `title`, `description`, `due-date`, `priority`, `tags`. Drop tasks whose description quotes a HubSpot record-id: they came from HubSpot already. If none remain, say so and stop.
**Step 2: Identify the customer (HubSpot)**
For each task:
* If its title or description contains an email address, call `hubspot-get-contacts` (HubSpot server) with `email` set to it. Keep `record-id` and `company-id`.
* Otherwise take the company name from a tag or from the title text before the first colon, and call `hubspot-get-companies` with `company-name` set to it, then `company-name.contains`. Use it only if exactly one company matches.
* A task with no single match is **Not linked**; list it and do not copy it.
**Step 3: Skip tasks already in HubSpot**
For each linked task, call `hubspot-get-tasks` with `task-title` set to the TickTick title (and `contact-email` when the match was by email). If an open task comes back, mark it **Already in HubSpot** and drop it.
**Step 4: Review**
Show a numbered table: TickTick title, due-date (or the default), priority (TickTick priority 5 is HIGH, 3 is MEDIUM, 1 is LOW and 0 is NONE in HubSpot), and the contact or company it will be linked to. Ask which to copy, by number, "all" or "none". Write nothing until the user answers.
**Step 5: Create in HubSpot**
For each approved task, call `hubspot-add-task` (HubSpot server) once with `subject` set to the title, `body` set to the description followed by "From TickTick task <task-id> in <project-name>", `due-date` as an ISO date, `status` NOT_STARTED, `priority`, `type` TODO, and `contact-ids` and/or `company-ids` set to the matched record-ids. Report each returned id, then call `hubspot-get-tasks` with `task-title` set to the subject and confirm it exists.
**Rules & Guidelines:**
* `ticktick-get-projects` and `ticktick-get-tasks` are on the TickTick server; `hubspot-get-contacts`, `hubspot-get-companies`, `hubspot-get-tasks` and `hubspot-add-task` are on the HubSpot server.
* The only write is `hubspot-add-task`, once per approved task. Call no other write tool: no other hubspot-add, hubspot-update, hubspot-rename, hubspot-remove, hubspot-subscribe, hubspot-unsubscribe or hubspot-import tool (including `hubspot-add-engagement-task` and `hubspot-add-contact`).
* TickTick is only read. Never call a TickTick write tool (`ticktick-add-task`, `ticktick-update-task`, `ticktick-complete-task`, `ticktick-complete-tasks`, `ticktick-move-task`, `ticktick-assign-task`, `ticktick-unassign-task`, `ticktick-add-task-comment`, `ticktick-add-project`, `ticktick-update-project`, `ticktick-add-project-group`, `ticktick-update-project-group`, `ticktick-add-column`, `ticktick-update-column`, `ticktick-add-tag`, `ticktick-add-focus-session`).
* Do not set owner-id unless the user gives a numeric HubSpot owner ID.
**Validation:**
* Never create a contact or company for an unmatched task; report it under Not linked.
* If a create fails, report it and continue; do not retry it.Who it's for
One answer, three teams that use it
Project managers
Share your client plan with the account team
Copy the tasks you planned in TickTick onto the matching HubSpot records, so sales and service can see what is coming.
Copy my open TickTick tasks in the Client Work project into HubSpot.
Account managers
See what has been promised to a client
Tasks land on the right contact or company with due dates and priorities, so you know what the client is expecting.
Move the TickTick tasks tagged Fabrikam into HubSpot on the Fabrikam company record.
Customer success managers
Keep HubSpot free of duplicate tasks
Tasks already in HubSpot are skipped and customers are never guessed, so the CRM stays tidy.
Bring the open tasks from my TickTick Onboarding project tagged Northwind into HubSpot, skipping any already there.
How it works
What PopdockAI does when you ask
You name a TickTick project, and your AI assistant matches each task to a HubSpot record. Nothing is written until you choose the tasks to copy, and TickTick is only read.
01
Read
It reads open tasks from the TickTick project and tag you name.
02
Match
It finds the HubSpot contact or company for each task and skips any already in HubSpot.
03
Review
You see a numbered table and choose which tasks to copy.
04
Create
It creates the chosen HubSpot tasks on the matched records and checks each one exists.
What PopdockAI provides
The tools behind the answer
Ready made tools for TickTick and one secure connection to your AI tool. No code, no exports.
ticktick-get-projects
ticktick-get-tasks
hubspot-get-contacts
hubspot-get-companies
hubspot-get-tasks
hubspot-add-task
hubspot-add-engagement-task
hubspot-add-contact
This report is built from Get data tools only. PopdockAI applies the row, field and parameter rules your admin sets, and every query is written to the audit trail.
The outcome
Client work visible on the right HubSpot record
Related use cases
More ways to put this data to work
One prompt template with infinite possibilities.
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