Tasks that actually
know what's going on.
The Tasks app replaces HubSpot's task system — and goes further. Every task is tracked, embedded for AI search, and monitored by a suite of background automations that send digests, reminders, and alerts before things slip through.
Interface
Three views of the same data.
List
Paginated table of all tasks with filters (status, priority, assignee, tags, date range). Sortable columns. Click any row to open the task editor.
Calendar
Monthly calendar view of tasks by due date. Useful for spotting clusters of deadlines and planning capacity.
Notifications
Feed of task change events — status updates, comments, new assignments. Filter by read/unread.
Task Fields
Everything a task needs to be actioned, tracked, and reported on.
Title & Description
What needs to be done and why. Description supports full rich text.
Manager & Assignees
The manager is accountable. Assignees do the work. Multiple assignees are supported.
Status
Open, In Progress, On Hold, For Review, Closed, Cancelled. AI can update this from comment content.
Priority
Low, Normal, High, Urgent. Feeds the focus score that ranks tasks in AI digests.
Due Date & Start Date
Both stored. The due-date automation alerts when tasks are approaching or overdue.
Tags
Free-form labels. Filter by tag in the list view. Tags appear in AI summaries.
Cost & Return
Optional financial weighting. High-return tasks rank higher in focus score.
Followers
Users who receive notifications about the task but aren't assigned to it.
Deep Links
Every task has its own URL.
Copy the URL from the task editor's address bar and paste it anywhere — into an email, a Slack message, or a calendar invite. The recipient opens it and lands directly on that task with the editor pre-loaded.
Notification emails sent by the task automations include the deep link in the email body, so recipients can click straight through to the task without navigating the app.
Background Automations
Eight automations running in the background.
Tasks don't just sit there. A suite of automations processes every change, embeds content for AI search, and sends people the right information at the right time.
add-task-activities Every minuteDetects every task change and new comment. Creates a structured activity record per recipient, then queues the task for AI processing. This is the event-capture layer everything else depends on.
process-tasks Every minuteDrains the processing queue. Re-embeds task content into the AI search index when the content changes. Calculates focus scores. Reads new comments and uses an LLM to determine status updates and who currently holds the ball.
task-due-dates DailySends each user a personalised email grouping their tasks by urgency: overdue, due today or tomorrow, due in 3 days, due this week. Tasks only appear for the first 3 days after becoming overdue.
task-reminders Daily (Mon–Sat)AI-generated weekly summary email for managers and assignees with 3+ open tasks. The AI groups and comments on each task, noting what needs attention. Sent 7 days apart to avoid noise.
task-individual-manager Real-timeNotifies a task manager immediately when a change is made to a task they own.
task-individual-assignee Real-timeNotifies assignees immediately when a task they're assigned to changes.
task-yesterday-manager DailyMorning summary to managers of all activity on their tasks from the previous day.
task-yesterday-assignee DailyMorning summary to assignees of all activity on their assigned tasks from the previous day.
Email Notifications
You don't have to check the app to know what's happening.
All task notification emails are branded, formatted, and include task deep links. The AI-generated digests (reminders and due-date alerts) don't just list tasks — they group them by urgency and add a one-sentence recommendation for each.
Emails are sent via Brevo from your domain, and delivery is tracked. Each user's send frequency is rate-limited automatically so the same person doesn't get the same digest twice in the same window.
AI Intelligence
Comment on a task. The AI reads it and updates the status.
Every comment added to a task is processed by the background AI. It reads the conversation, determines whether the ball is with the manager or an assignee, and updates the task status if the comment implies a change. No manual status updates needed.
"Done — all units submitted and marked."
→ Status updated to Closed.
"Waiting on the client to confirm the training dates before we can proceed."
→ Status updated to On Hold. Waiting on: Manager.
"Can you review and let me know if this meets the brief?"
→ Status updated to For Review. Waiting on: Manager.
The AI's interpretation is based on the full company system prompt, so it understands your business context when it reads comments.