Tasks
Tasks that live where the conversations already are.
Spun tasks sit in the same inbox as your WhatsApp chats. Run them on a kanban board, give each project its own columns, and when the work belongs to somebody outside your team, hand them a link instead of asking them to sign up.
What the task system is built around
Born in the conversation
A task starts from the message that caused it, and keeps the link back to that chat. The work and the context stop living in two different tools.
Open to people outside your team
A supplier, a contractor or a client can move a task forward from a link, with no account and no app, while your internal notes stay internal.
Reminders on the channel you read
In-app, push, email, WhatsApp and SMS are separate switches, per person. Nobody is forced onto a channel they ignore.
The External Action Page
Hand a task to someone who has no account
This is the part generic project tools cannot do. Mint a link for one task and one contact, decide exactly what they may do with it, and take it back whenever you want. They never create an account, and they never see your internal notes.
How it works
Mint a link for one task and one contact
Open the task, pick the contact, and create the link. It covers that task only. A contact can hold one active link per task, so you never lose track of who has what.
Choose exactly what they may do
Three separate permissions: change the status, tick checklist items, and leave a comment. Grant one, two, all three, or none of them for a link that is purely a read-only view.
Set how long it lives
Seven days, thirty, ninety, or never expires. Thirty days is the default. An expired link says plainly that it expired and to ask for a new one.
Send it yourself, however you like
The link is shown once, with a copy button and the phone share sheet. You decide where it goes. Nothing is sent automatically on your behalf.
Revoke it whenever you want
The task lists its active links with the contact, the expiry, and whether it has been opened. Revoking one kills it immediately, and you can mint a fresh one in its place.
Every action is attributed to them
A status change, a ticked item or a comment from the Action Page is recorded in the task history as that contact, not as an anonymous edit.
What they see, and nothing else
The page is deliberately narrow. Everything not on this list stays inside your organization.
- The task number, title, status, priority and due date, and when it was completed.
- A description written specifically for them, separate from the one your team reads.
- Your organization name and their own contact name, so they know who is asking.
- The checklist, only if you gave them permission to tick items.
- Comments marked as external, only if you gave them permission to comment.
What never leaves your organization
- Your internal description and your internal comments. They are never sent to the page, not merely hidden on it.
- Your other tasks, your project names, and your team member list.
- Email addresses and phone numbers of anyone in your organization.
- The ability to cancel the task or park it as waiting. A contact can move it to open, in progress or done, and no further.
Board
A kanban board you can actually drag on a phone
Drag with the mouse on a desktop, long-press to drag on a phone, or skip dragging entirely with a Move to menu. Every column carries a live count.
Long-press to drag on a phone
A drag on touch starts after a deliberate press, so an ordinary scroll stays a scroll. On a desktop a small mouse movement is enough. The board also scrolls itself when you drag a card to its edge.
One column per swipe on a phone
At phone width the columns become a snapping horizontal strip instead of an unreadable grid. Done and Canceled start collapsed into a narrow strip, and you can still drop onto them.
A Move to menu on every card
Dragging is never the only way. Every card carries a Move to menu, always visible on touch devices, which is also what makes the board usable with a keyboard and a screen reader.
A conflict tells you, instead of guessing
If a teammate moved the same card while you were dragging it, your move is put back and a message tells you what happened. Spun does not silently retry over somebody else’s change.
Viewers cannot move cards
If your role is read-only the cards do not drag and the Move to menu is not there. The server enforces the same rule independently.
Right to left, properly
In Hebrew the column order flips, so the first column sits on the right where you start reading.
Your own workflow
Status columns that match how your team works
Each project can carry its own status columns instead of a fixed vocabulary, and you can order the cards inside a column by hand.
Add, rename, recolor and reorder
A project admin opens the Statuses tab in project settings and shapes the columns: add one, rename it, give it a color, move it left or right, and pick which one new work lands in.
Deleting a column never strands a task
Deleting a status requires you to name the status its tasks move to. There is no path where cards quietly disappear from the board.
Across all projects, the shared vocabulary
Looking at every project at once shows the five underlying kinds of status, because one project’s custom columns mean nothing in another. Drop a card there and it lands in the target project’s default column for that kind.
Order the cards by hand
Inside a single project, switch the sort to Manual and drag cards up and down within a column to say what matters first. The order is saved for everyone who opens that project.
Templates
Start from a template, or turn a task into one
Work that repeats in shape rather than on a schedule. Save a task you have already shaped, and start the next one from it.
Start a task from a template
The new-task dialog offers a template picker once you have templates. Applying one fills in the title, priority, both descriptions, the checklist, the project and the visibility, and every field stays editable.
Save a task you already shaped
When a task has the checklist and the wording you want, save it as a template straight from the task, name it, and it is there for the next one.
From chat to task
A task remembers which conversation it came from
Turn a message or a whole chat into a task without leaving the conversation, and see what is due on the calendar.
A task out of a message or a chat
Turn a single message or a whole chat into a task without leaving the conversation. The task keeps the link back to its source, so you can return to exactly what was said.
Due dates on the calendar
Open tasks with a due date appear as chips on the calendar, under a Task due dates layer you can switch off. Clicking a chip opens the task itself.
Assignment and team
Who is responsible, and who is doing it
A task carries both a responsible person and an executor, and it can cross an organization boundary when the work does.
Responsible and executor
A task carries both the person accountable for it happening and the person actually doing it, and those are not always the same.
Assign in bulk
Select several tasks and assign them at once. The recipient gets a single summary notification instead of a burst of them.
Across organizations
Invite another Spun user to a single task, or add them to a whole project. They see it in a Shared with me view.
Reminders and notifications
Reminders that arrive before the deadline, not after
A due-soon and overdue engine drives push, in-app and email, and every surface is a switch you own. You are never notified about your own action.
Before it is due, and again when it is late
A reminder goes out an hour before the deadline, and another one when the deadline passes. A task with a date but no clock time is treated as due at nine in the morning in your organization’s own time zone, rather than at midnight.
Push that opens the task itself
Tapping a task notification opens that task, including from a cold start when the app was not running. Assignments, reassignments and comments all push, and a bulk assignment arrives as a single summary rather than one notification per task.
One digest a day, in nine languages
Assignment and comment emails, plus at most one digest of what is due, once per person per day. The language follows the recipient rather than the sender, and Hebrew and Arabic render right to left.
Every surface is a switch
Browser push, mobile push and email each have their own Tasks switch in notification settings. Turning one off does not touch the others.
WhatsApp and SMS
Task messages on the rails people actually read
Both rails start switched off. Turning one on is a per-person decision, it needs a verified phone number, and a single word turns it back off.
Off until somebody turns it on
WhatsApp and SMS for tasks both start switched off for every user. Each person turns on the rail they want, and it needs a verified phone number on their identity, never a number typed into a profile field.
A choice, not a fallback chain
If somebody has both rails on, both fire. A WhatsApp message that fails does not quietly turn into an SMS, because a message you did not choose to pay for is not a courtesy.
One word stops it
A reply of STOP, in English or Hebrew, stops task messages on both rails, and START turns them back on. It is scoped to task messages: replying STOP to a task does not unsubscribe that person from everything else you send.
An outsider hears about their own work only
A contact holding an Action Page link is messaged about the task itself. Internal comments never trigger a message to them, and the channel they get is the one you picked when you shared the task.
Your own sender identity
Task email from your domain, not from ours
Connect your own SendGrid account and task email goes out as you. Leave it alone and the platform sender is used exactly as before.
Connect your key, send a test, done
Paste your SendGrid key and your sender identity in settings, then send the test email. The test is what verifies the connection, because it proves the key and the sender address in one step.
Task email starts coming from you
Once the account is verified, assignment emails, comment emails and the daily digest all go out through it. Disconnect and everything returns to the platform sender.
The key is stored encrypted and never shown again
Settings shows only the sender identity and the last few characters. If the key stops being accepted, Spun stops using it rather than retrying against your account indefinitely.
AI and integrations
The same tasks, reachable by your assistant
Spun’s AI assistant and the MCP tools can create, update and complete tasks under exactly the rules and permissions the interface enforces.
A task opened or closed through the assistant or through an MCP tool takes the same path as a click in the interface, including the permission check and the project’s correct status column.
A look at the shape of it
Illustrations, not screenshots
The two panels below are simplified drawings of the board and of the external Action Page. They show layout and wording, not a captured screen.
Frequently asked questions
Does the person I send a task to need a Spun account?
No. That is the whole point of the external Action Page. You mint a link for one task and one contact, and they open it in a phone browser with no account, no app and no password. It works in English and Hebrew, and it reads right to left in Hebrew.
What can they actually see on that page?
The task number, title, status, priority and due date, a description you wrote specifically for them, your organization name, and their own name. The checklist and the comments appear only if you granted those permissions, and the comments they see are only the ones marked external. Your internal description and internal comments are never sent to that page at all.
Can I take the link back?
Yes, at any time. Each task lists its active links with the contact, the expiry and whether it has been opened, and revoking one stops it working immediately. You can also give a link a lifetime up front: seven, thirty or ninety days, or no expiry at all.
Do I need Google, Jira, or any other tool alongside it?
No. The board, the status columns, templates, assignment, reminders and the external Action Page are all inside Spun, next to the chats the work came from.
How do reminders reach me?
A reminder fires an hour before a task is due and again once it is overdue. It can reach you as a browser or mobile push notification that opens the task, as a live notification in the app, and by email. Each of those is a separate switch in your notification settings.
Can my team use WhatsApp instead of email?
Yes, per person. WhatsApp and SMS for tasks both start switched off, and each person can turn on the rail they prefer, provided they have a verified phone number. Replying STOP in English or Hebrew stops task messages on both rails, and START turns them back on.
What happens if two people move the same card at once?
The second move is refused rather than silently applied. Your card goes back where it was and a message tells you somebody else changed the task, then the board refreshes so you are looking at the truth instead of your stale copy.
Is it usable on a phone?
Yes. Spun runs in the browser and as iOS and Android apps. On a phone the board becomes a swipeable strip of columns, and you long-press a card to drag it so ordinary scrolling still works. If you would rather not drag at all, every card has a Move to menu.
Does it work in Hebrew and right to left?
Yes. The interface, the board column order and the external Action Page all flip direction in Hebrew. Task emails are written in nine languages and follow the recipient rather than the sender, with Hebrew and Arabic rendered right to left.
Can I send a task to someone outside my organization who does have Spun?
Yes. You can invite another Spun user to a single task, or add them to a whole project, and they get a Shared with me view. That is a different thing from the Action Page link, which is for people with no account at all.
More on what Spun does: Features, Pricing, the Calendar, the WhatsApp CRM pipeline, and Privacy and security.
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