Zircon CRM / Projects & work
Runs in the browser · HU / EN / DETask management where the work happens
In Zircon CRM, a task is attached to the record it belongs to: a project, a customer, an invoice, a ticket or a lead. It gets an assignee, a due date, a checklist and a timer, and task management works in a list or on a Kanban board. Hours on billable tasks go straight onto the invoice.
List and Kanban boardLinks to nine record typesTimers and billable hours
In short
What does task management in Zircon CRM cover?
Task management is assigning, tracking and closing the team's work. In Zircon CRM every task has an assignee, a due date, a priority and a status, can be linked to a project, customer, estimate, invoice, ticket or lead, and measures time spent with a timer. You follow tasks in a list or on a Kanban board. It is built for project, sales and support teams in service businesses.
Sound familiar?
The task exists. Nobody knows whose it is.
If any of these sound familiar, your tasks still live in too many places.
- 01
The request gets stuck in the inbox
A client reports that the checkout page of their webshop is stuck. Two colleagues get the e-mail, and each thinks the other is fixing it.
- 02
The deadline passes quietly
The task was due yesterday, but neither the assignee nor the project manager heard anything until the client asked.
- 03
Everyone does the proven steps differently
The pre-launch checklist lives in an old document that nobody opens. Every launch goes a little differently.
- 04
Finished work never gets billed
The task is closed, but the time spent on it never reaches the invoice, because the two live in different systems.
What it does
What Zircon CRM task management does.
The list, the Kanban board and the Tasks tab on each record show the same tasks, to each person according to their permissions.
Tasks next to the record
A task can be linked to nine kinds of record: project, customer, invoice, estimate, proposal, contract, expense, ticket or lead. Each of these records has a Tasks tab, and a new task started there is already linked.
List and Kanban board
In the list, you change status and priority straight from the row. On the Kanban board you drag a card to another status, and the card shows the assignee, the linked record, checklist progress and the due date.
Checklists from templates
You break a task into steps, assign steps to different people and see who ticked them off. Save a proven step as a template and insert it into the next task with one choice.
Comments with @mentions
In a task comment you tag a colleague with @, and they get a notification and an e-mail with a direct link. You drag files into the comment, and images show a preview.
Timers and billable hours
The assignee starts a timer with one button or logs time afterwards. A billable task shows its amount at the hourly rate, and on the invoice you pick from tasks that have not been billed yet.
Reminders and deadlines
Assignees get a reminder a set number of days before the due date. You can put a reminder on any task for yourself or a colleague, by e-mail as well if you want.
Filters and bulk actions
You build filters from rules such as due date, status, assignee or billable, then save them, make one your default or share them with the team. For selected tasks you change status, priority, assignees or tags in one go.
How it works
A task's path from assignment to invoice.
- 01
Create
You start a new task from the task list, from a record's Tasks tab, from a milestone or from a ticket message. Enter the subject, due date, priority and assignee, and insert the checklist.
- 02
Work on it
The assignee starts the timer, and if that option is on, the task moves to in progress. Questions are settled in the comments with an @mention.
- 03
Close
When you mark the task complete, running timers stop and followers and the creator are notified. If the project task is shared with the customer, they are notified too.
- 04
Bill
On the invoice you pick completed billable tasks, and hours and rates are filled in. The task is locked as billed; if you remove the invoice line, it becomes billable again.
Control
Who sees a task, and who can move it.
Private and public tasks
By default a task is visible to its assignees, followers and creator, to administrators and to staff with the global view permission. A task marked public appears for every staff member.
Status, timers, Kanban cards
The assignee, the creator and staff with edit rights change the status. Only assignees can start a timer, and Kanban cards are moved by the assignee, the creator and administrators.
The customer on project tasks
Per project, you decide whether the customer can see tasks in the customer portal, comment on them and add new ones. They only see project tasks marked as visible to the customer.
Works with
Where tasks carry on.
- Project managementproject tasks are organised into milestones and appear on the Gantt chart.
- Time tracking and timesheetsevery timer and time entry belongs to a task.
- Recurring tasksroutine work gets a fresh copy on schedule, with the same assignee and checklist.
- Helpdesk and ticketsa ticket message becomes a task with its subject, text and attachments.
- Invoicinghours on billable, unbilled tasks become invoice lines.
- MCP server for AI assistantsClaude or Cursor creates tasks, comments, ticks checklist items and logs time, with the staff member's permissions.
Honestly
Good to know before you start.
Deadline reminders, the weekly e-mail about completed but unbilled tasks and the automatic stop for forgotten timers need the scheduled job (cron) running on the server.
Billable amounts and billing filters are shown only to staff who can create invoices.
Attachments from Google Drive and Dropbox need a Google API key or a Dropbox app key in the settings.
Tasks have five statuses and four priorities. Further statuses or priorities can only come from an add-on module.
Before you write
Fair questions. Straight answers.
- 01
How do I turn a ticket into a task in Zircon CRM?
On the ticket message or any reply, Convert To Task opens a new task already linked to the ticket. The subject comes from the ticket, the description from the message, and the attachments are copied across. The ticket's Tasks tab shows how the work is going.
- 02
Can several people work on one task at the same time?
Yes. In Zircon CRM a task can have several assignees, each of them can run a timer on it, and the task window shows who is working on it right now. Individual checklist items can also be assigned to different people.
- 03
What is the difference between an assignee and a follower on a Zircon CRM task?
The assignee does the work: they can start a timer and they get the deadline reminder. A follower only stays informed about comments and status changes, which is often enough for an account manager or team lead.
- 04
Can the customer see our internal tasks?
No. The Zircon CRM customer portal shows tasks only from projects where you have allowed it, and of those only the tasks marked as visible to the customer. Tasks linked to other records and private tasks are never shown.
- 05
How can I see whether tasks were finished on time?
The Zircon CRM Tasks Overview report shows tasks month by month, filtered by staff member, status and year. For completed tasks with a due date, a column says whether they were finished on time, next to logged time and checklist progress.
Let's talk.
The first call costs nothing
A human replies — not a bot
Bring one week of your current tasks, from a spreadsheet or straight from your inbox. In the demo we put them on a Kanban board and show how the hours on a finished task reach the invoice.
- hello@zircon.hu
- Phone
- +36 30 487 7979
- Hours
- Weekdays 9–17
- Support
- support@zircon.hu (existing clients)