Nothing is lost
Promises become records.
- A task from any context
- A mandatory deadline
- A reminder beforehand
- Verifiable at any time
The Operations and projects package
Task management, tasks with an owner, a deadline and context
Tasks are created from the context they appear in — a client, a quote, a ticket, a job — and keep the link with that record. Each one has an owner, a deadline and a status, and overruns are flagged. What was promised in a conversation no longer depends on a note scribbled on paper.
From $2,900 excl. VATone-time payment, no monthly subscription- Included from the Pro tier
- Tasks with an owner and a deadline
- Context from the source record
- Overdue tasks flagged
- Recurring tasks
Included from the Pro tier
Tasks with an owner and a deadline
Context from the source record
In short
Task management in a CRM: owner, deadline and history. Tasks are created from the context they appear in — a client, a quote, a ticket, a job — and keep the link with that record. The Operations and projects package. A permanent licence, installed on the company’s server, with unlimited users.
Works together with: Notification centre, Smart reminders, Integrated telephony.
The problem
The situation today, when tasks live in messages
A task handed over verbally or in a chat has no owner, no deadline and leaves no trace.
- Nobody knows who is responsible “I thought you were handling it” is the usual conclusion of tasks passed on informally.
- There are no deadlines Without a date, any task becomes less urgent than one that has a date.
- The context is missing The task “call the client” does not say which client, why, or what was discussed before.
- Overruns are discovered late Nothing flags a task that has fallen behind, until someone asks.
- The real workload is invisible There is no way to say who is overloaded and who has capacity.
- Handing over work is done from memory At holiday time or when someone leaves, the tasks in progress stay undocumented.
What the module does
What the task module includes
It is part of the Operations and projects package and connects to all the other modules.
01 / 06
Tasks with complete details
Every task has what it needs.
- An owner and a deadline
- Priority
- A description and notes
- Status tracked
02 / 06
The link with the records
The context comes with the task.
- On a client or lead
- On a quote or invoice
- On a ticket or job
- Direct access to the source
03 / 06
Several views
Every role sees what it needs.
- A list with filters
- My tasks, by deadline
- The team’s tasks
- A calendar view
04 / 06
Recurring tasks
Recurring operations are not forgotten.
- Configurable repetition
- Automatic generation
- An owner is named
- A history on every occurrence
05 / 06
Comments and attachments
The conversation stays on the task.
- Comments with the author and the date
- Attached files
- Internal notes
- History of changes
06 / 06
Overruns flagged
Delays do not go unnoticed.
- Automatic marking of overdue ones
- A notification to the owner
- Visible to the coordinator
- A report on deviations
What changes
What changes in the first month after the task module is switched on
The direct effects of tasks having an owner, a deadline and context.
Clear responsibility
The ambiguity disappears.
- One owner per task
- A history of the reassignments
- A visible status
- Conversations about facts
Real priorities
The team works in the right order.
- Priority and deadline
- Overdue tasks highlighted
- Filters by urgency
- Less reactive work
Visible workload
Staffing decisions are taken on data.
- Tasks per user
- Volume across periods
- Overloads identified
- Redistribution backed by evidence
Simple handover
Holidays no longer block anything.
- Documented tasks
- Context on each one
- Fast reassignment
- No loss of information
Recurring operations under control
The routine gets done.
- Recurring tasks
- Generated automatically
- An execution history
- No personal reminders needed
In the application
How a task appears and how it is closed
The same flow for a commercial follow-up and for an administrative operation.
- 1
The task is created from context
From a client, a quote, a ticket or a job. The link stays, so whoever picks it up immediately sees what it is about.
- 2
The owner and the deadline are set
Without those two, the task makes no sense. They are mandatory by configuration.
- 3
The task appears in the owner’s list
And, where relevant, in the calendar. The reminder goes out before the deadline.
- 4
The work is recorded
Comments, attachments and status changes stay on the task, with the author and the date.
- 5
Overruns are flagged
A task past its deadline is marked and reported, and the owner and the coordinator are notified.
- 6
Closing leaves a trace
The completed task stays in the history of the record it was linked to, useful at the next conversation with the client.
Video tour
Task management, in short, inside the application
Coming soonThe video presentation of the module is being prepared.
Organisation
How to use it without it becoming bureaucracy
A task system used badly produces more work than it solves.
Tasks for what has a deadline
Not for everything that gets discussed.
- Promises to clients
- Operations with a due date
- Steps in processes
- Not lists of ideas
Few priorities
Three levels get used, seven do not.
- Clear levels
- Criteria for assigning them
- Reviewable
- Agreed internally
Recurring tasks for the routine
Periodic operations are automated.
- Monthly checks
- Reporting
- Renewals
- Generated automatically
A mandatory link with the context
A task without context is done wrong.
- The client or the record
- A useful description
- Attached documents
- The result recorded
Rights
Who sees and who assigns tasks
Visibility follows the structure of roles, like the rest of the application.
- A user sees their own tasks A personal list, ordered by deadline and priority.
- The coordinator sees the team A manager assigns, redistributes and tracks the tasks of the team they lead.
- Assignment stays recorded Moving a task from one person to another is logged, with the author and the date.
- Access to the context follows the rights The details of the client linked to the task are visible only if the user has rights on that client.
- Closing is the owner’s action Other roles can follow and comment, but completion belongs to the person doing the work, if that is how it is configured.
- Data on the company’s server The tasks and the history stay in your own installation.
Automations
What runs automatically in the task module
Mechanisms that turn processes into tasks, with no administrative work.
Tasks from other modules
The processes generate their own steps.
- A follow-up after a quote
- A fix after negative feedback
- An onboarding step for a new employee
- A check after an intervention
Recurring tasks
The routine generates itself.
- Configurable repetition
- An owner is named
- Generated on a date
- History kept
Reminders
Deadlines are not forgotten.
- Before the due date
- A notification in the application
- A sound for new events
- Configurable per user
Marking overdue tasks
Delays become visible.
- Automatic marking
- A notification to the owner
- A list for the coordinator
- A report on deviations
The link with the calendar
Tasks enter the schedule.
- Visible in the calendar
- By deadline
- Together with the activities
- A realistic schedule
Scheduled reports
The picture reaches management.
- Tasks completed in a period
- Overdue amounts
- Workload per user
- Export attached
Who sees what
Protecting the information in tasks
Tasks frequently contain sensitive commercial and operational details.
- Access by role and team Tasks are visible within the configured limits, not to the whole company.
- The context respects the rights on the client A task linked to a client the user has no access to does not expose that client’s data.
- Attachments are protected The files are served through the application, with the rights checked.
- Changes stay recorded Reassignments, deadline changes and closures are logged.
- Deletion is controlled The operation is granted by role and stays in the log.
- Data on the company’s server The tasks stay in your own installation, with no copy at an external provider.
What you need
What needs preparing to switch the task module on
We do the configuration at implementation, on the way you actually work.
01
The usual types of task
They decide the structure of the lists.
- Commercial follow-ups
- Administrative operations
- Steps in processes
- Agreed together
02
The priorities
Few and meaningful.
- The levels in use
- Criteria
- A default deadline per level
- Agreed internally
03
The team structure
Assignment depends on it.
- Users and roles
- Coordinators
- Assignment rules
- Cover during holidays
04
The recurring tasks
The routine is identified once.
- Periodic operations
- Frequency
- Owners
- Configured at implementation
05
The reminder rules
When and how.
- The interval before the deadline
- Notification channels
- By type of task
- Reviewable later
06
Scheduled tasks on the server
For generation and reminders.
- Active scheduled task
- Configurable interval
- Diagnostics on failure
- Checked during implementation
What it does not do
The limits of the task module, stated explicitly
The module organises operational tasks. It is not an advanced project management tool.
- It is not a complex project management tool Dependencies between tasks, Gantt charts and long-term resource planning are not part of the standard module.
- It does not track time worked per task in detail Timekeeping and hours are handled in the human resources module, not here.
- It does not impose discipline The system assigns, flags and reports. Doing the work stays with people.
- It does not replace communication Comments on a task help, but complex decisions are taken in conversations, not in comments.
- Too many tasks become noise If every intention is recorded, the lists become unusable. We recommend tasks for what has a deadline.
- It shows only what is recorded A promise made and not logged appears on no list.
Comparison
Tasks in messages, in a subscription or on your own platform
The problem is not the lack of a tool, but that the tasks do not sit next to the client they refer to.
With spreadsheets
The option most companies start from.
- Tasks travel through messages and get lost in conversations
- Nobody knows who is responsible and by when
- The time worked is recorded nowhere
- No link with the client or the document
With a monthly subscription
The platforms where you pay per user, every month.
- A monthly cost per user, for a separate tool
- The tasks sit on a different platform from the clients
- Double entry between systems
- Integration with the CRM requires a higher tier
With Zarina CRM
Installed on the company’s server, with a permanent licence.
- The task is linked to the client, the quote or the invoice
- An owner, a deadline and a history of the changes
- Time worked recorded on the task
- No per-user cost, in the Operations and projects package
Who it is for
When this module makes sense and when it does not
We prefer to say from the start in which situations the module is not worth its cost, so the sales conversation does not begin with the wrong expectations.
It makes sense if
The situations in which the module pays for itself quickly.
- Tasks travel through messages and get lost
- Nobody knows who is responsible for what and by when
- You have jobs with several steps and several people
- You want the time worked recorded, not estimated
It does not make sense if
The situations in which we recommend not buying it now.
- The team has fewer than five people and talks every day
- You already use a task tool everyone respects
- The work is repetitive, with no assignment
- Nobody will close the tasks in the system
How to buy
How the task module is licensed
It is part of the Operations and projects package, included from the Pro tier.
The Operations and projects package
It is licensed together with the Operations and projects package, included from the Pro tier.
What the core includes
Users and roles, clients and contacts, leads and the sales pipeline, custom fields and 15 interface languages.
Together with the calendar
Tasks and activities complement each other: the activity calendar module.
Pricing and configurations
Package composition and prices by edition are on the pricing page.
CRM implementations
Companies that have trusted Zarina CRM
Price, warranties and implementation
Task management: what it costs and what you get
You pay once. Everything that follows is written here, not in hidden conditions.
The price
It is part of the Operations and projects package: $570 excl. VAT, on top of the core ($2,320). Bought separately, together with the core: $2,890.
Cheaper in a bundle. The tiers group several packages at a price lower than their sum:
- Pro5 packages + core$3,480−34%
$5,280 - Business8 packages + core$4,640−38%
$7,460 - Enterprise13 packages + core$6,970−31%
$10,080
List prices, excl. VAT, one-time payment, unlimited users. The struck-through price is the sum of the packages bought individually. Current offers apply on the pricing page.
Subscription or licence
What you pay over time for a subscription CRM
Over 3 years, the subscription costs $10,480; the Zarina Pro licence costs $3,480, once.
An indicative comparison: enter the subscription price you pay now. The licence does not grow with the number of users.
What you get
- A lifetime licence, with no subscription and no per-user charge
- Unlimited users, on the same licence
- 6 months of warranty on correct operation: fixing errors and inconsistencies
- Implementation, configuration and team training, included in the price
- The licence is verified locally, on your own server: the application does not depend on our servers to work
How long it takes and what is needed
- 48 hours in the standard configuration; up to 14 working days with customisation around the company’s workflow
- Your own server or web hosting with cPanel, with an SSL certificate
- PHP 7.4 or newer (8.x recommended) and MySQL / MariaDB
- The PHP extensions mysqli, json, mbstring; curl, gd and zip for integrations, PDF and exports
- One cron task, for reminders and automations
Where data lives
- The data stays on your server and does not pass through ours
- Roles and rights per user, two-factor authentication
- An audit trail and limits on login attempts
- Consents and data subject requests, managed in the application
- Digitally signed updates and backups from the application
Frequently asked questions
Questions about the task module
Can tasks be created from any context?
Yes. From a client, a quote, an invoice, a ticket or a job, and the link with the record stays, so the context comes with the task.
Can there be recurring tasks?
Yes, with a configurable frequency. They are generated automatically, with the owner set, and each occurrence has its own history.
What happens to overdue tasks?
They are marked as overdue automatically, and the owner and the coordinator receive a notification. They appear separately in the lists and in the reports.
Does a colleague see my tasks?
Coordinators see the team’s tasks, for redistribution and follow-up. Other users see within the configured rights.
Can the time worked on a task be tracked?
Not in this module. Hours and timekeeping are handled in the human resources module.
Does the module replace a project management tool?
No. Dependencies between tasks, Gantt charts and long-term resource planning are not part of the standard module.
Do tasks appear in the calendar?
Yes, on their deadline, together with the scheduled activities, for a realistic picture of the day.
Can documents be attached to a task?
Yes, and the files are served through the application, with the rights checked.
Who can close a task?
The owner, while the other roles can follow and comment. The behaviour can be configured at implementation.
Is it included in the price or bought separately?
It is part of the Operations and projects package, included in the Pro, Business and Enterprise tiers. Separately, the package costs $570 + VAT, on top of the core.
Product sheet
Get the complete product sheet by email
A six-page document with everything you need to know before a sales conversation. No obligation and no sales call.
- The platform core and the 13 module packages, with what each one contains
- The features and modules of the edition you choose, plus available integrations
- Full pricing and what it includes: installation, training, data import, warranty
- The native integrations available and the situations where the platform is not a good fit
No monthly subscription
Take control of your operations, once
We install Zarina CRM on your hosting, configure it around your own workflow and train your team. From that moment on, the application is an asset of your company, not a recurring expense.