Streamline Task Allocation With Zoho Projects

Well-defined and efficient project management is really important while working on any kind of project. There are generally many steps that must be managed for a project irrespective of the size.

In case you are out in the market looking for a project management tool then chances are highly likely that you have heard about the benefits offered by Zoho Projects. In case you have not then Zoho Projects is probably the best tool in the form of an online project management software that helps businesses keep track of tasks, collaborate, and stay in tune with updates.

It is a useful platform that can be very helpful for resource allocation and project management processes. What separates Zoho Projects from its counterparts is that it is a huge platform that allows integration between different applications.

In this blog, we will be taking an in-depth look into all the features and the advantages of Zoho Projects.

What is Zoho Projects?

Zoho offers powerful project management software that consists of four basic modules available in each package as well as in the free version. The modules that are included in the Zoho Projects are Tasks and Milestones, Project, Documents, Meetings and Forums, and Calendars. All of these tools are an important part of the off-the-shelf capabilities of this excellent application.

As the requirements in a company keep scaling up and need intensification, the add on modules like time tracking, wiki, chat, and billing can be added without any problems to the application so that an economical solution can be provided for smaller businesses.

After understanding what is Zoho Projects, we will now see the various methods in which this software facilitates a seamless task allocation.

1. Project Planning and Collaborating

Planning the projects and collaborating with other team members can be very difficult, but it is important for the businesses. Fortunately, Zoho Projects makes it simple for everyone to get on the same page by enabling to import documents from different applications like Open Office, Photoshop, PDF, ZIP files, and Microsoft Office.

In case you wish to take this a step further you can create intranet pages or wiki pages where the team members can create, share and respond to the project-related content like documents, presentations, video clips, spreadsheets, etc. Zoho implementation offers drag and drop tools that make it simple to build and update customized pages within minutes.

In case the priority is on what you need then Zoho Projects also offers message boards where one can create a thread to post topics, spark conversations, and encourage collaboration. If you wish to keep the conversation going on, there is also an option to create a chat room where team members of a company can be invited. With the built-in chat feature, everyone can come together to discuss some important things, share different ideas, and also solve problems in real-time. There is no need for app installation as Zoho Projects includes the chat feature and the most amazing thing is that the complete transcript is saved so that the team members can go back later for reviewing the conversation in case it is necessary.

2. Configure a Staff Portal

With the help of Zoho Projects login, it becomes possible to add your staff users from your own organization while also adding customers to the project portal. This makes it much simpler for the complete staff and customers to effortlessly coordinate tasks that happen in one place.

In addition, it is also possible to create multiple projects. In fact, you can assign the staff and customers to some of the dedicated projects just as you wish and feel as necessary. The customers don’t need a Zoho account to be added to the portal.

While you create a project, there is also a dedicated email for that specific project. Anybody who emails this address can automatically log in for an issue for the project.

3. Setting Tasks and Milestones

With the help of task management, task dependency views, and project milestones, it becomes possible to carry out resource allocation and report on any function. You can set the tasks and assign them to the staff just as you feel it is necessary.

Other than this, it is also possible to set the due dates for tasks so that they can be delivered in a timely fashion. With every task, there is a timer equipped anyone who is assigned a task can log in their hours while undertaking and completing that task.

A task can have attachments and instructions and it is also possible to form a dependency where beginning one task will depend on the completion of another. Right after the task is completed; the dependency can be set to close. Additionally, custom statuses of tasks can also be configured. The milestones must be logged separately. Either they can be associated with tasks or you can set a milestone for a set of tasks.

4. Log Issues at the Time of Project

Almost no project is perfect and there is always an underlying issue to be found. A separate tab with the names of Issues or Bugs can most likely exist so that the customers can log issues or problems that are likely to occur. As it has been mentioned previously, a fixed email address can be mailed in order to log into an issue.

Issues also have time tracking and other times so that one can log on how long it takes for fixing something. There is also a scope to add the attachments wherever it is necessary. The default statuses available are open and closed but the custom statuses can also be added.

The issue section is actually a centralized platform where the customers can communicate their issues and an organization can respond to them and fix the problems accordingly.

5. Gantt Charts

Gantt Charts can be just another way to visualize the progress of the tasks that are underway. They allow you to see every detail of a project including the task lists, percentages of completeness, overdue tasks, dependencies and milestones. Every category is assigned a different colour which makes it easy to identify and distinguish the tasks.

Besides this, the rescheduling and reorganizing of the tasks are also made simple with the use of Gantt Charts. You can alter your plans by adding the tasks, dragging and dropping a task from one area of the chart to another and then editing the milestones just as it is needed.

Moreover, you can also switch the views on a chart depending on the kind of information that is needed. If you wish to know which projects are due in the coming time then you can switch the view of the Gantt chart for showing the upcoming due dates first. Finally, the Gantt Chart can be customized based on your preference including scaling a chart, filtering the information and exporting the task data just as needed.

6. Timesheets

Zoho Projects makes accounting simple by having all the individuals working on projects to log their working and non-working hours into the Zoho platform. Timesheets can record the beginning and end date of tasks for tracking the cost and time spent on parts of a project. You can set the timers for a task and once you stop the timer, the entries of time spent get automatically logged in the timesheets.

The timers help greatly in calculating the real working hours consumed by a project. In case you need it then the Zoho Projects contains a detailed breakdown of all tasks complete all through the duration of each project. Furthermore, there will also be an option to log time daily or weekly based on the kind of project.

You can establish an approval process and billing status for the timesheets. Make sure that you select a default billing status for the entries before logging time. You can also establish a well defined approval process for the entries so that it becomes simple to filter and view approved and unapproved entries.

In just a single click, you can send your customers, stakeholders, project managers and timesheet reports with regards to specific projects so that they can understand what work has been completed. With so many timesheets being logged in the system, you can also choose to view the reports based on the users, billing or even some window of dates. Once the reports have been viewed, you can choose to export the timesheet data as the PDF, xls or csv files.

7. Automating Tasks

Automation is yet another core benefit of the different tools offered by Zoho and Zoho Projects is by all means no exception to this rule. With the help of Zoho Projects, you can create automated email notification rules for letting all the important parties know when an issue is logged in and when an issue is assigned accordingly.

Other than this, it is also possible to set business rules where the automated tasks can be done when a project issue offers a high security level. You can also use a webhook that allows a third party application to perform an action that is based on a Zoho Projects task.

A perfect example of a webhook is sending a message to a user whenever there is an urgent escalation. Zoho has custom functions that make configuration for customized automation possible which is not available straight out of the box in Zoho Projects.

Finally, Blueprints can be used to refine the project’s processes. It helps in configuration of custom statuses and actions that follow much before, during and right after the custom status. When you are working on an issue, you can set the status to “In Progress”. Right after this happens, the customers are notified that a task is in progress. When the task is finished, the status can be set as “To be tested” so that the customer can review. Blueprints are highly useful for segmented task automation.

8. Zoho Reports

An advanced analytics and a business intelligence application, Zoho Reports helps in pulling up data and clearly mapping it visually. The integration of a project management software like Zoho Projects with Zoho Reports can offer an in-depth insight on the team’s progress while turning the data into actionable insights.

Zoho Reports offers a bigger picture with a customizable and an insightful dashboard. You can easily create a wide range of reports such as project status, burning down charts, using hours, planning and executing actual reports that help a team connect dots and putting project insights into action.

9. Zoho Invoice Integration

The built in integration with the help of Zoho Invoice helps in automatically generating invoices with logged timesheets. In case you wish to streamline that process for accounting, ensure that you check out the Zoho Invoice application as well.

Zoho Projects provides time tracking functionalities that optimize the performance of a project, calculate the task time, and help in exporting timesheet data in the desired format while sending invoices for payments using the Zoho Invoice. It is possible to load the timesheet data into the Zoho Invoice by clicking the Create Invoice option.

10. Document Management

Acting as an effective and a safe place for storing and sharing the files, Zoho Projects helps in keeping the files organized while allowing a team to share and access files as needed. It does not matter if it is a document, video, report, clip or spreadsheet, you can easily send and save all files in the Zoho Projects.

A good feature of Zoho Projects is that it saves the previous version of files while making it simple to recover files and return to previous versions when it is needed. Finally, Zoho Projects includes a powerful search tool that also helps in finding the files without searching through everything. Zoho Projects helps in making document sharing simple from any location.

Conclusion

As it has been mentioned above, Zoho Projects helps in making project management processes simple and efficient. However, the platform also makes it simple to automate many processes and save time with automatic reporting and workflows.

It is simple to view all your projects, who is working on the projects and share the documents relevant to a project. You can also integrate different applications to Zoho Projects that makes everything even simple to manage. All in all, Zoho Projects is a powerful platform that comes with many advantages.

In case you need any more assistance in setting up Zoho Projects for an organization or even if you need support for integration tasks, get in touch with Encaptechno for expert help. Our team of knowledgeable and experienced professionals will be delighted to support you.

• Topic Participants

• Abhishek - Zoho Partner

  

• Sticky Posts

• Introducing the Zoho Projects Learning Space

  Every product has its learning curve, and sometimes having a guided path makes the learning experience smoother. With that goal, we introduce a dedicated learning space for Zoho Projects, a platform where you can explore lessons, learn at your own pace,

• Update on V2 API End-of-Life Timeline

  Dear Users, Earlier this year, we shared the launch of the V3 APIs and requested users to migrate from the older V2 APIs by December 2025. We have received valuable feedback from our users and partners regarding their migration timelines. We are happy

• Automation Series: Auto-update Phase Status

  Hello Folks! You can auto-update your phase's status based on status of underlying tasks using custom functions. In this series, we will showcase how to create and run custom functions, using Deluge, with ease. Follow the steps below and automate your

• Automate Timesheet Approvals with Multi-level Approval Rules

  Introducing Approval Rules for Timesheets in Zoho Projects. With this automation, teams can manage how timesheets are reviewed and approved by setting up rules with criteria and assigning approvers to handle submissions. Timesheet, when associated to

• Accessibility Spotlight Series - 1

  Every user interacts with products differently, what feels intuitive to one may be challenging for another. Addressing this, accessibility is built into Zoho Project's design philosophy. This helps users navigate and perform actions with ease irrespective

• Recent Topics

• Sync desktop folders instantly with WorkDrive TrueSync (Beta)

  Keeping your important files backed up and accessible has never been easier! With WorkDrive desktop app (TrueSync), you can now automatically sync specific desktop folders to WorkDrive Web, ensuring seamless, real-time updates across devices. Important:

• Track online, in-office, and client location meetings separately with the new meeting venue option

  Hello everyone! We’re excited to announce meeting enhancements in Zoho CRM that bring more clarity and structure to how meetings are categorized. You can now specify the meeting venue to clearly indicate whether a meeting is being held online, at the

• Announcing new features in Trident for Mac (1.32.0)

  Hello everyone! We’re excited to introduce the latest updates to Trident, which are designed to reinforce email security and protect your inbox from evolving threats. Let’s take a quick look at what’s new. Deliver quarantined emails. Organization admins

• Marketing Tip #5: Improve store speed with optimized images

  Slow-loading websites can turn visitors away. One of the biggest culprits? Large, uncompressed images. By optimizing your images, your store loads faster and creates a smoother shopping experience leading to higher sales. It also indirectly improves SEO.

• SMS to customers from within Bigin

  Hi All, Is there anyone else crying out for Bigin SMS capability to send an SMS to customers directly from the Bigin interface? We have inbuilt telephony already with call recordings which works well. What's lacking is the ability to send and receive

• Admins cannot see each others' Scheduled Reports?!

  Very frustrating that as an admin I cannot see what my reports my fellow admins have created and scheduled.  After asking about this on the help chat, I was told the issue is trust and security.  By giving someone Admin status, it means we trust them with those responsibilities. Please change this, it is not a good process to have to bother other users to change a report or change users within a report.

• Automatically CC an address using Zoho CRM Email Templates

  Hi all - have searched but can't see a definitive answer. We have built multiple email templates in CRM. Every time we send this we want it to CC a particular address (the same address for every email sent) so that it populates the reply back into our

• Writer update results in BitDefender blocking it as malware

  After updating Writer to latest update, Bitdefender blocked the app and writer no longer runs.

• Is there a way to invoke deluge function from within a widget?

  Hi! I have custom functions in deluge and I was wondering whether there is any way to call this function through a widget? Something like on click of a button inside a widget, run the deluge custom function. Would this be possible?

• Missing Import Options

  Hello, do I miss something or is there no space import option inside of this application? In ClickUp, you can import from every common application. We don't want to go through every page and export them one by one. That wastes time. We want to centralize

• الخصم على مستوى فاتورة المبيعات

  السلام عليكم ورحمة الله وبركاته مطلوب في إنشاء خصم على مستوى فاتورة المبيعات وليس على مستوى البند أريد معرفة الطريقة؟

• Zoho CRM Portal Field Level Permission Issue

  Hi Support Team, I am using the Zoho CRM Portal and configuring field-level editing permissions. However, we are unable to restrict portal users from editing certain fields. We have created a portal and provided View and Edit (Shared Only) access for

• Why am I seeing deleted records in Zoho Analytics syncing with Zoho CRM?

  I have done a data sync between Zoho CRM and Zoho Analytics, and the recycle bin is empty. Why do I see deleted leads/deals/contacts in Zoho Analytics if it doesn't exist in Zoho CRM? How can I solve this problem? Thanks

• Making Tags Mandatory

  When creating an expense, is it possible to make the Tags field mandatory?  I see the option in settings to make other fields mandatory, like Merchant, Description, Customer, etc, but nothing about Tags. Thanks! Kevin

• Custom Fonts in Zoho CRM Template Builder

  Hi, I am currently creating a new template for our quotes using the Zoho CRM template builder. However, I noticed that there is no option to add custom fonts to the template builder. It would greatly enhance the flexibility and branding capabilities if

• All new Address Field in Zoho CRM: maintain structured and accurate address inputs

  The address field will be available exclusively for IN DC users. We'll keep you updated on the DC-specific rollout soon. It's currently available for all new sign-ups and for existing Zoho CRM orgs which are in the Professional edition. Latest update

• Collaboration with customers made easy with Zoom Meeting and Zoho Desk integration

  Hello everyone! We are happy to announce that you can now integrate your Zoho Desk account with Zoom Meeting. The integration bridges the gap between digital communication and human connection, empowering teams to deliver timely support when it matters

• CRM Canvas - Upload Attachments

  I am in the process of changing my screens to Canvas.  On one screen, I have tabs with related lists, one of which is attachments.  There doesn't appear to be a way to upload documents though.  Am I missing something really obvious?  Does anyone have

• TrueSync regularly filling up my local disk

  Seems that WorkDrive's TrueSync randomly starts filling up my local hard drive space. None of the folders have been set as "Make Offline" but still it seems to randomly start making file offline. The settings of the app is so minimal and is of no real

• Kaizen #194 : Trigger Client Script via Custom buttons

  Hello everyone! Welcome back to another interesting and useful Kaizen post. We know that Client Scripts can be triggered with Canvas buttons and we discussed this with a use case in Kaizen#180. Today, let us discuss how to trigger Client Script when a

• [Webinar] A recap of Zoho Writer in 2025

  Hi Zoho Writer users, We're excited to announce Zoho Writer's webinar for January 2026: A recap of Zoho Writer in 2025. This webinar will provide a recap of the features and enhancements we added in 2025 to enhance your productivity. Choose your preferred

• Picklist field shows "none" as default

  Hello, Is there an option to avoid showing "none" as the default value in a picklist field? I also don't want to see any option displayed. My expectation is to have a blank bar, and then when I display the drop-down list, I can choose whichever I wa

• Stage-probability mapping feature in custom module

  Hi, I'm building a custom module for manage projects. I would like to implement the stage-probability feature that Potentials has. Is this possible?

• Field Description is very small

  Hello, The field Description in the activity is very small. Why don't try open a new window, or a bigger popup, or increase the width of the "popup". Example:

• StatusIQ

  Please add StatusIQ to data sources. We using site24x7 and StatusIQ together and site24x7 integration is already there. Thanks and regards, Torsten

• In Zoho People, the Operations buttons are frequently not visible or do not appear consistently.

  In Zoho People, the Operations buttons are frequently not visible or do not appear consistently. We request you to please investigate and address this issue, as it is affecting daily HR operations and user access.

• Marketing Tip #14: Increase cart value with product bundles

  Bundling products is a great way to increase average order value while giving customers more convenience. Think “camera + tripod + memory card” or “soap + lotion + bath salts.” Bundles make shopping easier and feel like a better deal. It’s a win-win for

• Problem with Workdrive folders

  I'm having a problem a problem accessing files in a Zoho work drive folder when using the Zoho writer app. The problem folder appears grayed out in the Zoho work drive window in both the online and writer application. However I can open the folder in

• Add RTL and Hebrew Support for Candidate Portal (and Other Zoho Recruit Portals)

  Dear Zoho Recruit Team, I hope you're doing well. We would like to request the ability to set the Candidate Portal to be Right-to-Left (RTL) and in Hebrew, similar to the existing functionality for the Career Site. Currently, when we set the Career Site

• Zoho Bookings form pre-filled with Zoho Forms in

  Hi, I've got a contact page on my website and I'd like to have the option to book an appointment (redirected to zoho bookings page) after an option is submitted on the contact form. how would I go about doing this? thanks

• Pre-orders at Zoho Commerce

  We plan to have regular producs that are avaliable for purchase now and we plan to have products that will be avaliable in 2-4 weeks. How we can take the pre-orders for these products? We need to take the money for the product now, but the delivery will

• Zoho Books' 2025 Wrapped

  Before we turn the page to a new year, it’s time to revisit the updates that made financial management simpler and more intuitive. This annual roundup brings together the most impactful features and enhancements we delivered in 2025, offering a clear

• Can multiple agents be assigned to one ticket on purpose?

  Is it possible to assign one ticket to two or more agents at a time? I would like the option to have multiple people working on one ticket so that the same ticket is viewable for those agents on their list of pending tickets. Is something like this currently

• Edit default "We are here to help you" text in chat SalesIQ widget

  Does anyone know how this text can be edited? I can't find it anywhere in settings. Thanks!

• Can't change form's original name in URL

  Hi all, I have been duplicating + editing forms for jobs regarding the same department to maintain formatting + styling. The issue I've not run into is because I've duplicated it from an existing form, the URL doesn't seem to want to update with the new

• Feature Request: Sync Leave Tracker to Zoho Mail / Calendar or provide option to download information

  Zoho Leave Tracker offers the option to sync the leave Calendar to Microsoft 365 and Google Calendar. Adding an option to sync to Zoho-Mail Calendar would avoid duplication and add significant value for users. An alternative would be to allow users to

• Compensation | Salary Packages - Hourly Wage Needed

  The US Bureau of Labor Statistics says 55.7% of all workers in the US are paid by the hour. I don't know how that compares to the rest of the world, but I would think that this alone would justify the need for having an hourly-based salary package option.

• Multiple currencies - doesn’t seem to work for site visitors / customers

  I am trying to understand how the multiple currency feature works from the perspective of the website visitor who is shopping on my Zoho Commerce site. My site’s base currency is US Dollars (USD) but my store is for customers in Costa Rica and I would

• Archiving Contacts

  How do I archive a list of contacts, or individual contacts?

• How do people handle using Outlook and Zoho Project calendar at the same time?

  We have an ongoing problem in our organisation where we use Zoho Projects to plan all of our projects tasks and that also allows us to look forward using the workload report to see which of our consultants are overstretched etc and which are available.

• Next Page