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

• Time Log Reminder

  Tracking the time spent on tasks and issues is one of the most important functions of a timesheet. However, users may forget to update the time logs because they have their own goals to achieve. But, time logs must be updated at regular intervals to keep

• 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

• Recent Topics

• Price book functionality enhancement

  A common use of price books is to create a price book for a given customer level or contract with a specific company. Given that this is done at a company/customer level it would be great to see a way to associate a price book to a given customer and

• Contact data removes Account data when creating a quote

  Hi, Our customer has address fields in their quote layout which should be the address of the Account. They prefill the information, adding the account name - the address data is populated as per what is in the account - great. However when they then add

• Can we have 24x7 live support for Zohobooks ?

  Can we have 24x7 live support for Zohobooks ?

• Important update about notification security in Business Messaging SDK

  As part of our ongoing effort to strengthen the security of notification data, we have enhanced how notifications are processed and protected in our applications. These improvements ensure that all notification related data follows the most up-to-date

• Sync Zoho Marketing Automation with Zoho Forms

  I can't find a section where the integration between Zoho Marketing Automation and Zoho form is explained. And how form subscription works with opt-in and consents.

• What is the difference between Zoho Campaigns and marketing hub?

  Zoho Campaigns is a permission-based email marketing tool for sending marketing emails and mass emails. Marketing Automation is a multichannel marketing automation tool that caters to organizations looking for tools to engage their users across multiple

• Webhook not firing.

  I created a webhook using the Web UI, it looks very nice and the testing worked without an issue, but when i save/ update a ticket, the webhook is not firing. Here are the details of the web-hook i get from using the API "modifiedTime": "2019-10-22T09:23:37.380Z",

• Duplicate customers being created in Desk

  Hi I've trying to work out why I've getting duplicated customers being created in my desk. I have an external booking system that generates an email when I get a customer booking a job. A booking email gets sent to Desk where I manage the booking and

• Creating a custom CSV file using deluge script/

  I have an application I have developed and the client wants us to place an export file in csv onto an ftp server daily. Now I don't see au options in creator to change the separator to anything else. The client wants the separator to be the pipe symbol "|"  I think i would be able to create schedule with some code to create the appropriate data in a string using deluge script but I haven't seen any functionality that would allow me to deposit that data as a file anywhere or attach it to an email

• Can we add custom fields to portal community profiles?

  How do we add custom fields to our profile pages in our portal community? If we have the ability to add custom fields, will we be able to access those fields via API? We want to use our Desk community in our help portal as our primary community and would

• E-Invoicing in Belgium with Zoho Billing

  Starting January 1, 2026, Belgium is introducing mandatory electronic invoices (e-invoicing) for all B2B transactions between VAT-registered businesses. Invoices and credits notes must be exchanged in a prescribed digital format. How E-Invoicing works

• delayed: host mx2.zoho.com (136.143.183.44): Network error: Unexpectedly disconnected (STARTTLS)

  Hi Team, I'm not receiving any email. Seems to be an issue. Sender sent me the error message they received: "delayed: host mx2.zoho.com (136.143.183.44): Network error: Unexpectedly disconnected (STARTTLS)" Please advise.

• Additional Address - Company Name

  It would be very helpful to have a "Company Name" field in the Additional Address shipping section.  In a situation where you drop-ship orders to a different address or different company entirely, it may be necessary to list the company name of the receiver. I understand that the Attention field can be used for that purpose, but that's not really the intended purpose of that field.

• Incorrect Email Notifications for Product Reviews

  Dear Zoho Commerce Support Team, I am writing to report a technical issue that occurs frequently on our platform. Problem Description: We regularly receive email notifications informing us of new product reviews awaiting approval. However, when we access

• In App Auto Refresh/Update Features

  Hi,    I am trying to use Zoho Creator for Restaurant management. While using the android apps, I reliased the apps would not auto refresh if there is new entries i.e new kitchen order ticket (KOT) from other users.   The apps does received notification but would not auto refresh, users required to refresh the apps manually in order to see the new KOT in the apps.    I am wondering why this features is not implemented? Or is this feature being considered to be implemented in the future? With the

• How to Rank Tables by Row Count in Descending Order

  I am trying to understand the consume of lines that grow up so fast in the last week. Is there any way to create a pivot table or query to get TABLE NAME LINES in descending order?

• Can we do Image swatches for color variants?

  We want to do something like the attached screenshot on our new zoho store. We need image swatches instead of normal text selection. We want to user to select an image as color option. Is this doable? I don't see any option on zoho backend. Please h

• annualy customer report

  we need a report per customer that looks like this invoic number cleaning laundry repair management 01 january xxx euro xx euro xx euro xxx euro 02 february xxx euro xxx euro x euro xxxx euro and so on the years 12 months is that possible to make and

• Export your notes from Notebook!

  Dear users, The long awaited feature is now live. Yes, you can now export your notes from Notebook app in bulk. But the feature has just started with web app alone for now. You can try the export feature as mentioned below: Go to our web app, https://notebook.zoho.com Go to 'Settings' > 'Export' Now, select the format: You can select either ZNote or HTML Once done, you can use the same to import or can have this a local backup of your notes. Note: Export for other platforms are in development and

• our customers have difficult to understand the Statements

  our costumers have big problems to understand Zohos Statements. we need a text box after the payment number to explain what the payments are for. Is it possible to develop a version of the Statement with that kind of box and if so whu can do it

• Canva Integration

  Hello! As many marketing departments are streamlining their teams, many have begun utilizing Canva for all design mockups and approvals prior to its integration into Marketing automation software. While Zoho Social has this integration already accomplished,

• Prepopulating Fields

  Hello, I have a form (Assets) with 2 lookup fields: Client (from Clients) Site (from Client Sites) I modified the code (highlighted in red below), so the Site dropdown shows the list of sites related to the Client. must have Client_Site ( type = picklist

• REPORT THAT SHOWS SOH FOR ITEMS THAT HAVE ZERO SALES

  When we started Zoho we imported a lot of inventory lines directly off our suppliers price list and have never ordered / sold. I want to clean up our data base and remove all these lines. What reeport will show me what lines have zero sales as well as

• Automation series : Close all tasks once the project is completed

  When a project is marked as Completed, it might still have open tasks such as recurring tasks that were not marked as complete, tasks that are no longer relevant, or tasks that no longer need attention after closure. To ensure the project reflects its

• Converting Sales Order to Purchase Order

  Hi All, Firstly, this code works to convert a sales order(SO) to a purchase order (PO) via a button, however I am running into an issue when I convert the SO where the values from the line items are not pulled across from the SO to the PO. The ones in

• Horrible Connectivity!

  I have used Meetings several times, but most of the time the connection is horrible. The video freezes, the audio freezes, and we end up cancelling the meeting. I am on a high speed internet connection, and Zoom works fine, so I know it's not a problem

• Is it really true that I can't set the default 'deposit to' account in 2025?

  I've been using Books for 7 years and the default account has never been a problem. I usually manually reconcile invoices and have never had a thought about which account. It has always been my account. However, I recently noticed that for the past 4

• Zoho DataPrep switching Date Format

  When using a pipeline that is importing Zoho Analytics data into Zoho DataPrep, the month and day of date fields are switched for some columns. For example, a Zoho Analytics record of "Nov. 8, 2025" will appear in Zoho DataPrep as "2025/08/11" in "yyyy/MM/dd"

• Using Another Field Value for Workflow Field Update

  I'm trying to setup a Workflow with a "Field Update" action on the Lead module, but I would like the new value to actually be taken from a DIFFERENT Field's on the Lead record (vs just defining some static value..) Is this possible? Could I simply use

• Tax information

  Hello, I need help/guidance on how to add my organization's Tax/VAT information. Thank you Pavly

• Build smarter Guided Conversations with Fork Blocks

  When your customers arrive on your support channel, they're not there to explore. They are usually confused and stuck while trying to fix something important. We understand how stressful that moment can feel and we want your bot to make things easier,

• Custom item field won't allow decimal.

  Hello, I have a custom item field that needs to be able to have a value with a decimal place such as 6.7 or 6.18. I have tried custom formatting the input format but can not get the correct syntax to allow this. Is this possible in Zoho?

• Free webinar: Zoho Sign unwrapped – 2025 in review

  Hey there! 2025 is coming to an end, and this year has been all about AI. Join our exclusive year-end webinar, where we'll walk you through the features that went live in 2025, provide answers to your questions, and give you a sneak peek on what to expect

• HubSpot CRM to Zoho Creator Integration

  I'm trying to create an integration between HubSpot CRM and Zoho Creator with HubSpot being the push source (if a contact is created or updated in HubSpot, it pushes the information to Zoho Creator). I have two questions: 1- Is it best to use Zoho Flow

• Gain control over record sharing with portal users through our new enhancement: criteria-based data exposure

  Dear Customers, We hope you're well! Portals is a self-service avenue through which your clients can access and manage their direct and related data in Zoho CRM. This empowers them to be more independent and enables them to experience a sense of transparency

• Best-practice setup in Zoho One for managing combined candidate pools and exporting anonymised CVs

  We are new users of the Zoho One bundle and operate a consulting and engineering company. Our workforce model includes a mix of permanent employees, active job applicants, and freelance/independent consultants. All three groups need to be searchable,

• Meet Canvas' Grid component: Your easiest way to build responsive record templates

  Visual design can be exciting—until you're knee-deep in the details. Whether it's aligning text boxes to prevent overlaps, fixing negative space, or simply making sure the right data stands out, just ironing out inconsistencies takes a lot of moving parts.

• hard-bounced email list

  Hi, Below pops up when I try to send an Email to some of my customer. Please guide me how to take it out from hard-bounced list? I am not sure how they were marked in hard-bounced list

• Register the 'Contact Role' addition and change as a Potential edition so it can trigger Workflows

  We are trying to use "Contact Roles" in Potentials. Contact Roles are special and different than the other Related lists, so, it may have a special behavior. Something to keep in mind is that you will never have 100 Contact Roles as you can have 100 Tasks, Calls, or any other Related list. In our case we will have 2 in average and up to 4 or 5 maximum. The problem is that we need to bring information from 3 key Contact Roles to the Potential and adding a Contact to the Contacts Roles area never trigger

• Can I change the format of the buttons in the email templates?

  Hi all! We have been working hard trying to brand our email templates, and have some way to go yet. One of the things we can't seem to edit is the green ${Cases.CUSTOMER_PORTAL_BUTTON} button and the font of the View Ticket text. Is there any way of doing

• Next Page