Welcome to ZIO!
GETTING TO KNOW THE PLATFORM
ZIO is designed for teams to work together — clearly, quickly, and effectively. Here you can find projects, manage tasks, share files, and analyze progress without switching between tabs.
At the core of ZIO is seamless synchronization across all services: Kanban, Boards, Gantt Chart, Calendar, Documents, and others. Any change made to a task is instantly reflected everywhere it appears. Your data is always up-to-date, and you're always in context.
Step 1. Explore how the platform is structured
Explore how the platform is structured
Two simple navigation centers also help you find your way:
- Top Menu — your quick access to the platform's key sections and instant switching between services, no matter where you are.
- Side Menu — the main control panel that accompanies you within each service and provides access to all project tools.
Step 2. Use our detailed training to get to know the services better.
Training is always available to you. It describes each service in detail — from task management (Sprints, Boards) to using tariffs. Refer to it to uncover all the platform's features.
Don't waste time on unnecessary things. ZIO adapts to your role: the work panel will offer you exactly the tools you need. Focus on two or three key services that solve your main tasks. The rest will fall into place when the time comes.
A team is a group of participants working together on shared projects. When you create a team and assign it to a project, all members automatically gain access to that project's tasks, documents, and tools. You no longer need to add each person manually to every service — you only need to link the team to the project once.
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For Department Heads:
Quickly assign people to projects and manage access.
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For Project Managers:
See team workload across all services (Kanban, Gantt, Calendar, Sprints, CRM).
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For Business Owners:
Control roles and security: everyone sees only what they need for their work.
Step 1. Create team
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Go to the "Teams" section.
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Click the "Create team" button. To create a team, you need to purchase the required tariff (more details in the "Tariffs" section).
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Fill in the main fields
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Team name (e.g., "Marketing," "Development," "Sales Department").
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Description (optional).
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Click "Save".
Step 2. Invite the participants
In the "My Teams" section, you can invite members using the "Invite" button directly on the team card, or by editing the team.
- Enter colleagues' names or emails.
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For each participant, select a role within the team (not to be confused with the role in the project!):
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Autor – Full management of the team and projects.
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Editor – Can change the team composition and configure projects.
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Member – Only participates in the team's projects.
More details in the Access Rights section of the FAQ. After colleagues accept the invitation, they will appear in the team list.
Step 3. Assign the team to a project
Now you need to link the team to a specific project so all members automatically gain access to tasks and tools:
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Open the project settings (the gear icon next to the project name in Kanban, Gantt, or another service).
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Find the "Project Team" section.
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Select the created team from the list.
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If needed, configure access rights for roles within the project (e.g., all team members become "Editors" in this project, and the team owner becomes the "Author"). You can check the box "Update rights for existing tasks" to apply changes to all tasks immediately.
All team members now have access to the project across all services: Kanban, Gantt, Calendar, Documents, Sprints, and even CRM. They don't need to request anything — everything appears automatically.
Tariffs
Getting Acquainted
A tariff is a package of capabilities for your team: a specific number of members, projects, storage space, and other features. All services are available to any user individually, but as soon as you want to bring colleagues together into a team and work on shared projects, you will need to purchase one of the tariffs.
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For Team Leads:
Create a workspace for a department or project and manage access.
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For Business Owners:
Flexibly configure the number of employees and projects according to current tasks.
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For Everyone Growing:
Scale the tariff as your team expands.
Step 1. Choose a suitable tariff
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Go to the "Tariffs" section -> "Team Tariffs".
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You will see the available tariff plans.
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Choose the one that matches your team's current size. You can always change the tariff later if needed.
Step 2. Top up your wallet and pay
Tariff payment is made via an internal balance. You can top it up in the "Wallet" section.
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Top up your balance with the required amount (various payment methods are available).
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Return to the "Tariffs" section, select the plan, and click "Buy".
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Confirm the payment – the funds will be deducted from your wallet.
After paymen In the "My Teams" section, a new team will appear with a name corresponding to the tariff (e.g., "Team 2").
Step 3. Manage your subscription and team
Tariff payment is made via an internal balance. You can top it up in the "Wallet" section.
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Go to the "My Subscriptions" section. Here you can see: which tariff is active, the end date, and how many members and projects are in use.
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After the tariff's validity period ends, the team will become unavailable for collaboration. After 30 days, the team and all its projects will be deleted. To avoid this, renew your subscription in a timely manner.
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If you delete a team, funds for the unused period will not be refunded. The team's projects will become the personal projects of their creators, and assigned assignees will be removed from tasks.
CRM (Customer Relationship Management) is a system that stores the entire history of communication with clients, helps manage deals through the sales funnel, and prevents data loss even when the person responsible changes. Contacts, companies, deal stages, tasks, calls, emails — all in one place.
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For Sales Departments:
See which stage each client is at and never forget anything.
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For Managers:
Monitor the funnel, forecast revenue, and analyze manager effectiveness.
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For Everyone Working with Clients:
From freelancers to large teams, to build transparent relationships.
Step 1. Create a client card
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Go to the "CRM" service.
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Click the "Create contact" button (or "+").
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Fill in the main fields
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Click "Save".
The client card will appear in the contact list. You can attach files to it, add comments, and view the entire interaction history.
Step 2. Manage deals through the funnel
A deal is a potential or current sale to a specific client. To create a deal:
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In the client card, click "+ Create deal" or go to the "Deals" section and click "Create".
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Fill in the main fields
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Save the deal
The deal will appear in the funnel. Simply drag and drop it between stages to update its status. The funnel immediately shows how much money is at which stage and where potential "bottlenecks" might be.
Step 3. Record communications and set tasks
All work related to the client should remain within the CRM:
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Calls and Emails – can be conducted directly in the system (integration with IP telephony and email) or you can add records manually.
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Comments – discuss the deal with colleagues, mention them using "@".
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Tasks and Reminders – create tasks for yourself or colleagues (e.g., "Call the client back on March 25"). Tasks are synchronized with Kanban and the calendar.
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Files – attach commercial proposals, invoices, contracts directly to the deal or contact.
The entire client history is stored in one place — when the responsible person changes, the new manager immediately sees what was discussed and what agreements were made.
Step 4. Analyze results
In the "Reports" or "Analytics" section, you can:
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View the sales funnel (how many deals at each stage, conversion rates).
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Evaluate plan/actual performance by manager.
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Tasks and Reminders – create tasks for yourself or colleagues (e.g., "Call the client back on March 25"). Tasks are synchronized with Kanban and the calendar.
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See revenue forecasts for upcoming periods.
Track client sources (where the most profitable deals come from).
Sprints
Getting Acquainted
A Sprint is a timer with tasks. If you have a project with a long list of tasks, "Sprints" help you highlight the most important items for the upcoming week or month and focus only on them.
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For teams (IT, marketing, design):
Synchronize and clearly understand what exactly needs to be accomplished by Friday.
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For Managers:
Track progress and the team's speed (progress is calculated automatically).
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For freelancers:
Break down a large amount of work into short stages and see your progress.
Step 1. Create sprint
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Go to the "Sprints" service page and select the project for which you are planning the work.
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Click the "Create sprint" button and fill out the form
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If you delete a team, funds for the unused period will not be refunded. The team's projects will become the personal projects of their creators, and assigned assignees will be removed from tasks.
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Name (e.g., "March. Landing Page Launch");
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Short description
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Be sure to specify the start and end dates.
Step 2. Populate the sprint with tasks
A sprint by itself is just a folder. To make it work, you need to add tasks to it.
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Go to any service with tasks (e.g., "Kanban" or "Boards").
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Open the task that needs to be completed in this sprint.
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In the editing window, find the "No sprint" field, select your new sprint from the list, and save the changes.
Step 3. Work and move tasks
When you start working on a task or complete it, you need to change its status.
Method 1: Open the task and manually change the status (e.g., from "New" to "Completed").
Method 2 (quick move): Grab the task card with your mouse (on PC) or click the "Move" button on the card (in the mobile version) and drag it to the desired column.
Step 4. Track progress
You don't need to calculate anything manually. As soon as at least one task moves to the "Completed" column, the progress bar at the top of the sprint page automatically updates (showing the completion percentage).
Important: When the sprint's end date passes, it will automatically move to the "Past sprints" section. This will help you analyze how many tasks the team manages to complete within a period.
Kanban
Getting Acquainted
Kanban is a board with cards where all your tasks are placed. Everything that needs to be done is in the "To Do" column, current tasks are in the "In Progress" column, and completed items are in the "Done" column. You simply move cards across columns, and the entire process becomes transparent.
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For Managers:
See which stage each task is at and assess the team's workload.
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For performers:
Focus on current work and not lose track of anything.
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For the whole team:
Be in a unified flow and avoid unnecessary questions
Step 1. Open Kanban and select a project
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Go to the "Kanban" service.
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In the left side panel, you will see a list of all your projects. Click on the project name to open its board, or create a new one by clicking the "+" button.
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If you have many projects, use the search bar in the "Projects" section – it will quickly filter what you need.
Step 2. Create task
Method 1. Click the "Create task" button in the left menu.
Method 2. Click the "+" button directly in the column where you want to place the card (for example, in the "To Do" column).
Fill out the task card (Title; Description – use formatting, lists to describe the essence in detail; Priority (from 1 to 10); Files – attach mockups, documents, videos, and other items). After filling, click "Save". The new card will appear on the board.
Step 3. Move and discuss tasks.
Tasks have different statuses during work; it's convenient to change them by moving them across the board. You can do this in several ways:
On a computer: grab the card by any edge with the mouse and drag it to the desired column.
Via the task window: open the card (by double-clicking or through the three-dot menu) and select the new status from the dropdown list.
On a mobile device: click the "Move" button in the lower right corner of the card and select the column.
To discuss details, click on the arrow at the bottom of the card – the comments window will open. There you can write a message and attach a file. If there are unread comments, an orange counter will light up next to the task.
When a task is completed, it ends up in the "Done" column.
Gantt Charts
Getting Acquainted
Gantt Chart is a map of the entire project over time. On the left is a list of tasks; on the right is a timeline with colored bars. Each bar is a task: its length shows the duration, and its position on the timeline shows the start and end dates. This way, you see not just a to-do list, but the complete picture: what follows what, what can be done in parallel, and what constitutes a "bottleneck."
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For Managers:
See the entire project as a whole, identify critical points, and prevent missed deadlines in advance.
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For the whole team:
Understand the sequence of work and not start a task until the previous one is finished.
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For Everyone Planning Complex Projects – from construction and IT development to marketing campaigns and scientific research.
Step 1. Open "Gantt Chart" and select a project
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Go to the "Gantt Chart" service.
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You will see a list of projects. Select an existing project by clicking on its name, or create a new one by clicking the "+" button.
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If the project has no tasks yet, the chart will be empty
Step 2. Create your first task
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Click the "Create task" button above the table.
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Fill out the task card (Title; Description – use formatting, lists to describe the essence in detail; Priority (from 1 to 10); Files – attach mockups, documents, videos, and other items).
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Click "Save".
Step 3. Plan and manage tasks
Repeat step 2 for all remaining tasks in your project. Once there are several tasks, real planning begins
How to change deadlines?
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Drag the edges of the bar on the chart – the task's duration will change.
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Drag the entire bar as a whole – the start date of the entire task will shift.
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Click on the task – the editing window will open, where you can change any parameters.
Mark the task status or completion percentage in the editing window – the progress is visually displayed on the counter.
If one task cannot start without another being completed, create a dependency. To do this, you can drag the arrow with the mouse from one bar to another (or configure it in the task window). Then a linking arrow will appear between the tasks on the chart, and you will see the project's critical path.
Calendar
Getting Acquainted
Calendar is your team's schedule. It automatically collects tasks with deadlines from all services (Kanban, Boards, Gantt) and displays them in a convenient day grid.
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For Managers:
Assess the team's workload for the week at a glance and see if too many tasks are scheduled for a single day.
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For performers:
Plan your workday and not forget about deadlines across different projects.
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For everyone:
Stop getting confused about deadlines and keep all important dates in front of you.
Step 1. Open Calendar and select a project
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Go to the "Calendar" service.
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On the left, you will see a list of all your projects. Click on the name of the project whose tasks you want to view. Tasks are displayed in the calendar in different colors – green, red, and gray: active, overdue, and completed respectively.
Step 2. Create your first task
There are two ways to add a new task to the schedule
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Method 1 (quick): Click on any day cell in the calendar or on the "+" button in the top panel. The task creation window will open immediately.
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Method 2 (regular): Create a task in any service (e.g., Kanban) and simply specify its start and end dates.
Step 3. Plan and manage tasks
The calendar is live. If a deadline shifts — you don't need to delete anything. Simply drag the task with your mouse to another day in the calendar, or open the task card and change the dates manually.
Boards
Getting Acquainted
Boards is an interactive canvas where your team can draw, stick notes, build diagrams, add tasks, images, and GIFs, and discuss ideas in real time. This is where visual concepts are born: from mind maps and layouts to sprint planning and design thinking.
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For designers and creatives:
Make sketches, mood boards, gather references.
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For managers and analysts:
Build Customer Journey Maps, process flowcharts, business model canvases.
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For the whole team:
Conduct brainstorming sessions, retrospectives, workshops – all in one place, without a dozen different applications.
Step 1.
Create a board and add the first elements
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Go to the "Boards" service and select a project.
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At the bottom of the boards, there is a panel with hints for all the tools.
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Start populating the board:
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Draw freehand or using shapes.
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Add text, sticky notes, images, GIFs – everything is simply dragged and dropped or inserted via the menu.
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Use AI: write "draw a process diagram" or "add a GIF with an owl," and the element will appear on the board.
After paymen In the "My Teams" section, a new team will appear with a name corresponding to the tariff (e.g., "Team 2").
Step 2. Work with tasks via boards
You can add tasks directly to the board and make any notes, drawings, or diagrams that will be seen by the entire team that has access to this project.
Step 3. Build structure and connections
When there are many ideas, it's important to organize them.
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Group objects – select several elements and combine them into a group to move or copy them together.
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Connect with lines and arrows – show logical connections between blocks.
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Add comments – directly to individual elements to discuss details.
Chat AI
Getting Acquainted
The AI Chat on the platform is a set of smart tools that help you work faster and more efficiently. It can write and translate texts, create images and videos, analyze data, predict risks, automatically fill out cards, and even build complex task chains. All AI functions are available directly in the interface, without the need to switch between a dozen different services.
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For Managers:
Receive ready-made reports, deal forecasts, and recommendations for process optimization.
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For marketers and copywriters:
Generate texts, descriptions, translate content, create visuals in seconds.
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For analysts;
Process large volumes of data, identify trends, and gauge the emotional tone of messages.
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For everyone who wants to save time:
Automate routine tasks and focus on what matters most.
Step 1.
Where to find the AI chat and how to start
AI functions are embedded in all platform services and are also always available in a special section.
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Open the "AI Chat" service – here you'll find all available functions: working with text, image generation, data analysis, and more.
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Open the required service (Kanban, Documents, CRM, Boards) – AI icons will appear in the interface.
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Go to the "Support" window – here you'll find an AI assistant that can answer your questions.
Step 2. Use AI in everyday tasks
Working with text
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Select text in a document or task, click "AI processing" – choose an action: improve style, shorten, translate.
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To create text from scratch, open AI copywriting, describe what you need, and get a ready-made version.
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AI can also analyze emotional tone, summarize negotiations, and generate SEO descriptions.
Generating images, videos, 3D
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In Boards, Documents, or Chat, select "Create image". Write a text description – the AI will draw a picture or select a GIF.
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For videos or 3D models, use the appropriate tools: describe the scene – and the AI will generate a video or object.
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You can modify existing images: change the style, add elements.
Analytics and automation
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In CRM, AI analyzes client and deal data, predicts risks, and highlights priority tasks.
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In Kanban and on Boards, AI can automatically create tasks based on notes, assign them to executors, and update statuses.
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The AI advisor provides recommendations for optimizing work processes based on data from boards and CRM.
Documents
Getting Acquainted
Documents is an online editor where you and your team can create texts, spreadsheets, and presentations, discuss edits, and store everything in one place. No more sending files back and forth via email and confusion over versions — simply open the document and work.
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For teams:
Collaboratively edit reports, specifications, articles, and maintain a knowledge base.
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For Managers:
Monitor the process through comments and change history.
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For everyone who works with documents:
Get quick access to files from any device.
Step 1. Create a document
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Go to the "Documents" service.
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Click the "Create document" button.
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The new document will open in the editor. Give it a name right away (e.g., "Project Plan") — it will appear in the side menu in the list of all documents.
Step 2. Edit and discuss
Main editor features
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Text formatting:
headings, lists, bold or italic highlighting, inserting links, tables, images — just like in familiar office suites.
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Collaborative editing:
if a document is open simultaneously with colleagues, you see changes in real-time.
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Comments:
select a piece of text and click the comment icon (or right-click) to ask a question or suggest an edit.
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Version history:
in the "File" menu -> "Version history", you can see who made changes and when, and restore a previous version if necessary.
All edits are saved automatically.
Step 3.
Configure access and invite participants
To grant others access to the document:
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Click the "Share" button.
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In the window that opens, select the permission level for each participant:
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Editor – can change the content.
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Commenter – can only leave comments.
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Viewer – view only.
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Add users by entering their names or emails.
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Or copy the access link (you can configure link-based access with the same permission levels).
Step 4. Organize and find documents
All documents you've created and have access to are collected in the common list in the "Documents" service. To quickly find the desired file:
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Use the search by name or content.
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Apply filters (by file type, modification date, author, participants).
Exporting documents to popular formats (PDF, DOCX, XLSX, etc.) is also available via the "File" menu -> "Download as".
Tables
Getting Acquainted
Tables is a powerful online editor where you can create tables of any complexity: from simple lists to multi-page reports with pivot tables, formulas, and conditional formatting. Everything needed for working with data — from formulas to access rights — is gathered in one window.
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For analysts and financiers:
Build complex calculations, pivot tables, analyze trends, and prepare reports.
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For managers and team leads:
Keep track of tasks, budgets, KPIs, and monitor team performance indicators.
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For everyone who works with data:
From inventory accounting to personal finance planning, wherever order and clarity are needed.
Step 1. Create table
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Go to the "Tables" service.
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Click the "Create Table" button.
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Give the Table a name — it will appear in the side menu in the list of all spreadsheets.
A blank Tables, ready for data entry, will open in front of you.
Step 2. Populate with data and calculate
Main data handling capabilities:
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Data entry and formatting – Fill cells with text, numbers, dates. Customize fonts, alignment, and cell fill color.
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Formulas and calculations – Use any set of functions: from simple sums (SUM, AVERAGE) to complex statistical and logical formulas. Everything works just like in classic spreadsheets.
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Pivot tables – Group, filter, and summarize data of any complexity. Instantly get the necessary slices for reports and presentations.
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Conditional formatting – Set up automatic color highlighting of cells based on their values. For example, red for overdue items, green for achieved plans. This way, you immediately see deviations, leaders, or critical indicators.
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Filters and sorting – Quickly find the necessary information in large data sets.
Step 3. Work together and configure access
Tables are designed for teamwork. All changes are visible in real-time.
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Click the "Share" button.
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In the window that opens, select the permission level for each participant:
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Editor – can change the content.
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Commenter – can only leave comments.
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Viewer – view only.
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Add users by entering their names or emails.
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Or copy the access link (you can configure link-based access with the same permission levels).
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