Task Management System — Kanban, Sprints, Control
A custom task management system is your own software where the team plans, assigns and tracks work with Kanban boards, deadlines, dependencies and workload — with no per-seat monthly fee and no third-party cloud. We build it around your processes, connect it to your CRM, ERP and calendars, and ship it as your intellectual property with full source code. A 30-person team saves €4,000-€7,000 per year versus Asana or Jira licenses for the same seats.
What the solution includes
- ✓Kanban boards and lists — drag-and-drop columns on your own statuses, swimlanes per team or project, WIP limits that stop overloading people and surface bottlenecks in the flow.
- ✓Assignment and accountability — every task has an owner, watchers, priority and a subtask checklist; status changes enforce required fields so nothing falls between people.
- ✓Deadlines and reminders — due date, start date and estimate; automatic reminders 24 hours before due via email, Slack or Viber, and escalation to the manager on overdue beyond 3 days.
- ✓Task dependencies — "blocks / blocked by" links that build a critical path; the system prevents starting a task until its predecessor is closed.
- ✓Workload control — capacity view per person and week in hours; over-allocated people are flagged red so the manager rebalances before a delay even happens.
- ✓Sprints and backlog — Scrum/Kanban hybrid with backlog, sprint planning, story points, burndown chart and automatic carry-over of unfinished tasks into the next sprint.
- ✓Time, reporting and SLA — logged hours, lead/cycle time, throughput and SLA per task type; export to Excel and a BI dashboard for management.
- ✓Roles and permissions — granular access per team, project and field; a client or subcontractor sees only their own project, with no access to internal company data.
Who it is for
Companies that outgrew Trello and Excel but do not want to pay €10-€16 per person per month for Jira or Asana. At 60 users that is €7,000-€11,000 per year, forever. A custom system is a one-time investment with predictable €25-€60/month hosting and no seat cap.
Support, installation, IT and admin teams working on deadline-driven, SLA-bound tickets. The system intakes a task from a form, email or CRM, routes it by skill and workload, and alerts on overdue risk before the customer calls in angry.
Digital agencies and software teams with parallel client projects and sprints. Each client gets an isolated board, time is logged per project for billing, and the lead sees whole-team workload in one view before taking on new work.
How we build it
We are not a reseller of a SaaS platform. We build on a proven stack (Next.js, PostgreSQL, our own backend) so the data, logic and code stay with you — no per-user fees and no dependency on a third-party cloud that can raise prices.
1. Workflow mapping
We sit with the leads and describe how tasks actually flow today — statuses, who assigns, who approves, which steps have dependencies and where time leaks. The output is a process map with defined statuses, roles, SLAs and automations that becomes the build spec. Here we decide whether the team runs pure Kanban, sprints or a hybrid.
2. Data model and roles
We define the objects — task, project, sprint, team, time, dependency — and a permission matrix per role and project. Custom fields (type, priority, client, site, hour budget) are modeled to your industry, not a template. This layer is why the system later extends without a rewrite.
3. Boards and automations
We build the Kanban boards, backlog, sprint view, capacity planner and dependency engine. We add rules: overdue triggers escalation; freed capacity suggests the next task; closing a blocking task auto-notifies the blocked ones. Automations cut manual admin by 30-50%.
4. Integrations with your systems
We connect the system to your CRM system, ERP system, Google/Outlook calendars, Slack, Viber and email via API integrations. A task from a won deal or a client request lands on the board automatically, and time flows back for billing — without double entry.
5. Migration, training, iterations
We migrate open tasks from Trello, Asana, Jira or Excel via script, train the team in 1-2 sessions and launch a pilot with one department. After go-live we track cycle time and adapt statuses, automations and reports to real behavior. You get the source code and docs — you do not need us to continue.
Why Saitami
Prices are fixed in EUR — no seat fee, no project fee. If you coordinate client engagements with budgets and milestones, see the project management system. This is part of our wider business software and custom software line.
Frequently Asked Questions
Why custom instead of Trello, Asana or Jira?
SaaS tools bill per user per month — at 50-80 people that is €6,000-€15,000 per year forever, and you own nothing. A custom project and task management system is a one-time investment: your processes, your data, your code, no seat cap. It pays back in 12-24 months versus licenses and saves every year after.
How much does a task management system cost?
From €3,200 for a package with Kanban boards, assignment, deadlines, dependencies, workload control and up to 2 integrations (email + calendar). A version with sprints, time tracking, SLA, client access and BI reports starts from €5,500. The only recurring cost is hosting and support — usually €25-€90 per month, no per-user fee.
How long does it take to implement?
A standard task management system is ready in 4-7 weeks: 1 week workflow mapping, 3-5 weeks development, 1 week migration and training. More complex scenarios with several teams, deep ERP/CRM integrations and custom reports take 8-12 weeks. We launch a pilot with one department before the full rollout to validate the process.
Who owns the software and the data?
Entirely you. You get the full source code, the database and technical documentation. Hosting can be on your server or your cloud — not ours. You can continue development with another team at any time; there is no lock-in and no subscription without which the system stops.
Can we migrate data from Trello or Jira?
Yes. As a Trello alternative and Jira alternative we write a one-time migration script that moves open tasks, boards, attachments and history. Closed tasks are archived for reference so the new system starts clean. Migration is included in the package and runs in a staging environment before the real go-live.
Ready for your own task management system the team loves?
Describe how work flows today and how many people will use the system. Within 3 business days we deliver a workflow map, a transparent fixed EUR quote and a migration plan from your current tool.
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