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On a card, you add the people involved in the work in four roles and set two dates. With the roles and dates filled in, one card tells you who does what by when. You set all of them on the left side of the card details and save with Save changes.

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The four roles

One person can hold every role. For small tasks, an easy approach is to let the person who created the card hold all the roles, and change only the Processor when you ask someone else to do it. For why the roles are split and examples of how to assign them, see Why cards have four roles and a ball.

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Choose assignees

Press a role’s icon to open the person picker. Search by name or email, choose a person, and press Apply. Press Apply to all assignees to put the same person in the Processor, Reviewer, and Receiver roles at once. Press the button to the right of a role to replace that role with yourself. In teams that can use AI, the Processor’s button may change to SUGG (Suggested). Hover over it to see who AI recommends and why. For the Processor, Reviewer, and Receiver, you can also choose people in the directory who haven’t signed in to ZARMS yet. A warning mark appears next to their name, and they won’t get notifications such as comments. For the Creator, you can choose only people who have signed in.

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Followers

People who aren’t assignees but want to keep up with a card can follow it. Press the eye icon at the top and choose Follow to become a follower. To stop, choose Unfollow. The number on the icon is how many people follow the card, and pressing it shows who they are. You can’t make other people followers. Followers receive every comment on the card, whoever it’s addressed to. In a board’s Filter, you can narrow cards down by follower. When you comment on a card and you aren’t its Processor, Reviewer, or Receiver, you automatically become a follower, so you don’t miss replies. For when notifications are sent, see Notification settings.

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Start date and due date

The start date isn’t the day you plan to begin. It’s the deadline for starting. Work it out backward from the due date and how long the work will take (Why the start date is a deadline). If you enter only one of them, the other is treated as the same date and time. When a card becomes overdue depends on its status.
  • Not started: When either the start date or the due date has passed
  • In progress, In review: When the due date has passed
  • Draft, Done, Cancelled: Never overdue
Cards that are coming due or overdue are sent once a day, in one email, to the person who has the ball (Notification emails).

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Hours

Hours (planned) is how long the Processor expects to spend on the work. Hours (actual) is how long it really took. The unit is hours, and you can enter values in steps of 0.1 hour (6 minutes). Time spent reviewing is not included. When you change the status from In progress to In review in the card details, an estimate is filled in for Hours (actual). It saves you work when a task spans several days. It adds up the time day by day from the last time the card was set to In progress, counting at most 8 hours per day. For example, if you set a card to In progress on October 1 at 10:00 and to In review on October 3 at 5:00, that’s 8 + 8 + 5 = 21 hours. If the real time was different, correct the value by hand before you save. If you change the status somewhere other than the card details, such as Home or Kanban, Hours (actual) is not filled in automatically. You can look back at the gap between planned and actual hours under “Actual vs. planned” in Insights.

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Priority and custom fields

Priority has three levels: Low, Medium, and High. You can use it to sort and filter the list. If your team has custom fields (fields specific to your company), they appear at the bottom of the left side of the details. To create them, see Add your own fields with custom fields.
Last modified on November 4, 2026