Business automation → Task trackers: Jira and Plane

Jira and Plane task tracker implementation

We set up Jira, Plane and other work management systems around how your company actually works: process audit, workflow design, migration, self-hosted deployment on servers in Kazakhstan and team training.

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Overview

Task tracker implementation: the service in short

Gotomarket moves a company's work out of chats, spreadsheets and the manager's head into one system. We map the real process, design the project and status model, configure Jira or Plane, migrate history from the old tool and launch with one team. For companies that want to keep data in Kazakhstan, we deploy Plane on their own servers. The result: tasks, deadlines and ownership are visible without chasing people in chats.

Launch: 2–6 weeks
Tools: Jira, Plane, YouTrack
Hosting: Cloud or servers in Kazakhstan
Migration: from Jira, Trello, spreadsheets

In plain words

What it is and why it matters

What it is: We move the team's tasks out of chats, spreadsheets and the manager's head into one system, Jira or Plane, and agree on the rules for working in it.
Who it is for: IT companies where tasks get lost in WhatsApp and Telegram, the manager no longer sees who is overloaded, or Jira has become too expensive or does not meet the requirement to keep data in Kazakhstan.
What you get: Jira or Plane in the cloud or on your servers, migrated task history, links to code and your client database, workload and deadline reports, working rules and a trained team.
Where to start: Tell us where tasks live today, how big the team is and whether you have data storage requirements. Based on your answer, we will suggest an implementation format.

Solution architecture

How we implement a task tracker with the 5D methodology

We fit the tool to the process, not the process to the tool. We start with one team and scale only after the pilot has taken root.

Discover

Map the process

We record where tasks originate, where they get lost and who makes decisions, and take stock of chats, spreadsheets and the old Jira.

Design

Design the model

We define projects, work item types, 4–6 statuses, roles, priority rules and the integrations that matter.

Deploy

Configure the system

We roll out Jira Cloud or self-hosted Plane, import data and connect SSO, Git, CRM and messengers.

Drive

Run the pilot

One team works in the system for 2–4 weeks: planning, daily rhythm, blocker reviews and fine-tuning.

Dominate

Scale

We onboard the remaining teams, build management dashboards, lock in the operating rules and hand over to an owner.

Unit economics and ROI

How an orderly task system pays off

Without a system, tasks live in WhatsApp and Telegram, statuses live in people's heads, and the manager learns about a missed deadline after the fact. Time goes to asking where a task is and who owns it instead of doing the work.

A single tracker shows workload, cycle time and bottlenecks. Moving from Jira to self-hosted Plane also removes the per-user fee. The actual effect depends on team size and the discipline we establish during the pilot.

Lost tasks: reduced
Answering “where is the task?”: seconds
Licenses: down to zero when self-hosted
Manager time: freed up

Result

What you get

The implementation includes not only a configured tool but also the rules the team will follow inside it.

A process and role map
A model of projects, work item types and statuses
Jira or Plane configured in the cloud or on your servers
History migrated from the previous system
Integrations with Git, CRM and messengers
Management dashboards
Operating rules and task templates
A trained team and a process owner

Comparison of approaches

Jira, Plane or tasks inside the CRM

The choice depends on team size, data residency requirements and who will maintain the system.

Approach	What happens	Limitation	When it fits
Jira Cloud	Ready-made Atlassian SaaS billed per user	Data stored outside Kazakhstan, cost grows with the team	Teams built around the Atlassian ecosystem
Plane Cloud	Work items, cycles and wiki in one tool	Integration ecosystem younger than Jira's	Product teams of 5 to 50 people
Self-hosted Plane	Open source on your servers with no per-user fee	Someone must own the server and updates	Companies that must keep data in Kazakhstan
Tasks in the CRM	Assignments next to clients and deals	Weak model for development and releases	Sales and service teams without an IT department

Limitations and risks

When the implementation will not work

A tracker reinforces discipline that at least one manager already has. Without it, the tool becomes one more chat.

No process owner

Without someone who enforces the rules, statuses stop being updated two weeks after launch.

A model that is too complex

Twenty statuses and ten work item types on day one kill any desire to use the system. We start with the minimum.

A tool without rituals

If planning and blocker reviews are not built into the team's week, the tracker turns into an archive.

A good fit

When the service fits

Tasks get lost in WhatsApp, Telegram and spreadsheets
The team has grown and the manager no longer sees the workload
Jira has become expensive or does not meet data residency needs
History must move from the old tool without losses

Not a fit

When to start with a different step

A team of up to three people with a single stream of work
The process changes every week and has not settled yet
Nobody is ready to own the operating rules
You only need a personal to-do list

Terms in plain words

Task tracker: a system where tasks, deadlines and owners are visible to the whole team
Workflow: the set of statuses and rules a task follows on its way to done
Sprint or cycle: a 1–2 week period with a fixed set of tasks
Self-hosted: the system runs on your servers rather than the vendor's
WIP limit: a cap on how many tasks one person has in progress
SSO: Single sign-on through a corporate account, so tracker access is granted and revoked centrally rather than by hand in each system.
Technical debt: Shortcuts accumulated in the code that slow development over time; the tracker keeps them in a separate stream to show how much time fixes take.
Definition of done: An agreed list of conditions under which a task counts as finished, which ends arguments about whether work is complete.

For dev teams

Jira and Plane implementation for IT teams in Kazakhstan

For IT companies a task tracker is the working environment of development: tasks are linked to code, releases and client requests. We build the Jira or Plane scheme around the product type and the team's rhythm, not around a vendor template.

SaaS: features, bugs, tech debt

For a SaaS team we separate work streams: roadmap features, bugs from support and technical debt. We set up sprints or cycles, link tasks to Git, add release labels and a dashboard showing how much time goes to new work and how much to fixes. Client requests from the CRM turn into tasks with a link to the account.

Mobile app: releases for stores

Mobile teams have releases tied to App Store and Google Play review, so the scheme includes versions, testing statuses and a separate stream for hotfixes. We add version, platform and device fields to the bug card so the tester and developer do not have to clarify them in chat. We also set up a release board showing what goes into the next build.

IT studio: several client projects

Studios run several client projects in parallel, and the key need is seeing people's workload across them. We create a project template, shared task types and statuses, and tracking of estimates and actual time. A won deal in the CRM creates a project in the tracker, and the client sees progress through a report rather than by asking the manager.

Moving from Jira to self-hosted

For teams where Jira does not meet data residency requirements, we offer self-hosted Plane on servers in Kazakhstan. We move projects, tasks, comments and attachments with the built-in importer, check the result against the import report and keep Jira available read-only until the pilot ends. We run the pilot with one team to catch discrepancies before the whole company moves.

Implementation practice

How Jira and Plane implementation works in practice

Implementing a task tracker is not installing software but designing rules: which tasks exist, how they move and who is responsible for what. Below are the decisions we make on every Jira or Plane implementation.

Status scheme from the real process

We build the status scheme from how tasks move today, not from a Scrum template. In interviews with developers, the tester and the team lead we record where a task waits, who accepts it and what counts as done. The result is 4–6 statuses with clear transition criteria and a definition of done for each task type. A common mistake is copying a twenty-status scheme from a previous company: within a month half of them are empty and tasks sit “In progress” for weeks. We add complexity only when the team itself runs into the need for it. The scheme is documented briefly so new hires understand it without explanation.

Jira or Plane: selection criteria

We choose Jira when the team already lives in the Atlassian ecosystem and needs complex workflows, Confluence and a broad integration catalog. Plane fits when simplicity, tasks and wiki in one tool and data storage in Kazakhstan matter. We also consider who needs access, such as contractors, clients or other departments, and which Git and CRM integrations the team already uses. And we answer upfront who will maintain the server: without an owner, self-hosting becomes a risk, so we settle this before choosing the tool, not after launch.

Self-hosted Plane on Kazakhstan servers

Jira Cloud hosts data in Atlassian regions, and Kazakhstan is not among them. If keeping data in the country matters to your company, we deploy Plane on a Kazakhstan hosting provider's server or in your own data center. We configure the domain, SSL, SSO, backups and monitoring, and document the update procedure. The owner receives a maintenance guide: what to check regularly, how to restore data from a backup and whom to contact in case of failure. If CRM or Git integrations are needed later, they connect to the same installation without moving data.

Migration without losing history

Before migration we run an inventory: which projects are active, which tasks are alive, which fields are actually filled in. Long-closed tasks usually go to an archive to keep the new system clean. Statuses and task types are mapped to the new scheme in a mapping table agreed with the team lead. From Jira we migrate with the Plane importer, from Trello and spreadsheets through import after data preparation. We verify the result by counts of tasks, comments and attachments, and switch off the old tool only after a successful pilot. Users and permissions are set up in advance so the team sees its tasks on day one.

Team rhythm and a management dashboard

A tracker stays alive only when it is built into the team's week. During the pilot we establish cycle planning, a short blocker review and a retrospective, plus a rule: a task without an assignee and a due date is not taken into work. For leadership we build a dashboard of workload, overdue tasks and lead time. In small Kazakhstan IT companies the business owner often makes the decisions, so the dashboard must answer “what's on fire?” without a call. Messenger notifications link to the task, so discussion does not drift back to WhatsApp or Telegram. We also agree who cleans up overdue tasks and how often, so the board does not turn into an archive.

Git, CRM and SSO integrations

We connect integrations based on the real process, not the catalog. Git is linked so that branches, commits and pull requests attach to the task automatically and the status changes on merge. SSO is set up so access is granted and revoked through the corporate account rather than by hand. The CRM link turns a won deal into a project and returns delivery status to the client record. For each integration we define which system is the master and test its behavior on failure. We skip unnecessary integrations: each one creates a stream of notifications the team soon learns to ignore.

Step by step

Implementing Jira or Plane: five steps

Below is what actually happens at each implementation step, who takes part on the IT company side and what you have in hand after each step.

Inventory of tasks and tools

We collect every place where tasks live today: WhatsApp and Telegram chats, spreadsheets, Trello, the old Jira. The head of development and one or two team leads take part. We look at real tasks from recent weeks rather than a process description on paper. The output is a list of task sources, a list of active projects and a clear view of what moves to the new system and what goes to the archive.

Workflow design workshop

We run a working session with the team to agree on task types, statuses, definition of done, priority rules and the rhythm of sprints or cycles. Here we also decide between Jira and Plane, cloud or a server in Kazakhstan. The artifact is a document with the project and status scheme, roles, access rights and the list of integrations, agreed with the head of development. Disputed points go to the head of development right away, so we do not have to revisit them during the pilot.

Environment build and data migration

We deploy or configure the tracker, create projects, task templates and dashboards, and connect Git, SSO and messengers. We migrate history using the mapping table and verify the counts of tasks, comments and attachments. On the client side an administrator or DevOps engineer takes part if the system runs on your servers. The output is a ready working environment and a migration report.

Pilot weeks with one team

One team moves fully into the tracker: planning, daily work, blocker reviews. We attend key meetings, collect feedback and adjust statuses, fields and notifications. The main pilot rule is that tasks are no longer assigned in chats. The step ends with a corrected scheme, a list of improvements and the head's decision on bringing in the other teams. If the team works in sprints, the pilot covers at least one full sprint.

Team rollout and handover

We move the remaining teams to the proven scheme and run role-based training for developers, testers and managers. We hand over working rules, administration guides and, for self-hosted setups, the backup and update procedure. The process owner on the client side gets dashboards and admin rights. A month later we hold a check-in to see which rules have stuck.

Ways to work

Task tracker implementation formats in Kazakhstan

Launching a task tracker takes 2–6 weeks depending on the number of teams and the migration volume. For a single team of up to 20 people it is usually 2–3 weeks including the pilot.

Format	What is included	Timeline	Outcome
Single-team rollout	Process audit, status scheme, Jira or Plane setup, Git and messenger integrations, pilot, training	2–3 weeks	The team works in the tracker by agreed rules
Company migration from Jira	Moving several teams, status mapping table, history import, pilot, old system shutdown	5–7 weeks	All teams in the new system with history intact
Self-hosted Plane in Kazakhstan	Deployment on a server in Kazakhstan, SSO, backups, monitoring, maintenance guide	Defined after the diagnostic	Task data stored in Kazakhstan under your control
Tracker and CRM link	A won deal creates a project, task statuses flow back to the CRM, shared client context	Defined after the diagnostic	Sales and development see the same client

We choose the right format during a free basic diagnostic session, once the number of teams, migration volume and required integrations are clear.

Frequently asked questions

Task tracker implementation: questions

Jira or Plane: which one to choose?

Jira suits teams that already live in the Atlassian ecosystem and rely on its integrations. Plane is easier to configure, combines tasks and wiki, and is free in its self-hosted edition. We make the call during the diagnostic based on the process, team size and data requirements.

Can tracker data stay in Kazakhstan?

Yes. We deploy Plane on a Kazakhstan hosting provider's server or in your data center, so the data stays in the country. Jira Cloud stores data in Atlassian regions, and Kazakhstan is not among them.

How much do licenses and implementation cost?

Self-hosted Plane is free with no user limit. Jira Cloud and Plane Cloud are billed per user per month. Implementation cost depends on the number of teams and the migration scope and is fixed after the diagnostic.

How do we move from Jira to Plane without losing history?

We use Plane's built-in importer: projects, work items, comments, attachments and users are transferred, the result is checked against the import report, and a pilot runs before Jira is switched off.

How long does implementation take?

For one team of up to 20 people, usually 2–3 weeks including the pilot. Migrating a company with several teams from Jira takes 5–7 weeks.

Can tasks be moved from Trello, spreadsheets and chats into Jira or Plane?

Yes. From Trello and spreadsheets we import tasks, assignees and statuses after mapping them to the new project and status scheme. Tasks from chats are gathered during the inventory, and only the relevant ones are created so the new system does not turn into an archive. Before the old tool is switched off, we verify the result during the pilot.

How do you set up a task tracker for a SaaS or mobile app development team?

We define projects, task types (for example features, bugs and tech debt), 4–6 statuses, priority rules and a sprint or cycle cadence. We connect Git so that commits and pull requests are linked to tasks, and build dashboards for workload and deadlines. The setup is tested with one team in a pilot and scaled only after that.

Which integrations can be connected to Jira or Plane?

During implementation we usually connect SSO, Git, CRM and messengers so tasks are created and updated where the team already works. The set of integrations is defined at the design stage based on the real process rather than connecting everything at once. For each integration we specify which system is the source of truth.

Who maintains self-hosted Plane after implementation?

A self-hosted version needs someone responsible for the server, backups and updates — your administrator or a contractor. We deploy Plane on servers in Kazakhstan, configure the system and hand over the operating and maintenance procedures to the owner. The format of ongoing support is agreed separately.

Can we start with free Jira?

Yes. Jira Cloud is free for teams of up to 10 users, which is enough to test the workflow during a pilot. If you need process automation, advanced access rights or more users, we move to a paid plan without migrating the data.