Setting up task reminders in Bitrix24 CRM

Setting up reminders about activities in CRM Bitrix24

Activities in CRM Bitrix24 — are calls, meetings, emails and custom activities tied to leads, deals and contacts. Problem: manager scheduled 15 calls for the day, three of them — with major clients with big deals. Without properly configured reminders, all 15 calls have equal priority, and missed activities silently go to overdue without escalation.

Reminder setup — this is configuration of time, channel and logic for notifying about planned and overdue activities.

Activity types and their reminders

In Bitrix24 activities (Activities) divide into types:

Reminder settings set when creating activity: how many minutes/hours before deadline to notify. This works at single activity level, but doesn't solve system task — unified rules for entire department.

Company-level setup

1. Default values. In activity creation form "Remind in" and "Reminder type" filled manually. For managers not to forget — use business process on activity creation that checks reminder presence and sets default value if field empty.

2. Counters. Main control mechanism for activities in Bitrix24 — counters in left menu. Counter shows count of:

• Planned activities for today
• Overdue activities
• Activities without responsible

Counters configured in CRM → Settings → Other → Counters. Critical setting — "Count overdue": if disabled, manager doesn't see accumulated debt.

3. Robots for automatic activity creation. Instead of manual planning — robot CRM creates activity on deal stage transition. For example: deal moved to "Proposal Sent" → automatically create activity "Call customer" with deadline in 2 days and reminder in 1 hour.

Robot RobotActivity with parameters:

• SUBJECT — activity name
• END_TIME — deadline (supports expressions: {=DateAdd({=System:Now}, "2d")})
• RESPONSIBLE_ID — responsible (usually {=Document:ASSIGNED_BY_ID})
• NOTIFY_TYPE — reminder type
• NOTIFY_VALUE — how many minutes before

Escalation of overdue activities

Bitrix24 has no built-in escalation. Manager missed activity — it sits in counter, but manager doesn't know unless checks report.

Solution — business process or webhook, running by schedule:

1. Script via REST API (crm.activity.list) selects all activities with DEADLINE < NOW() and COMPLETED = N
2. Groups by responsible
3. If activity overdue more than 2 hours — sends notification to manager via im.notify.system.add
4. If more than 24 hours — reassigns activity to different manager or creates task for manager

Group reminders

For sales department useful morning summaries: activity list for today for each manager, sent to 09:00 in private chat. Implemented via Bitrix24 webhook, called by cron:

• crm.activity.list with filter DEADLINE for current day and RESPONSIBLE_ID = manager ID
• Forming summary text
• im.message.add to manager's private chat

Similarly — evening summary of unfinished activities at 17:00 for department manager.

Calendar integration

Activities of type "Meeting" automatically go to Bitrix24 calendar, and reminder works via calendar system. For sync with Google Calendar or Outlook — enable integration in Profile → Calendar → Sync. After this reminders work via external calendar too, convenient for traveling managers.

Setting up reminder system takes one working day: counter configuration, creating robots for automatic activities, escalation setup for overdue and testing on real scenarios.