Automatic Task Setup for Managers in Bitrix24
A deal moves to "Document Preparation" stage, but the manager doesn't know — no one assigned a task. The contract isn't sent, the client waits three days, then calls himself. A manager spends half an hour daily manually assigning tasks by deal. All this is automated by CRM robots: when a deal transitions to the right stage, B24 automatically creates a task with responsible party, deadline, and checklist.
The "Create Task" Robot
The main tool is the "Assign Task" robot in CRM automation. It's added to any deal funnel stage. Robot parameters:
-
Task Title — supports field substitution:
Prepare proposal for {{Company Name}} - Description — template text with details: what to do, which documents to attach
- Responsible — specific employee responsible for the deal or department head
- Deadline — absolute date or relative: "in 2 business days"
- Checklist — list of items the responsible party must check before completion
Calculating Deadlines
Relative deadlines are the main way to set them in automatic tasks. The robot calculates from task creation moment:
| Parameter | Example | Result |
|---|---|---|
| In N days | 3 days | Deadline in 3 calendar days |
| In N business days | 2 business days | Skips weekends |
| In N hours | 4 hours | For urgent tasks |
| Specific date from deal field | "Delivery Date" field | Deadline tied to business logic |
For correct business day calculation in B24, set up work schedule: "Settings → Work Time".
Typical Scenarios
"New Deal" stage → task to manager "Contact client within 1 hour". Checklist: clarify needs, record contact, schedule meeting or call.
"Proposal Sent" stage → task to manager "Follow-up in 3 days". Description: call client back, clarify decision, record feedback in the deal card.
"Contract" stage → task to legal "Review contract in 2 business days". Checklist: company details, payment terms, deadlines, liability.
"Payment" stage → task to accountant "Issue invoice". Deadline — 1 business day.
Subtasks and Templates
For complex stages, the robot can create a task from a template with subtasks. Example: "Client Onboarding" template contains 5 subtasks — access setup, intro call, send instructions, check in a week, collect feedback.
The template is created in Tasks → Templates. In the robot, specify the template ID — the task expands with all subtasks and checklists.
Execution Control
Automatic tasks create transparency: the manager sees which tasks are in progress, which are overdue, who's overloaded. To strengthen control, add a second robot — notify the manager if a task is overdue.
What We Configure
- Identification of funnel stages requiring automatic tasks
- "Assign Task" robots on each stage with template text
- Deadline calculation: business days, hours, tied to deal fields
- Task templates with subtasks and checklists
- Manager notifications for overdue tasks
- Testing: run deal through funnel, verify task creation