Automate Task Creation in Bitrix24 CRM: Step-by-Step Guide with Robots

A manager spends half an hour daily manually assigning tasks for deals — a contract not sent, a client waiting three days. That's 120 hours a year, equivalent to $3,600 at $30/hour, better spent on sales. According to statistics, about 20% of tasks are lost with manual assignment — a manager forgets to call, misses a deadline. Automation reduces this to zero. We solve this with automated CRM robots: when a deal reaches a specific stage, Bitrix24 automatically creates a task with an assignee, deadline, and checklist. Robots work 24/7 — the task is created instantly, even if the manager is on vacation. Based on our implementations, automation reduces lead processing time by 40% and eliminates human errors. In companies with 15 managers, savings reach 9 hours per week, or $11,700 annually. Setting up robots takes one day — and managers will never miss a task again.

How to Set Up Automatic Task Creation in Bitrix24

The main tool is the 'Create task' robot in the CRM automation section. It is added to any stage of the deal funnel. Robot parameters:

• Task title — supports field substitution: Prepare a proposal for {{Company name}}
• Description — template text with details: what to do, which documents to attach
• Assignee — a specific employee, the deal owner, or department head
• Deadline — absolute date or relative term: 'after 2 working days'
• Checklist — list of items the assignee must check off before completion

For more details on robot capabilities, refer to the official documentation.

How to Calculate the Deadline for a Task

Relative deadlines are the primary way to set due dates in automatic tasks. The robot calculates from the moment of task creation:

For correct calculation of working days, Bitrix24 must have a work schedule configured: Settings → Working hours.

Step-by-Step Robot Setup Guide

1. Go to CRM → Funnels and tunnels → select the required funnel.
2. On the stage where an automatic task is needed, click 'Automation'.
3. Add the 'Create task' robot.
4. Fill in the parameters: title, description, assignee, deadline.
5. For advanced scenarios, specify a task template ID.
6. Save and test: move a deal through the stages.

Typical Scenarios

• Stage 'New deal' → task to manager 'Contact the client within 1 hour'. Checklist: clarify needs, record contact, schedule meeting or call.
• Stage 'Quote sent' → task to manager 'Follow-up after 3 days'. Description: call back the client, clarify decision, record feedback.
• Stage 'Contract' → task to lawyer 'Check the contract within 2 working days'. Checklist: details, payment terms, deadlines, liability.
• Stage 'Payment' → task to accountant 'Issue an invoice'. Deadline: 1 working 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, introductory call, send instructions, check after one week, collect feedback.

The template is created in advance in Tasks → Templates. In the robot, specify the template ID — the task will be expanded with all subtasks and checklists.

Execution Control

Automatic tasks create transparency: managers see which tasks are in progress, which are overdue, who is overloaded. To reinforce control, add a second robot — notification to the manager when a task is overdue. This allows responding to deviations on the day they occur.

Comparison: Manual Assignment vs Automation

Automation with robots is 10 times faster than manual assignment and completely eliminates human error.

Deliverables

Our turnkey package includes:

• Analysis of up to 10 deal funnels and identification of automation points
• Setup of 5-15 'Create task' robots with custom templates and deadlines
• Creation of 3-5 task templates with subtasks and checklists (up to 20 subtasks each)
• Configuration of work schedules for accurate relative deadlines
• Setup of overdue notifications for all task types
• Full funnels test with 5 test deals and bug fixes
• Training materials (PDF guide + 1 hour video) for managers
• 30-day post-implementation support via chat
• Access to our internal documentation and robot backup

What Our Work Includes

We provide a turnkey setup:

• Analysis of the sales funnel and identification of stages for automation
• Creation of 'Create task' robots with template texts and deadlines
• Setup of task templates with subtasks and checklists
• Configuration of work schedules for correct deadline calculation
• Setup of notifications to the manager on overdue tasks
• Testing: run a deal through the funnel, verify task creation
• Training managers to work with automatic tasks
• 30-day post-implementation support guarantee

Our team has years of experience with Bitrix24 and dozens of successful CRM automation projects. Get a consultation — we will assess your project in one day. Contact us to start automation.

How a corporate portal on Bitrix24 solves the problem of information chaos?

Employees spend up to 2 hours a day searching for files, emails, and solutions. Tasks get lost in dozens of chats, approvals get stuck for weeks. The manager learns about missed deadlines only at a meeting. A corporate portal on Bitrix24 ties every message, document, and task to a single context. You get a transparent picture of work: who is working on what, which stages, where bottlenecks are. Wikipedia: Information silo describes how unorganized data reduces productivity – a portal cuts that loss by 60–70%.

We will evaluate your project for free – contact us to get the architecture in 2 days. A medium‑sized company typically saves 2.5 million rubles annually after deployment (based on our projects).

What does the portal offer in daily work and why is it better than messengers?

In messengers, information is unstructured – discussions get buried within a week. On the portal, every message is tied to a task, project, or document. Employees spend up to 30% of their work time searching for data (McKinsey). The portal reduces this time by 2–3 times thanks to structured repositories and full‑text search.

Communications. Activity stream, messenger, and video calls are tied to specific tasks. Any discussion can be found six months later – in a messenger it would be buried within a week.

Tasks and projects. Kanban, Gantt, checklists, dependencies, time tracking. Each employee's efficiency is visible in reports – no need to wait for a meeting.

Document flow. Approval routes through the business process designer: leave request → manager → HR → accounting. Electronic signature, versioning, deadline control. Integration with electronic document management (SBIS, Diadoc) via REST API.

HR. Onboarding of new employees, leave/travel requests, organizational structure, absence schedule. An employee knows where to go from day one.

Knowledge base. Bitrix24 wiki engine: regulations, instructions. Knowledge does not leave with departing employees.

Implementation example. For a manufacturing company with 320 employees, we deployed a portal with integration of 1C:SALARY AND HR MANAGEMENT and Active Directory in 4 months. Travel request approval time decreased from 3 days to 4 hours. Savings on employee idle time amounted to 1.5 million rubles per year. Managers receive automatic reports on department efficiency. Customer response time decreased by 20%. Portal payback period is 7 months.

How does integration with 1C and Active Directory accelerate HR management?

Integration with 1C:Enterprise via the b24connector module or custom REST handler: a leave request is approved on the portal through a business process and automatically enters 1C:SALARY AND HR MANAGEMENT for vacation pay calculation. Active Directory (SSO via the ldap module) – the employee account is created once in AD and synchronized to the portal, email, VPN. Upon dismissal, it is blocked everywhere. Manual account creation is eliminated, errors are minimized.

Types of corporate portals and key integrations

Additional integrations that deliver real value:

• Email: Exchange via EWS API or IMAP, calendar synchronization, creating a task from an email.
• IP telephony: Asterisk, Mango Office, Zadarma via REST API – calls from the portal, contact card, call recording.
• Video conferencing: built‑in video calls or integration with Zoom/Teams via marketplace.
• EDI: SBIS, Diadoc via REST API – fully electronic document flow with counterparties.

Security and compliance with Federal Law 152‑FZ

The portal contains personal data, financial reports, strategic plans. We guarantee protection:

• role model via CGroup and section‑level permissions;
• two‑factor authentication (OTP, Yandex.Key, SMS);
• audit of all actions (b_event_log);
• TLS encryption for transmission and disk encryption;
• full compliance with Federal Law No. 152‑FZ "On Personal Data".

How is implementation carried out? Step‑by‑step plan

1. Audit — we record current processes, measure time losses.
2. Design — choose portal type, plan integrations.
3. Implementation — configure business processes, permissions, interface.
4. Test — pilot group tests scenarios, we fix issues.
5. Launch — connect all employees, train, hand over documentation.

What you receive after implementation

• Project documentation: architecture, integration scheme, business process diagrams.
• Configured portal with all integrations (1C, AD, telephony, EDI).
• Business process descriptions and instructions for administrators and users.
• 30 days of technical support after launch.
• Access to our knowledge base and migration scripts.

Post‑launch support: how to prevent the portal from becoming obsolete

After six months, many portals become abandoned. To avoid this, we offer packages with fixed SLA and a dedicated administrator. Performance monitoring, platform updates, user administration, development of new modules. Our team has over 10 years of experience and more than 50 implemented corporate portals on Bitrix24. We are a certified 1C‑Bitrix partner, guaranteeing quality and deadlines.

Mobile access. Native Bitrix24 app (iOS/Android) with push notifications, tasks, chats. Responsive web interface for extranet users (no app installation required). Offline access to documents and tasks, sync when connectivity is restored.

Order a turnkey corporate portal implementation

Schedule a free audit – we will evaluate your project, propose architecture, and give clear timelines. Get a comprehensive proposal and see that the portal pays for itself within the first six months. Contact us today.