Setting Up Tasks and Projects in Bitrix24
Everyone uses tasks in Bitrix24 — but often as a notepad: create a task, write "make a mockup" in the description, assign someone. No deadlines, no checklists, no project connection. A month later, half the tasks are overdue, the other half are forgotten. The tasks module in Bitrix24 can do much more: templates, dependencies, automation by status, time tracking. You just need to configure it.
Projects and Groups
Tasks live in projects (also called workgroups). A project unites tasks, participants, and files in one place. Without a project, tasks are scattered across employee personal lists — managers can't see the full picture.
What we configure in a project:
- Participants and roles — owner, moderator, participant. Owner manages settings, moderator manages tasks, participant views project tasks.
- Task stages — a Kanban board for the project with custom stages: "New", "In Progress", "On Review", "Done". Stages are set in project settings.
- Project templates — typical projects (website launch, ad campaign, onboarding) are created from templates with pre-filled tasks.
Task Templates and Automatic Creation
Task templates standardize repetitive work. A template contains: title, description, checklist, assignee (or role), deadlines (relative — "3 days after creation"), project binding.
Templates with subtasks can deploy an entire process with one click. Example: "Commercial Proposal Prep" template creates a main task and three subtasks: "Gather Client Data", "Prepare Calculation", "Approve with Manager".
Via REST API, templates create tasks programmatically: method task.item.add with parameters TITLE, RESPONSIBLE_ID, GROUP_ID, DEADLINE, CHECKLIST. Used for automatic task creation from CRM — for example, a robot on a deal automatically creates a task to the legal team when moving to "Document Preparation" stage.
Automation: Robots on Task Status Changes
Bitrix24 supports robots in tasks — automatic actions on status change:
- Task moved to "Completed" → robot sends notification to project owner.
- Task overdue → robot creates notification to creator and changes priority to high.
- Task moved to "On Review" → robot assigns reviewer.
Robots are configured in Tasks → Robots. Available triggers: task creation, status change, overdue, assignee change.
Gantt Chart and Dependencies
For projects with sequential stages, use a Gantt chart: visual timeline with tasks. Dependencies between tasks ("task B starts after task A completes") are shown as links.
Dependencies are set manually in the task card: "Previous Task" field. If task A shifts — dependent tasks shift automatically.
Time Tracking
The task card has a timer — an employee clicks "Start" when working and "Pause" when switching focus. Accumulated time is visible in the task and in the labor report.
For control, managers use the Time by Tasks report — how many hours were spent on the project, on a specific task, by a specific employee.
What We Configure
- Project structure: create groups for departments and processes
- Custom task stages for each project
- Task templates with subtasks and checklists for typical processes
- Robots: auto-notifications on overdue, status change, completion
- CRM connection: automatic task creation from deal robots
- Team training: working with Gantt, timer, templates