Project Management in Bitrix24: Tasks, Gantt, Scrum and Workload Planning

Tasks and Projects: The Foundation

Bitrix24 (Alaio) tasks give every team member a clearly defined role - assignee, creator, co-executor, or observer - with deadline counters, checklists, file attachments, and overdue alerts built into every task card.

At the core of Bitrix24 project management is the Tasks & Projects module. Each task carries:

• Roles: creator (the person who set the task), responsible (accountable for delivery), co-executors (contributors), and observers (stakeholders who only watch)
• Deadline and overdue counter: the system automatically flags a task as overdue and notifies the creator; one task can accumulate multiple overdue marks across a billing period
• Checklists: ideal when a task involves several sequential steps or a set of deliverables (documents, designs, approvals). Items can be reordered, edited, and checked off, making progress instantly visible to all participants
• File attachments: any number of files in any format can be added directly to the task card
• Linked tasks: dependencies between tasks can be set explicitly, allowing chains of work to be tracked end-to-end
• Custom fields: numeric and text properties can be added to tasks and used in filters - useful for categorising task types or tagging project codes

Projects and groups act as containers. You can create as many groups as your portfolio requires, each with its own custom task stages separate from the company-wide stages.

The mobile app gives full access to all task functions, so field teams and remote workers stay in the loop without being desk-bound.

Gantt Chart: Scheduling and Dependency Management

Bitrix24's built-in Gantt chart is not just a read-only visual - dragging a task bar actually shifts the task deadline, making it an active scheduling tool rather than a reporting snapshot.

For any project group, switching to Gantt view renders all tasks as horizontal bars on a timeline, ordered by the sequence in which they should be completed. The key practical point: the chart is interactive. Sliding a bar reschedules the underlying task. This means PMs can adjust delivery plans directly on the chart without hunting for individual task cards.

Use the Gantt chart when:

For engineering or construction workflows - where project leads must coordinate multiple engineers across multiple sub-projects simultaneously - the Gantt view becomes a coordination hub, letting senior project managers see at a glance who is working on what and when.

Tasks, projects, and CRM deals interact inside Bitrix24, feeding into Gantt scheduling and the reporting layer.

The flow shows CRM deals and standalone task groups both feeding tasks into Bitrix24's project management layer, which surfaces timeline data in the Gantt chart and workload data in the efficiency dashboard, with export available to Excel for external reporting.

flowchart LR
    CRM[CRM Deal / Lead] -->|spawns task| TASKS[Tasks & Projects]
    GROUP[Project Group] -->|contains tasks| TASKS
    TASKS -->|timeline view| GANTT[Gantt Chart]
    TASKS -->|sprint board| SCRUM[Scrum / Kanban]
    TASKS -->|hours & overdue| WORK[Workload & Efficiency]
    WORK -->|export| EXCEL[Excel Report]
    GANTT -->|reschedule| TASKS

Kanban and Scrum Boards

Bitrix24 offers both Kanban (for continuous flow) and Scrum (for sprint-based delivery), letting a single team switch methodology per project without leaving the platform.

Kanban in Tasks

Each task card on the Kanban board shows:

• Creator and responsible person
• Deadline
• New-comment counter (so nothing gets missed in a busy board)
• Attached files
• Checklist progress

Stages can be global (shared across the whole company) or per-project - you can create any number of custom columns to match your actual workflow rather than fitting into a preset process.

Scrum Boards and Streams

The Scrum board is designed for teams running sprints. Backlog items move into sprints, and the board tracks progress through the sprint cycle. Streams within the Tasks & Projects block allow parallel workstreams to be managed without mixing them into the same backlog.

For teams that have migrated from tools like monday.com or Jira, the Scrum board provides a recognisable structure while keeping everything linked to CRM data - a combination that's hard to replicate with standalone project tools. See how Bitrix24 compares to monday.com for a detailed feature-by-feature breakdown.

Recurring Tasks and Task Templates

Task templates and recurring schedules eliminate manual re-creation of routine work - a template defines roles, checklist, deadline offset, and recurrence frequency once, then the system generates the task automatically on schedule.

Routine processes - weekly team meetings, monthly reports, periodic compliance checks - are natural candidates for recurring tasks. The setup flow:

1. Create a task template with a name, description, and pre-filled checklist
2. Assign roles: who creates it, who is responsible, who observes
3. Set a deadline offset (e.g., due 24 hours after creation)
4. Choose recurrence: daily, weekly, monthly, or a custom schedule

When the task fires, the responsible person is notified automatically. If the deadline passes without completion, the task is marked overdue and the creator is alerted. This keeps recurring operational processes accountable without relying on anyone's memory.

Templates are equally valuable for onboarding new clients, project kickoffs, or any scenario where the same task structure repeats across different context (e.g., one template per client type).

CRM-to-Task Integration: Linking Deals to Delivery

Tasks created directly from a CRM deal inherit the deal context - they appear both in the task module and inside the deal card, so account managers and delivery teams always see the same status without duplicating information.

This integration is one of Bitrix24's strongest differentiators for teams that sell and then deliver. Typical workflows enabled:

• Sales-to-ops handoff: when a deal moves to a "Won" stage, a robot can auto-create a project task (or a full task group) assigned to the delivery team
• Task from a deal card: a sales manager can create a task for a technical colleague directly from the deal, without switching to the task module
• Shared visibility: the deal card shows all linked tasks and their statuses; the task module shows which deal a task belongs to
• Filtering by deal or project: tasks can be filtered to show only those tied to a specific CRM entity, keeping long task lists navigable

For companies in project-driven industries - engineering, IT, construction, lighting production - this CRM-task link means the pipeline and the delivery schedule live in one place. If your team is in IT services, the Bitrix24 for IT & Software Companies article covers how the full project-billing-CRM loop is typically configured.

Workload Planning and Efficiency Tracking

The Efficiency section of Tasks shows each employee's total active tasks, overdue count, and task remarks, giving team leads a real-time workload signal without needing a separate resource management tool.

Key metrics visible in the efficiency dashboard:

For organisations where shared specialists work across multiple projects simultaneously - for example, engineers allocated by a group leader across different project managers' workstreams - Bitrix24 supports a coordination layer where senior resource owners can approve or block allocations before project leads commit an engineer's time. This prevents competing claims on the same person on the same day.

The workload view complements the Gantt chart: the Gantt shows when work is scheduled; the efficiency panel shows whether the people responsible are keeping up.

Task Reports, Filters and Exports

Bitrix24's standard task reports let managers view execution discipline by employee, with overdue breakdowns and full export to Excel - covering most reporting needs without custom development.

Built-in reporting capabilities:

• Filter tasks by assignee, deadline, project, stage, custom field value, or any combination
• "I manage" view: shows all tasks where the current user is creator - ideal for managers checking on delegated work
• Export task lists to Excel with the current filter applied
• Standard reports show task counts, overdue rates, and completion metrics per employee or per project group

Based on implementation experience, the standard filters and reports satisfy most teams' needs out of the box. Where clients require colour-coded deadline indicators (e.g., tasks turning red/amber/green by urgency), that goes beyond native functionality and typically requires a custom development effort - budget and scope should be confirmed at the requirements stage.

For automated time-tracking and billing exports - where hours logged against tasks need to flow into a billing module - the requirement should be scoped carefully, as the standard Bitrix24 time-tracking tools have limits and more complex scenarios may need integration or custom smart processes.

For broader analytics across CRM and projects together, the Bitrix24 CRM Analytics and Sales Dashboards article covers how the reporting layer works across the platform.

Setup, Training and What to Expect from Implementation

A typical task module setup and team training engagement runs 1-6 hours of structured sessions, covering filters, templates, CRM-linked tasks, project groups, and reports - usually delivered remotely with a session recording.

Based on real project data from our implementations, here is what the training scope typically looks like:

All sessions are delivered remotely with screen recording, so teams can revisit the material. For organisations deploying Bitrix24 for the first time, working through a structured discovery process before configuration begins is strongly recommended - the Bitrix24 Onboarding Questionnaire covers the key questions to answer before a single setting is touched.

For teams in manufacturing or engineering who need project management linked to production orders and delivery timelines, the Bitrix24 for Manufacturing Companies article shows how the task and CRM layers are typically combined in that context.

If you are evaluating Bitrix24 against other platforms on total cost and capability, the Bitrix24 Implementation Cost & Timeline article provides real benchmark data across project sizes.