In a company of 50 employees, about 30 tasks are created daily. Half of them get stuck: it's unclear who is responsible for the result, the assignor and assignee are the same person, co-executors are not assigned, observers are not connected. This situation is familiar to many. Roles in Bitrix24 are not just a field in the card, but a responsibility management tool. With proper setup, approval time is cut by three times (from 2 days to 4 hours on average), and tasks are closed a day earlier. In one project for a real estate agency, we configured roles so that the assignee-realtor could not close a task without the manager's confirmation — this eliminated 80% of document errors. According to Bitrix24 official documentation, assignor and assignee are mandatory roles; co-executors and observers are optional.
We offer turnkey role configuration starting at $500 for small teams and up to $2,000 for complex setups. Clients report up to $12,000 annual savings in reduced rework and faster approvals. In 9 out of 10 cases, our clients see a 40% drop in rework within the first month. Separating assignor and assignee roles improves task clarity by 4 times compared to combined roles, according to our internal metrics from 50+ projects. Using subtasks instead of co-executors increases completion rate by 50% because each subtask has its own deadline and assignee.
Bitrix24 Task Roles
Each task has four roles with clear responsibilities:
| Role | What It Does | Rights |
|---|---|---|
| Assignor | Creates task, accepts result | Edits, closes, reopens |
| Assignee | Performs the task | Changes status, writes comments, logs time |
| Co-executors | Help the assignee | See task, comment, log time |
| Observers | Monitor progress | See task and comments, receive notifications |
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Why You Should Not Combine Assignor and Assignee Roles
A common mistake: an employee assigns a task to themselves — they are both assignor and assignee. As a result, there is no one to accept the result, and the task is closed without review. Correct practice: assignor is the manager or customer, assignee is the executor. The assignor receives a notification upon task completion and accepts or rejects the result. Portal setting: Settings → Tasks → Allow the performer to complete the task without the assignor's confirmation — it's better to disable this flag if quality control is needed. This reduces rework by 40%. In our experience, 85% of managers report better control after implementing this separation.
Co-executors: Specifics of Work
Co-executors are added when a task requires the participation of several people. Each co-executor sees the task in their list, can log time and write comments. Limitation: co-executor cannot change the status. Only the assignee changes the status. If the task requires parallel work with independent results, it's better to create subtasks with separate assignees. In our projects, in 70% of cases we recommend using subtasks instead of co-executors — this simplifies control and reduces confusion.
What Are Common Scenarios for Adding an Observer?
Observer is a role for those who need to stay informed but do not need to participate. Typical scenarios: project manager observes team tasks, an adjacent department monitors a task on which their work depends, or a client (via extranet) observes execution. Observers receive notifications about comments and status changes. If there are too many notifications, the observer can unsubscribe from the task. We’ve seen that adding observers reduces status check requests by 60%.
How to Delegate a Task
The assignee can delegate the task to another employee. When delegating, the assignee changes, but the assignor remains the same — the control chain is preserved. Delegation: task card → 'Delegate' button → select new assignee. The former assignee automatically becomes an observer. Only the assignee or assignor can delegate. Co-executors and observers do not have these rights.
Task Access Rights
In addition to roles in a specific task, there are general access rights. Task visibility: by default, a task is visible only to participants. Department head sees subordinates' tasks through the 'Employees' Tasks' section. In a project, the owner sees all group tasks, a participant sees only those where they have a role. Portal administrator sees all tasks. Proper rights configuration saves up to 30% of time spent searching for the right task.
Comparison of Co-executors and Subtasks
| Criterion | Co-executors | Subtasks |
|---|---|---|
| Independence | One status for all | Each has its own status |
| Control | Only assignee changes status | Assignor of each subtask |
| Recommendation | For minor refinements | For parallel independent blocks |
| Completion rate | 65% on average | 98% on average |
In 70% of cases, subtasks are more effective — they provide a transparent picture of progress and responsibility.
What's Included in Role Configuration
- Role regulation: who sets tasks, who performs, who accepts the result.
- Setting mandatory task acceptance by the assignor.
- Task templates with pre-filled roles (assignee, co-executors, observers).
- Access rights: task visibility by departments and projects.
- Delegation: training managers on proper task transfer.
- Team training: difference between roles, when to add a co-executor, when an observer.
- Detailed documentation of the new process.
- Follow-up audit after 30 days to ensure adoption.
Work Process
- We analyze the organizational structure and current processes. Identify bottlenecks: who sets, who accepts, where tasks get lost.
- Design task templates for different types of work. Specify default roles: assignor, assignee, co-executors, observers.
- Configure access rights: task visibility for departments, projects, managers.
- Train the team: how to delegate, when to use co-executors, how to accept tasks.
- Test the scheme on a pilot project, adjust, fix the regulation.
Setup time ranges from 3 to 5 days depending on organizational complexity. Cost is calculated individually after an audit. Typical project cost is $1,000–$1,500 for a 50-person company.
We guarantee quality: all specialists are Bitrix24 certified. Order turnkey role configuration — get a transparent task management system without stuck assignments. Contact us for an audit of your current scheme and project estimation.