Templates serve as reusable blueprints that standardize business processes by defining consistent steps structures and rules which can be launched repeatedly to ensure work quality and maintain organizational knowledge.
Introduction
Tallyfy is a workflow platform designed for non-technical people.
- How can AI help create procedures quickly instead of writing for hours?
- How do you ensure people actually follow processes?
- How can tasks get done without constant reminders?
- How do you prevent tasks from being forgotten?
- How can you improve processes that nobody follows?
- How can AI automate tasks when everyone does them differently?
- How do you make sure work gets done the same way every time?
These are massive, under-rated, basic problems. It’s very hard to use the power of AI if you don’t have any agreed process with clear steps that people already follow.
It’s like trying to build the roof of a house when you haven’t even built the foundation! To run far better, digitized operations - you need to work on 3 stages, in this order.
Keep all procedures in one place. People always forget stuff (it’s called the “Forgetting Curve”), so having everything in one place helps everyone remember how to do things right. This is a great start, but if nobody reads this stuff - what’s the point? And no - “quizzes” and “tests” will never work. Move up to stage 2.
See who’s doing what with automatic reminders. Using the guides helps people learn better, cuts down on update meetings, and makes sure work gets done the same way every time. It also makes sure that work and outcomes are consistent, predictable and standardized. Amazing, right? Move on to stage 3.
Use AI to improve and automate your processes. Bake in improvements without retraining. Making every step better without hassle gives you an incredible competitive advantage as a business. It’s like a secret recipe for compounding success.
Improve 1% each day and you’ll end up 37 times better after a year. James Clear
You can’t improve or automate steps in a process that aren’t documented and followed. Repeatable processes are far more valuable than projects because they are standardized, predictable, automatable, and improvable.
Tallyfy helps you reduce routine work, track tasks in real time, and improve quality and efficiency through repeatable processes.
Workflow automation eliminates time-wasting manual tasks and reduces errors, addressing issues like inconsistent processes and poor visibility into work status.
Tallyfy provides a structured, transparent system for smooth work handoffs, consistent standards, and clear accountability, freeing teams to move on with higher-value activities.
- Document your processes clearly.
- Launch standard workflows easily.
- Track task progress live.
- Automate repetitive steps using rules.
Many vital business processes involve team or task workflows that lack dedicated software and are often managed informally via email, chat or spreadsheets. Tallyfy empowers business users to directly manage these by:
- Quickly documenting them as reusable templates.
- Launching and tracking them consistently.
- Automating steps where possible.
This self-service approach for the long tail of your processes, with IT support - reduces wasted effort and shadow IT. It brings visibility and standards to all workflows, not just the big and frequent ones.
Focus on processes currently managed manually via email, chat or spreadsheets where no dedicated app exists.
Tallyfy is particularly effective for processes that:
- Need structured data: Require consistent information collection from your team or clients.
- Are frequent: Occur often enough to benefit from digitization.
- Require standardization: Workflows where it’s important that tasks are done the same way every time to ensure quality or meet compliance standards.
- Need to scale or automate: Processes you want to establish correctly now so you can handle higher volumes or automate steps in the future.
- Are complex: Procedures with many steps, details, or conditional rules (like “if this, then that”) that are hard for one person to remember accurately.
- Require an audit trail: Any workflow where you need proof that specific steps were completed correctly and by whom.
- Need tracking: Processes that require visibility for those doing the work, their managers, company leaders, or even customers.
- Must be predictable: Workflows where everyone involved needs to know what has happened and what comes next.
If your process has one or more of these characteristics, Tallyfy can help you run it better.
Tallyfy helps organizations by:
- Saving time: Reduce routine administrative work.
- Controlling quality: Maintain consistent standards for all processes.
- Showing real-time status: See who is assigned what and track progress live.
- Automating handovers: Pass tasks between people smoothly.
- Improving continuously: Make processes better using data and feedback.
- Repeatable processes, not just one-off projects.
- Simple conditional logic (“if this, then that”), not complex flowcharts.
- Workflows centered on tasks, not just data storage.
- Integrating documentation with automation.
The most effective way to start with Tallyfy is in phases:
- Document and centralize. Document your main processes as Tallyfy templates, using AI features or importing existing documents. Centralize your standard operating procedures (SOPs) here.
- Launch and track. Launch key templates as active processes. Track task completion and introduce your team to completing tasks in Tallyfy.
- Automate and improve. Explore automations to streamline workflows. Use feedback and analytics data (if available) to continuously refine your templates.
Starting with documentation provides a solid foundation before introducing tracking and automation. This phased approach helps smooth the transition for your team.
Templates are central to Tallyfy. You can:
- Build a template from scratch.
- Use Tallyfy AI to generate a template draft.
- Import procedures you already have documented.
There are two main types of templates:
- Procedure templates: Define step-by-step processes, SOPs, or how-to guides containing tasks (e.g., employee onboarding, purchase approvals).
- Document templates: Create standardized documents, policies, or reference materials with fillable fields (e.g., social media policy, client contact list, WiFi passwords).
Here’s an example of a customer onboarding template:
After creating a template, launch specific instances called processes:
- Choose your template.
- Name the process instance descriptively (e.g., “Onboarding for Samsung,” not just “Customer Onboarding”).
- Enter any required kick-off information.
- Assign relevant people.
- Launch the process.
Clear, specific names make processes easy to identify.
Tallyfy automatically:
- Assigns tasks per the template.
- Sends relevant email updates.
- Tracks task completion status.
- Manages follow-ups and task handoffs between steps.
All participants can view the process status visually:
Individual tasks show detailed information and action buttons:
Tallyfy helps improve repeatable processes by enabling you to:
- Collect feedback via comments within tasks and processes.
- Monitor task durations to identify bottlenecks.
- Easily update templates with improvements.
- Make lasting changes to standard procedures, preventing repeated mistakes.
Follow these tips when building your templates.
List the main process steps, then add details later. Tallyfy AI can help draft an initial outline:
Begin step descriptions with an action verb (e.g., Send, Review, Upload) and clearly state the required action.
- Good: “Email the estimate to the customer for approval.”
- Avoid: “Customer estimate handling.”
Include images and videos in step descriptions to clarify complex instructions:
Select the appropriate type (Task, Approve/Reject, Expiring Step, Email Draft, Auto-Send Email) for each step:
Specify who needs to complete each task:
Define task due dates based on the process start date or the completion of previous tasks:
Apply conditional logic (“if this, then that” rules) for adaptive processes:
Use kick-off forms to gather information before a process starts:
Tallyfy document templates create forms for use within the platform, not primarily for download.
Click New Field to add various form fields, like Short text, Long text, Date, and more.
Use Existing fields to add fields already defined elsewhere, ensuring consistency:
Tallyfy offers major advantages over how people do this stuff today.
- You can actually run and launch it - it’s not just for reading.
- Integrates tasks within documentation.
- Offers reusable snippets.
- Includes automatic content translation.
- Tracks changes with version control.
- Tracks viewing stats for each process.
- Provides structured workflow management.
- Avoids multiple file version issues.
- Offers role-based access control.
- Enables process automation and real-time tracking.
Learn how to create templates.
- Essentials
- Compliance
- Integrations
- Launching
- Tracking
- Getting started
- Settings
- Pricing
- Miscellaneous
Tallyfy streamlines process documentation through three template types: Procedures for step-by-step workflows Documents for standardized forms and Forms for simple data collection enabling consistent execution across organizations.
Process Improvement > Understand your current processes with Tallyfy
Documenting existing workflows in Tallyfy enables clear process understanding through simple templating dynamic documentation and AI-powered capture without requiring complex flowcharts or specialist knowledge.
Tallyfy offers multiple ways to create reusable process templates including starting from scratch using AI assistance or uploading existing documents while enabling exact imports through manual HTML conversion for compliance needs.
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