Create and assign groups

Managing groups and assigning tasks

What you’ll need

• Administrator or Standard member permissions
• Access to the Settings section

How do I create new groups in Tallyfy?

1. Navigate to Settings > Organizations > Groups.
2. Click the + button to create a new group.
3. Give your group a name and description.
4. Add the people you want - both members and guests1.
5. Click Create. Done.

Using Groups for Recurring Guests

Here’s a time-saver: Create groups with guest emails you use often (like your client’s team). You won’t have to type those same email addresses again and again.

Assigning groups to tasks in templates

When you’re working with a process template, it’s simple:

1. Select the step (task) you want to assign.
2. Click the assignment box - you’ll see “Assignee” there.
3. Pick your group from the dropdown list.

Setting options for group assignments

You’ve got a few ways to control how group assignments work:

• Enforce maximum number of assignees² - this limits how many people from the group can work on one task
• Once enabled, you’ll set your maximum number
• Need assignments that change based on what’s happening in your process? That’s where assignment actions come in

How group assignments work

When you assign a task to a group, the person launching the process decides who actually gets it - they can pick specific people from that group or assign everyone (depends on how you’ve set things up).

Here’s the thing: In templates, you can only assign the whole group or specific people - there’s no middle ground. Once the process is running though? Any group member can jump in, edit the assignment, and take ownership.

Related articles

Edit Templates > Assign steps in the Tallyfy template builder

Tallyfy enables step assignment through multiple methods including specific members groups job titles guests or leaving steps unassigned with options for automation rules to dynamically adjust assignments based on process conditions and workflow requirements.

Documenting > Groups

Tallyfy groups enable efficient task assignment by organizing collections of people into reusable teams that automatically update membership when staff changes occur and allow mixed collaboration between internal members and external guests.

Tasks > Task assignment options

Tallyfy supports multiple task assignment methods including direct assignment to specific members role-based assignment to job titles and groups guest assignment for external collaborators and advanced features like conditional assignments bulk management and automated notifications to accommodate various organizational workflows and requirements.

Edit Templates > Understanding assignment types

Tallyfy templates allow you to assign tasks to specific people groups job titles or guests with options for automation rules to dynamically change assignments based on process conditions.

Footnotes

1. Unlimited free external users who access processes via guest_code without creating accounts ↩

2. Prevents task bottlenecks by distributing work across multiple group members simultaneously ↩