Guests

What are guests in Tallyfy?

Guests are people outside your company (like clients or suppliers) who you need to complete specific tasks or fill out certain fields. You can have unlimited guests for free in Tallyfy.

Member vs. Guest: Employee Badge vs. Visitor Pass

Here’s an easy way to think about the difference:

• Member: Like an employee with a company ID badge. They log into Tallyfy, have a specific role (Admin, Standard, or Light), and can access different parts of Tallyfy based on their role, just like an employee uses their badge to get into different office areas.
• Guest: Like a visitor given a temporary visitor pass for one specific meeting or task. They don’t get a full login or badge. Their pass is the unique forever link sent in their email. This link lets them access only the specific task they need to work on, like a visitor pass only works for one specific room. They can’t access other tasks or processes.

This lets you work with outside people on specific tasks without giving them access to your whole Tallyfy account.

When you build a process template, you decide who does each step. You can assign a step to:

• Specific people or groups.
• A job title (like “Account Manager”).
• A guest (someone outside your company).

Key things to know about guests:

• A guest gets a private, unique web link sent to their email. This link is sometimes called a forever link because it doesn’t change unless the guest’s email changes or a member resets it.
• Guests use this link to do their tasks. They don’t need to sign up or log in, making it easy for them.
• Guests only see the specific tasks assigned to them, not the whole process. If a process has 20 steps but only 2 are assigned to a guest, they will only see those 2 steps.
• Guests can pass their task on to another guest if needed (e.g., if a client needs someone else in their company to handle it). They do this by adding the other person’s email as an assignee on the task.
• A task assigned to a guest must also have at least one internal member assigned. This member acts as the internal contact, ensuring someone inside your company sees comments or gets notified.
• Tallyfy automatically emails guests reminders about their tasks. You don’t need to chase them manually.
• Guests can choose how often they get summary emails (daily digest) and manage their email settings.
• You can see a history of emails sent to a guest in Settings > Guests.
• Guests can change the display language in Tallyfy, including the task instructions (if you have automatic translation set up).

To learn more about guests:

• Convert a guest into a member
• Complete guide to guest user management
• Assign tasks to guests
• The guest view
• Re-open tasks as a guest
• Get a guest's unique link
• What is a guest

Related articles

Guests > What is a guest

External users called Guests can freely complete specific assigned tasks in Tallyfy through unique links without needing a full account while maintaining limited access to only their designated items.

Guests > Complete guide to guest user management

Complete guide to managing guest users in Tallyfy, including inviting guests, setting permissions, tracking their tasks, and resolving common guest access issues.

Features > Customer facing

External collaborators can seamlessly participate in workflows through unique email links without needing accounts while maintaining access only to their assigned tasks and seeing your company branding throughout their experience.

Guests > Get a guest's unique link

Guest task links enable external users to access specific tasks without requiring a Tallyfy account by using special web addresses that remain functional even after task completion.