Tallyfy’s guest feature enables external collaborators to access and complete specific assigned tasks without full system access, maintaining organizational security while members retain comprehensive platform privileges.
Guests
Guests are unlimited and free on Tallyfy. Guests are designed to be used for assigning transient people a one-time set of tasks or fields to fill out and complete.
When you are documenting any template, like a procedure - you need to make a decision on who that step is assigned to. You can assign a step to:
- A fixed set of people - this can include groups
- A job title. For example - “Project Manager”
- A guest. This explicitly indicates a task is for a guest. A guest is someone outside your company - like a client.
Important points about guests:
- A guest gets a private forever link which is unique to their email address. The forever link never changes if the guest email address never changes. A member can reset the forever link if you like.
- A guest uses Tallyfy via their forever link. They never need to signup or login, which removes extra friction and barriers to engagement.
- A guest can only see the specific tasks they are assigned to - not other tasks within the process. For example, let’s say a process has 25 tasks and 3 of those tasks are assigned to a specific guest. The guest will only see the 3 tasks assigned to their email address.
- A guest can delegate a task to another guest by adding assignees to a task. This is very useful for example, when a customer wants to delegate a task or a form to someone else within their company. It helps people outside your company self-organize to get things done.
- A task assigned to a guest must always have at least one member assigned to it as well. The reason is that the member acts as a chaperone and comments on the task notify someone within the company, instead of nobody being made aware of them.
- A guest is automatically notified and reminded of their assignments. You don’t need to do anything manually. Just enter their email address, and Tallyfy handles the rest.
- A guest can set their own daily digest frequency and email preferences.
- You can see logs of which emails a guest received in Settings > Guests
- A guest can change the language of the UI and the language of content within Tallyfy (if you’ve enabled a language API like Azure AI)
To learn more about guests:
- Convert a guest into a member
- The guest view
- Assign tasks to guests
- Re-open tasks as a guest
- Get a guest's unique link
- What is a guest
Guests > Assign tasks to guests
Tasks can be assigned to guests by selecting “Guest” or entering their email in the Assign tab, during process launch, through task comments using ‘+email’, or after launching a process via the assignee dropdown menu.
Tallyfy’s guest view provides a user-friendly dashboard where guests can monitor their assigned processes, track task progress, view details, receive notifications, and stay updated on their workflows through a simple login system.
Edit Task > Assign members or guests after launching
Members can be assigned to tasks through various methods in Tallyfy, including template assignments, process launch assignments, and direct task assignments, ensuring clear responsibility allocation and workflow efficiency.
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