Guest users in Tallyfy allow external collaborators like clients vendors and contractors to complete assigned tasks through secure email links without creating accounts or incurring costs while maintaining limited access to only their specific assigned work.
Assign tasks to guests
Assigning tasks to guest users in Tallyfy is straightforward - just enter their email address when assigning any task, and they’ll receive a secure link1 to complete their work without needing an account. Here’s exactly how to do it.
- Administrator or Standard member permissions (Light users can’t do this)
- The guest user’s email address
- A process template or running process with the task you want to assign
The most efficient approach? Set up guest assignments right in your template. That way, every time someone launches the process, the right external people get their tasks automatically.
- Open the process template you want to edit.
- Navigate to the step (task) you want to assign to a guest.
- Click the Assign tab for that step.
- Choose Guest as the assignment type.
- Type the guest’s email address into the assignee box.
- Press Enter/Return key to confirm the email - this step is crucial for the email to be properly registered.
When someone launches this template later, Tallyfy automatically assigns this task to your specified guest. No extra steps needed.
Sometimes you realize mid-process that you need external help. No problem - you can assign tasks to guests even after a process is already running.
- Go to the running process that contains the task.
- Find the task you want to assign.
- Click the assignee box (it might say “Unassigned” or show someone else).
- Choose Guest from the options.
- Type in the guest’s email address.
- Press Enter/Return key to confirm the email before saving.
- Click Save.
Done. The guest receives an email with a secure link to view and complete their task - they won’t need to create an account or remember any passwords.
Here’s a neat trick: you can assign a guest simply by mentioning their email in a task comment. Quick and easy.
- Open the task you want to assign.
- In the comment box, type
+followed immediately by the guest’s email address (e.g.,+guest.email@example.com). - Post the comment.
Example comment:
+guest.email@example.com Please review this.The moment you type +guestemail@domain.com in a comment, Tallyfy assigns that guest to the task. This works when editing templates or in tasks of running processes. It’s the fastest way to bring outside people into your workflow - especially handy when you’re already discussing the task in comments.
Once you’ve assigned a task to a guest, here’s what they experience:
- They receive an email with a secure link directly to their task
- They click the link and complete the task - no login required, no passwords to remember
- If they have multiple tasks, they’ll see them all on their personal guest dashboard
- Once they mark it complete, you’ll see “Completed” status in your process view
Simple for them, transparent for you.
Need to keep track of guest assignments? Tallyfy makes it easy:
- View all guest tasks in one place: Settings > Organization > Guests.
- Lost a guest link? Find and resend guest links anytime.
- Monitor progress through your process dashboard - see exactly which guest tasks are pending or complete.
- Need to reassign? You can change task assignments whenever necessary.
Important behavior: When you assign a task to a guest, you (or another member) are automatically co-assigned to that task.
Why this requirement exists:
- Comment routing - Guest questions and comments need a member to receive notifications
- Approval authority - Members maintain oversight and can approve guest work
- System notifications - Ensures someone internal tracks guest task progress
- Accountability - Creates clear ownership for external collaboration
- Guest limitations2 - Guests cannot @-reply internal members (member list is private to guests)
Impact on your task list:
- Guest tasks appear in your personal task list until completed
- If you delegate 10 guest tasks, you’ll have 10 pending tasks yourself
- These tasks remain “active” for you even if the guest is working on them
Managing the task burden:
- Current workaround: Use filters to separate your actual work from guest oversight tasks
- Future solution: A “watching” feature is in development that will:
- Allow monitoring guest tasks without being assigned
- Send notifications without cluttering your task list
- Maintain oversight with less administrative burden
- Separate “doing” tasks from “monitoring” tasks
Best practice: Designate specific team members as guest task coordinators to centralize this oversight role rather than distributing it across many employees.
Tallyfy guests are external collaborators like clients suppliers and contractors who complete specific workflow tasks through secure email links without needing accounts or paid seats while maintaining limited access only to their assigned tasks.
Tallyfy guests enable external clients suppliers contractors and business partners to complete specific workflow tasks and forms through unique secure links without requiring full accounts while maintaining unlimited free access and ensuring all external participation is tracked as integrated parts of larger organizational workflows.
Guests > Get a guest's unique link
Guest task links are web addresses that allow external people to access specific tasks without creating a Tallyfy account and can be found either through the task menu or the main guest list in Settings.
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