Assigning tasks to guest users in Tallyfy is straightforward - just enter their email address when assigning any task, and they’ll receive a secure link to complete their work without needing an account. Here’s exactly how to do it.
What you need
Administrator or Standard member permissions (Light users can’t do this)
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.
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.
When someone launches this template later, Tallyfy automatically assigns this task to your specified guest. No extra steps needed.
Method 2: Assign after starting the process
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.
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.
Method 3: Assign using a comment
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.
What happens after you assign a task to a guest?
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.
Managing tasks assigned to guests
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.
This comprehensive guide explains how to effectively use Tallyfy’s guest user system to include external participants in workflows through secure email-based access without requiring paid accounts while maintaining proper security and process control.
Tallyfy guests are external stakeholders who can complete specific workflow tasks through secure email links without needing full accounts or paid subscriptions while maintaining limited access to only 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.
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.
