Assign tasks to guests

How to assign tasks to guest users

What you need

• Permission level of Administrator or Standard member.
• The guest user’s email address.
• A process template or a running process that has the task you want to assign.

Guest email domain restriction

Guest email addresses cannot be from the same domain as your organization. For example, if your company uses mydomain.com email addresses, you cannot assign guest tasks to emails ending in @mydomain.com. This restriction ensures proper separation between internal members and external guests.

Method 1: Assign when building the template

1. Open the process template you want to edit.
2. Go to the step (task) you want to assign to a guest.
3. Click the Assign tab for that step.
4. Choose Guest as the type of person to assign.
5. Type the guest’s email address into the assignee box.

When someone launches this template later, Tallyfy will automatically assign this task to the guest you entered.

Assigning many tasks quickly

If you need to assign many tasks to guests in a template, try using the Power Assign tool to speed things up.

Method 2: Assign after starting the process

If a process is already running, you can assign a task to a guest:

1. Go to the running process that contains the task.
2. Find the task you want to assign.
3. Click the assignee box (it might say “Unassigned” or show someone else).
4. Choose Guest from the options.
5. Type in the guest’s email address.
6. Click Save.

The guest will get an email with a special link to view and complete their task.

Method 3: Assign using a comment

You can also assign a guest just by mentioning their email in a task comment:

1. Open the task you want to assign.
2. In the comment box, type + followed immediately by the guest’s email address (e.g., +guest.email@example.com).
3. Post the comment.

Example comment:

+guest.email@example.com Please review this.

Typing +guestemail@domain.com in a comment automatically assigns that guest to the task. This works when editing templates or in tasks of running processes. It’s a fast way to bring outside people into your workflow.

What happens after you assign a task to a guest?

When a guest gets assigned a task:

• They get an email with a special link to their task.
• They can open the link and complete the task without needing to log into Tallyfy.
• The task will also show up on their personal guest dashboard if they have other tasks assigned to them.
• After they complete it, the task will show as “Completed” in your process view.

Managing tasks assigned to guests

• You can see all tasks assigned to guests under Settings > Organization > Guests.
• You can find the guest links again anytime if you need to resend them.
• You can check if guests have completed their tasks from your process dashboard.
• You can change who a task is assigned to later if needed.

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Guests > What is a guest

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.

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Edit Task > Assign members or guests after launching

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