Assign tasks to guests

How to assign tasks to guest users

Requirements

• Administrator or Standard member permissions
• Guest user’s email address
• A template or active process with tasks to assign

Method 1: Assign during template creation

1. Open the template editor
2. Navigate to the step you want to assign to a guest
3. Click the Assign tab
4. Select Guest as the assignment type
5. Enter the guest’s email address in the assignee field

When you launch the template, the system will automatically assign the task to the specified guest.

Power Assign for bulk guest assignments

For quickly assigning multiple tasks to guests, use the Power Assign feature to streamline the process.

Method 2: Assign after process launch

To assign a guest to a task in an active process:

1. Navigate to the process containing the task
2. Locate the task you want to assign
3. Click the assignee dropdown
4. Select Guest
5. Enter the guest’s email address
6. Click Save

The guest will receive an email notification with a link to access their task.

Method 3: Assign through comments

You can also assign a guest by mentioning them in a task comment:

1. Open the task you want to assign
2. Type a comment that includes +guestemail@domain.com (replacing with the actual email)
3. Post the comment

Example comment format:

+guestemail@domain.com

This command functionality will automatically assign the guest to the task. It works in both template comments and active process tasks, providing a quick way to add external collaborators to your workflow.

What happens after assignment

When a guest is assigned a task:

• They receive an email notification with a task link
• They can access and complete the task without logging in
• The task appears in their guest dashboard if they have multiple tasks
• Once completed, the task status updates to “Completed” in your process view

Managing guest assignments

• View all guest assignments under Settings > Organization > Guests
• Access guest links at any time to resend if needed
• Monitor guest task completion status from your process dashboard
• Reassign tasks if necessary by changing the assignee

Related articles

Documenting > Guests

Guests in Tallyfy are external users who can access specific assigned tasks through unique forever links without requiring login while members maintain oversight of their activities through task co-assignment.

Edit Templates > Understanding assignment types

Tallyfy offers various assignment types including fixed assignments for known assignees job title assignments for dynamic role-based allocation and guest assignments for external collaborators with comprehensive automation options.

Groups > Create and assign groups

Groups can be created and assigned to tasks through the Settings interface allowing flexible member management and controlled task assignments with customizable assignment limits and automation options.

Edit Task > Assign members or guests after launching

Tallyfy’s task assignment system enables users to delegate responsibilities through templates active processes or one-off tasks while offering flexible options for unassigned tasks and restricted completion settings.