--- title: Assign tasks to guests · Tallyfy Pro description: Assign tasks to external guests by entering their email address in a template or running process. Guests receive a secure link to complete their work without needing an account or password. lastUpdated: 2026-03-22T00:00:00.000Z source_url: html: https://tallyfy.com/products/pro/documenting/guests/how-can-i-assign-tasks-to-guest-users-in-tallyfy/ md: https://tallyfy.com/products/pro/documenting/guests/how-can-i-assign-tasks-to-guest-users-in-tallyfy/index.md --- ## How to assign tasks to guest users Enter a [guest’s](https://tallyfy.com/products/pro/documenting/guests/) email address when assigning any [task](https://tallyfy.com/products/pro/tracking-and-tasks/tasks/), and they’ll get a secure link[1](#user-content-fn-1) to complete their work - no account needed. ### What you need * Administrator or Standard [member](https://tallyfy.com/products/pro/documenting/members/) permissions (Light members can’t assign guests) * The guest’s email address * A [template](https://tallyfy.com/products/pro/documenting/templates/) or running [process](https://tallyfy.com/products/pro/tracking-and-tasks/processes/) with the task you want to assign Guest email restrictions You can’t assign guest tasks to email addresses that already belong to a member in your organization. If your org uses SSO, guest emails also can’t match your configured company domains. ### Method 1: Assign when building the template Set up guest assignments in your template so every process launch assigns the right external people automatically. 1. Open the [template](https://tallyfy.com/products/pro/documenting/templates/) you want to edit. 2. Go to the step you want to assign to a guest. 3. Click the **Assign** tab for that step. 4. Choose **Guest** as the assignment type. 5. Type the guest’s email address into the assignee box. 6. **Press Enter/Return to confirm the email** - required for the email to register properly. When someone [launches](https://tallyfy.com/products/pro/launching/) this template, Tallyfy automatically assigns the task to your specified guest. Assigning many tasks quickly Use the [Power Assign](https://tallyfy.com/products/pro/documenting/templates/how-can-power-tools-enhance-my-tallyfy-experience/) tool to assign many tasks to guests at once in a template. ### Method 2: Assign in a running process You can assign tasks to guests even after a [process](https://tallyfy.com/products/pro/tracking-and-tasks/processes/) is already running. 1. Go to the running process that contains the task. 2. Find the task you want to assign. 3. Click the assignee box. 4. Choose **Guest** from the options. 5. Type the guest’s email address. 6. **Press Enter/Return to confirm the email** before saving. 7. Click **Save**. The guest receives an email with a secure link to view and complete their task - no account or password needed. ### Method 3: Assign using a comment You can assign a [guest](https://tallyfy.com/products/pro/documenting/guests/) by typing `+` followed by their email in a [task](https://tallyfy.com/products/pro/tracking-and-tasks/tasks/) 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: ```plaintext +guest.email@example.com Please review this. ``` Tallyfy assigns the guest to the task as soon as the comment posts. This works in both [templates](https://tallyfy.com/products/pro/documenting/templates/) and running [processes](https://tallyfy.com/products/pro/tracking-and-tasks/processes/) - handy when you’re already discussing the task in comments. ### What happens after assignment Once you assign a task to a [guest](https://tallyfy.com/products/pro/documenting/guests/): * They get an email with a secure [link](https://tallyfy.com/products/pro/documenting/guests/how-to-find-a-guest-task-link-in-tallyfy/) to their task * They click the link and complete the task - no login required * Multiple tasks appear on their personal [guest dashboard](https://tallyfy.com/products/pro/documenting/guests/how-can-guests-monitor-their-processes-on-tallyfy/) * You’ll see “Completed” status in your [process view](https://tallyfy.com/products/pro/tracking-and-tasks/tracker-view/) once they finish Troubleshooting guest email delivery **Guest not receiving emails?** Check these common issues: 1. **Email not confirmed** - Did you press Enter/Return after typing the email? Required to register it properly 2. **Task not active yet** - Guests only get notified when their task becomes active (not while it’s waiting) 3. **Email in spam folder** - Ask the guest to check spam/junk and whitelist tallyfy.com 4. **Member co-assignment** - At least one member must also be assigned 5. **Wrong email address** - Verify spelling and that it’s not already a member in your org 6. **Process not launched** - Template assignments only take effect after the process launches 7. **Owner re-assignment** - If removing the process owner causes them to be re-added, keep the owner assigned and add the guest as a co-assignee 8. **UI issues** - Try refreshing the page, check your permissions, or use a different browser Find the guest link manually: **Settings** > **Organization** > **Guests** to resend. ### Managing guest task assignments * View all guests: **Settings** > **Organization** > **[Guests](https://tallyfy.com/products/pro/documenting/guests/)** * Resend a lost guest link from the [guest links](https://tallyfy.com/products/pro/documenting/guests/how-to-find-a-guest-task-link-in-tallyfy/) page * Track progress in your [process dashboard](https://tallyfy.com/products/pro/tracking-and-tasks/tracker-view/) * Reassign tasks to different people at any time ### Member co-assignment with guest tasks When you assign a task to a guest, Tallyfy automatically co-assigns a member to that task. Guest-only assignment not allowed At least one internal member must be co-assigned to any guest task. If you remove all members, Tallyfy automatically keeps or adds a member. **Why this exists**: 1. **Comment routing** - Guest comments need a member to receive notifications 2. **Oversight** - Members can approve guest work and track progress 3. **Guest limitations[2](#user-content-fn-2)** - Guests can’t @-reply internal members (the member list is private to guests) **Impact on your task list**: * Guest tasks appear in your personal task list until completed * If you assign 10 guest tasks, you’ll have 10 pending tasks yourself * These stay “active” for you even while the guest works on them **Tip**: Designate specific team members as guest task coordinators to centralize oversight rather than spreading it across many people. Use filters to separate your own work from guest oversight tasks. ## Related articles [**Guests > Assigning guests**](https://tallyfy.com/products/pro/documenting/guests/guest-user-guide/) Tallyfy lets you assign workflow tasks to external guests like clients and vendors via secure… [**Guests > Guests**](https://tallyfy.com/products/pro/documenting/guests/what-is-a-guest/) Guests are external people like clients and suppliers who complete workflow tasks through secure… [**Documenting > Guests**](https://tallyfy.com/products/pro/documenting/guests/) Tallyfy lets you bring external clients and partners into your workflows as free guests who… [**Guests > Get a guest's unique link**](https://tallyfy.com/products/pro/documenting/guests/how-to-find-a-guest-task-link-in-tallyfy/) Guest task links in Tallyfy let external people access and complete assigned tasks without… ## Footnotes 1. Uses a unique guest\_code hash for authentication without passwords or accounts [↩](#user-content-fnref-1) 2. Member list is private to protect organization directory from external visibility [↩](#user-content-fnref-2) ## Was this helpful?