What is a guest

What is a guest in Tallyfy?

Guests are people outside your company - clients, suppliers, contractors - who need to complete specific tasks in your workflows. They don’t need Tallyfy accounts or paid seats.

Here’s the brilliant part: Your guests receive secure email links to their tasks, complete them, and that’s it. No logins, no complexity.

Key characteristics of Tallyfy guests

Think of guests as having a VIP pass to just their part of your workflow - nothing more, nothing less. Here’s what makes the guest system work so well:

• External Stakeholders: Your clients, suppliers, contractors, and business partners who need to participate in specific parts of your workflows
• External Access: Guests can participate without needing internal accounts
• Secure Task Access: Each guest gets unique task links via email. Click the link, complete the task - it’s that straightforward
• Limited Visibility: Guests only see their assigned tasks. They can’t wander around your other processes or access company data
• Data Protection: Your organizational information stays completely isolated from guest access. Perfect security boundaries

Common ways to use Guests

You’ll find guests perfect for:

• Getting approvals from clients
• Asking external people to review documents
• Collecting information from suppliers for purchasing
• Gathering customer feedback
• Getting sign-offs from partners or stakeholders

Member vs Guest comparison

Here’s how members and guests differ in Tallyfy:

What Members can do

• Log into Tallyfy with an email and password
• Create and manage process templates (depending on their role)
• Start and track processes
• View information across the whole organization (based on their role)
• Invite other members and guests
• Take up a paid seat in your subscription

What Guests can do

• Access specific tasks through unique email links - no login needed
• Complete form fields in their assigned tasks
• Upload any files their tasks require
• Add comments on their tasks (and only their tasks)
• View all their assigned tasks on the guest dashboard
• Receive email notifications about task updates

What Guests cannot do

• Re-open tasks once they’ve completed them
• Modify task details like due dates or assignments
• Access process templates or view processes they’re not involved in
• Start new processes
• See tasks assigned to other people
• Log into the main Tallyfy platform
• Use email addresses from your organization’s domain (if your company uses mydomain.com, guests can’t use mydomain.com emails)

Important note: You can initially assign only one guest email per task. But here’s a clever feature - guests can delegate their tasks to other external people through self-delegation.

Ready to start working with guests? Check out how to assign tasks to guests for the complete walkthrough.

Guest vs Light vs Standard member comparison

Understanding the differences helps you choose the right access level for each person.

Feature	Guest	Light Member	Standard Member
Email domain	External only	Any domain	Any domain
Login access	No (email links only)	Yes	Yes
Edit templates	❌	❌	✅
Archive processes	❌	❌	✅
Complete tasks	✅	✅	✅
Receive notifications	✅	✅	✅
Pre-assign in templates	✅	✅	✅
View all processes	❌	✅	✅
Access type	Guest	Member	Member
Best for	Clients, vendors, contractors	View-only employees	Process designers

Contractors and access considerations

External contractors who work regularly with your organization present an access decision. While they can be guests, guests have limitations - they can’t see all processes or log in directly. If contractors need broader access or work on multiple processes regularly, they’ll need Light member status. This ensures they can track their work across all assigned processes. Consider the contractor’s involvement level when deciding between guest (limited access) and member (full access) status.

Email domain restrictions

Guests must use external email addresses - not your company domain. If your company uses yourcompany.com, you cannot assign anyone@yourcompany.com as a guest. They must be a Light or Standard member instead.

This restriction is especially important for SSO organizations where company emails automatically require member status.

Related articles

Documenting > Guests

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 > Assigning guests

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.

Guests > Assign tasks to guests

Tallyfy allows you to assign tasks to guest users by simply entering their email address when assigning any task which sends them a secure link to complete their work without requiring an account creation.

Features > Customer facing

Tallyfy’s Guest feature allows external stakeholders like customers vendors and partners to participate in workflows through secure email links without needing accounts while maintaining professional branding and unlimited free access.