Guests

What is a guest in Tallyfy?

Guests are people outside your company (clients, suppliers, contractors) who complete specific tasks in your workflows. They don’t need Tallyfy accounts or paid seats. Guests receive secure email links to their tasks, complete them, and that’s it. No logins required.

Key characteristics

• External people: Clients, suppliers, contractors and business partners who participate in specific parts of your workflows
• No account needed: Guests participate without creating internal accounts
• Secure task access: Each guest gets unique task links via email. Click the link, complete the task
• Limited visibility: Guests only see their assigned tasks. They can’t access your other processes or company data
• Data protection: Your internal data stays hidden from guests

Common uses for guests

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

Member vs guest comparison

What members can do

• Log into Tallyfy with email and password
• Create and manage process templates (depending on their role)
• Start and track processes
• View information across the organization (based on their role)
• Invite other members and guests
• Occupy 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 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 can’t do

• Re-open tasks once they’ve completed them
• Modify task details like due dates or assignments
• Access process templates or view processes they aren’t involved in
• Start new processes
• See tasks assigned to other people
• Log into the main Tallyfy platform
• Use email addresses that already belong to a member of your organization

Guests can delegate their tasks to other external people through self-delegation¹. See how to assign tasks to guests for details.

Guest vs Light vs Standard member comparison

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. Guests can’t see all processes or log in directly. If contractors need broader access or work on multiple processes regularly, give them Light member status so they can track their work across all assigned processes.

Email domain restrictions for SSO organizations

In SSO-enabled organizations, guests can’t use your company’s email domain. If your company uses yourcompany.com, you can’t assign anyone@yourcompany.com as a guest. They must be a Light or Standard member instead. For non-SSO organizations, the system checks that the email doesn’t already belong to an existing member.

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Footnotes

1. Self-delegation creates a new guest_code link that can be forwarded to another external person ↩

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