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Convert a member to a guest

How to change a member into a guest

Section titled “How to change a member into a guest”

Deactivate the member’s account first, then convert them to a guest. It’s a two-step process.

This helps when someone was invited as a member by mistake and should have been a guest, or when a teammate moves outside your company but still needs to complete the occasional task.

What you need

Section titled “What you need”
  • Administrator permissions
  • The person must be a member of your Tallyfy organization

Step 1: Deactivate the member account

Section titled “Step 1: Deactivate the member account”

You can’t convert an active member directly - deactivate their account first.

  1. Go to Settings > Organization > Members.
  2. Click the name of the member you want to change.
  3. Scroll down and click Deactivate Account. Organization member removal action menu feature
  4. Tallyfy asks what to do with their incomplete tasks. Two options:
    • Reassign tasks - transfer their work to other team members
    • Deactivate without reassigning - keep tasks where they are (you can reassign later)

Step 2: Change the deactivated account to guest

Section titled “Step 2: Change the deactivated account to guest”
  1. Return to Settings > Organization > Members.
  2. Find the deactivated person. If you don’t see them, set the status filter to Deactivated.
  3. Click Convert to guest next to their name.

That’s it.

What happens after conversion

Section titled “What happens after conversion”

The change takes effect immediately:

  • Their account switches from member to guest status.
  • They lose dashboard access - no more logging into Tallyfy directly.
  • They can only work on tasks through guest links sent by email.
  • They’re removed from any groups and lose their member permissions.
  • You free up a paid member seat.

When conversion is blocked

Section titled “When conversion is blocked”

Tallyfy rejects the conversion and changes nothing in these cases:

  • The member is still active. Deactivate them first (Step 1), then convert.
  • The only administrator can’t be deactivated, so they can’t be converted. Your organization always needs at least one admin.
  • Trial plans at the guest limit can’t add the new guest. Remove an unused guest or upgrade first.
  • Your free trial has ended without a paid plan. The account is read-only until you upgrade, so no member changes go through. Contact support if you need more time.
Section titled “Related articles”

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