Manage member permissions

How to control what team members can do

To manage member permissions in Tallyfy, go to any template’s Config settings or a running process’s Settings panel, then adjust the permission checkboxes for each Standard member. That’s it.

What you need

• Administrator role
• Standard members whose permissions you want to manage

Understanding the types of permissions

Here’s the thing - as an Administrator, you’re in charge of exactly what Standard members can and can’t do. Five key areas need your attention:

1. Editing Templates: Should this person be able to change specific process templates? (Think carefully - one wrong edit can mess up everyone’s workflow)
2. Viewing Templates: Can they see specific templates in the library?
3. Starting Processes: Are they trained enough to launch new processes from specific templates?
4. Accessing Processes: Can they find and view processes that are already running?
5. Inviting Members: Do you trust them to invite new people to your Tallyfy organization?

Setting permissions for a specific Template

Want to control who can edit, view, or launch a template? Here’s how.

1. Go to the template you want to manage permissions for
2. Click Config while editing the template
3. Go to the Permissions tab
4. Check or uncheck the boxes to give or remove permission for specific Standard members
5. Click Save

Hiding templates from users

Here’s something that trips people up: if you want to completely hide a template from Standard or Light users¹, you can’t just remove one permission. You need to restrict ALL THREE - EDIT, READ, and LAUNCH. Leave even one box checked? That template stays visible in their library. Sneaky, right?

Setting permissions for a specific running Process

Now let’s talk about processes that are already running. You might need to hide sensitive processes from certain team members - here’s how to do that.

1. Find the running process in the Processes list (sidebar)
2. Click Settings for that process
3. Go to the Permissions section
4. Adjust who can see this specific running process
5. Click Save

Tips for managing permissions

After helping hundreds of companies set up their permissions, here’s what works:

• Template editing is powerful - and dangerous. One accidental change to a template affects every future process launched from it. Only give this permission to people who really understand your workflows.
• Process visibility matters. If someone needs to collaborate on running processes, they need view access. Don’t be too restrictive here - it creates bottlenecks.
• Process launching requires training. I’ve seen chaos when untrained folks start launching complex workflows. Make sure people understand the process before giving them launch permissions.
• People change roles. Set a quarterly reminder to review permissions - especially after promotions, role changes, or department transfers. Takes 10 minutes. Saves headaches.
• Think in groups, not individuals. Got a sales team? Marketing department? Create standard permission sets² for each group. Much easier than managing person by person.

Related articles

Members > Standard and admin members

Administrators have complete control over Tallyfy accounts while Standard members have limited permissions focused on daily work tasks and template management based on admin-granted access levels.

Templates > Configure your template

Template settings in Tallyfy allow Members with Administrator role or Standard members with specific permissions to customize template functionality organization access rules and permissions through options for duplicating archiving printing organizing into folders adding descriptions and videos setting launch requirements and controlling who can edit view or start processes from the template.

Documenting > Members

Members in Tallyfy are people in your organization with account access who can be assigned one of three roles - Administrator with complete control Standard with full workflow capabilities or Light with task completion abilities - where Full roles (Administrator and Standard) count toward account limits while Light members are designed for basic task execution.

Members > Change the role of a member

To change a member’s role in Tallyfy administrators can navigate to Settings > Organization > Members click the member’s name select the new role from the dropdown and save the changes which take effect immediately.

Footnotes

1. Light users have view-only permissions and cannot complete tasks or edit templates ↩

2. Permission templates you can apply to multiple users at once, avoiding individual configuration ↩