Light members

What Light members can do

Light members complete assigned work in Tallyfy but can’t create or edit templates. They’re built for people who do tasks, not design workflows.

Light user availability

Introduced: October 2024

Requirements:

• Organizations with Single Sign-On (SSO) configured, OR
• Manually enabled by Tallyfy support for specific orgs

Light users solve the SSO problem where company email addresses can’t be added as guests. The role sits between guests and full members.

Capabilities

• Tasks - Complete assigned tasks, view details and attached files, add comments, upload files, mark tasks complete or incomplete
• Processes - Access processes where they’re assigned, view the process flow for those processes, see upcoming tasks on the dashboard
• Account - Log in with their own credentials, update their profile, view guests they’re collaborating with

Template visibility for Light members

Light members only see templates when an Administrator grants them LAUNCH permission. They still can’t edit or create templates - just launch processes from them.

Light members also work well with knowledge-only mode. They can view procedures and reference SOPs without launching formal processes.

Light members vs guests

Light members are users within your organization with their own login. Guests are external email addresses (customers, vendors) who only access specific tasks via email links.

What Light members can’t do

• Templates - Can’t create, edit, clone, organize into folders, import, or export templates
• Process control - Can’t delete running processes, change process settings, reassign tasks, or manage automated actions
• Admin functions - Can’t invite members, access org settings, view API keys, or manage permissions for others

Launching processes

By default, Light members can’t launch processes. But Administrators can grant LAUNCH permission for specific templates:

1. Open the template’s Config settings
2. Find the Light member who needs launch access
3. Grant them LAUNCH permission for that template
4. The template appears in the Light member’s library with a launch button

Light members launch the process without seeing or editing the template design.

Good use cases for Light member launching:

• Warehouse staff starting morning safety inspections
• Receptionists launching client onboarding
• Field workers initiating incident reports
• Production line workers starting quality checks

Organize for Light members

Create template folders named clearly like “Daily Operations - Light Users”. This helps Light members find launchable processes without clutter.

When to use Light members

Field and frontline workers - delivery drivers, technicians, construction crews, healthcare workers

Contractors and partners - vendors completing quality checks, temporary staff, project-based contractors

Task-focused internal roles - data entry, warehouse staff, customer service reps, reception desk

Knowledge base users - teams referencing knowledge-only procedures and SOPs without formal task tracking

Role planning

1. Audit Full members - find people who only complete tasks, never create templates
2. Convert task-only users to Light member status
3. Reserve Full member licenses for process designers and managers
4. Monitor usage - track who actually creates templates versus who just executes

Role planning example

A 100-person company with 20 process designers and 80 field workers? Keep 20 Full member licenses for designers. Convert the 80 field workers to Light members.

Upgrading to a Full member

Changing roles takes seconds:

1. Go to Settings > Organization > Members
2. Find the Light member
3. Click their role dropdown and select Standard or Administrator
4. Changes take effect immediately - no logout needed

The member keeps all task history and active assignments.

Best practices

• Write clear task instructions - Light members can’t edit templates, so descriptions need to be thorough with step-by-step guidance
• Think mobile-first - many Light members work from phones, so keep descriptions short and forms simple
• Grant LAUNCH only where needed - keep the interface focused on what each Light member actually does
• Training is minimal - show them how to log in, find tasks, and complete them. That’s it.

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