Members > Standard and Admin members
Light members
Light members work with focused task completion in Tallyfy - they can’t create or edit templates, but they excel at getting assigned work done. With significant cost savings compared to Full members (Administrator and Standard roles), Light members make financial sense for task-focused team members.
Light members keep it simple. They focus on task execution without the overhead of template management.
Here’s what Light members bring to the table:
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Task Work:
- Complete assigned tasks in running processes
- View task details, instructions, and attached files
- Add comments to tasks they’re working on
- Upload files when completing tasks
- Mark tasks as complete or incomplete
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Process Participation:
- Access processes where they have assigned tasks
- View the overall process flow (but only for processes they’re part of)
- See their upcoming tasks in the dashboard
- Track their task completion history
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Basic Access:
- Log into Tallyfy with their own credentials
- Update their profile information
- View guests they’re collaborating with on tasks
- Access the mobile app for on-the-go task completion
The restrictions are clear and intentional. Light members can’t:
-
Template Management:
- Create new templates
- Edit existing templates (even with permissions)
- Organize templates into folders
- Import or export templates
- Delete archived templates
-
Process Control:
- Launch new processes (unless specifically given LAUNCH permission)
- Change process settings or permissions
- Reassign tasks to other members
- Delete running processes (soft delete or permanent)
- Create pre-runs or manage automated actions
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Administrative Functions:
- Invite new members or guests
- View all organization members
- Access billing or subscription information
- Change organization settings
- View API keys or integrations
- Manage permissions for other users
Here’s something that surprises many people: Light members CAN launch processes, but only when specifically allowed.
By default, Light members cannot launch any processes. But here’s the key - Administrators can grant LAUNCH permission for specific templates to Light members. When they do, those Light members can start new processes from those templates.
Administrators follow these steps:
- Navigate to the template’s Config settings
- Find the Light member who needs launch access
- Grant them the LAUNCH permission for that specific template
- The template now appears in the Light member’s library with a launch button
This selective launching capability opens up powerful workflows:
- Daily checklists - Let warehouse staff start their morning safety inspection process
- Customer intake - Allow receptionists to launch new client onboarding workflows
- Incident reporting - Enable field workers to initiate safety incident processes
- Quality checks - Let production line workers start quality control processes
The beauty? Light members can start these pre-approved processes without ever seeing or editing the template design. They just launch and go.
Light members shine in specific scenarios. Here’s where they fit perfectly:
Field and frontline workers:
- Delivery drivers checking off route stops
- Technicians completing service checklists
- Construction crews following safety procedures
- Healthcare workers documenting patient rounds
External collaborators:
- Contractors working on specific projects
- Vendors completing quality checks
- Partners handling designated tasks
- Temporary staff during busy seasons
Task-focused internal roles:
- Data entry specialists processing forms
- Warehouse staff managing inventory counts
- Customer service reps following call scripts
- Reception desk handling visitor check-ins
Smart organizations use Light members strategically. Consider this approach:
- Audit your current Full members - Look for people who only complete tasks, never creating or editing templates
- Convert task-only users - Switch them to Light member status for immediate savings
- Set clear role boundaries - Reserve Full member licenses for process designers and managers
- Monitor usage patterns - Track who actually creates templates versus who just executes tasks
Need to give a Light member more capabilities? Changing roles takes seconds:
- Navigate to Settings > Organization > Members
- Find the Light member you want to upgrade
- Click their role dropdown and select Standard or Administrator
- Changes take effect immediately - no logout required
The member keeps all their task history and active assignments. They just gain new capabilities based on their new role.
Make Light members successful with these tips:
Clear task instructions - Since Light members can’t edit templates, make sure task descriptions are crystal clear. Include step-by-step guidance, examples, and expected outcomes.
Mobile-first thinking - Many Light members work from mobile devices. Design your tasks with mobile screens in mind - shorter descriptions, simpler forms, fewer required fields.
Permission planning - If Light members need to launch specific processes, grant LAUNCH permission only for those templates. Keep their interface clean and focused.
Training simplicity - Light members need minimal training. Show them how to log in, find assigned tasks, and mark them complete. That’s it. The limited interface means less confusion.
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