Light members

Understanding Light member capabilities

Light members work with focused task completion in Tallyfy - they can’t create or edit templates, but they excel at getting assigned work done. Light members are designed for task-focused team members who don’t need full platform capabilities.

Light user availability

Introduced: October 2024

Eligibility requirements:

• Organizations with Single Sign-On (SSO) configured
• Organizations meeting specific configuration requirements
• Can be manually enabled by support for specific cases

Why these requirements? Light users solve the SSO problem where company email addresses can’t be added as guests. The role provides a middle ground between guests and full members.

What Light members can do

Light members keep it simple. They focus on task execution without the overhead of template management.

Core capabilities

Here’s what Light members bring to the table:

• 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

• 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

• 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

Template visibility for Light members

Light members only see templates in their library when an Administrator grants them LAUNCH permission. Even then, they can’t edit or create templates - just launch processes from them (if that permission is specifically granted).

Light members vs Guests

Don’t confuse Light members with Guests. Light members are users within your organization with their own login credentials. Guests are external email addresses (like customers or vendors) who only access specific tasks via email links.

What Light members cannot do

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

• Administrative Functions:

  • Invite new members or guests
  • View all organization members
  • Access account management information
  • Change organization settings
  • View API keys or integrations
  • Manage permissions for other users

• Process Management:

  • Archive or unarchive processes (button appears but doesn’t function)
  • Bulk operations on processes
  • Export process data directly

Launching processes as a Light member

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.

How to enable process launching for Light members

Administrators follow these steps:

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

Smart use cases for Light member launching

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.

Pro tip for process launching

Create template folders specifically for Light member processes. Name them clearly like “Daily Operations - Light Users” or “Field Team Processes”. This helps Light members quickly find the processes they’re allowed to launch while keeping other templates out of sight.

When Light members make sense

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

Optimization strategies with Light members

Smart organizations use Light members strategically. Consider this approach:

1. Audit your current Full members - Look for people who only complete tasks, never creating or editing templates
2. Convert task-only users - Switch them to Light member status for better role alignment
3. Set clear role boundaries - Reserve Full member licenses for process designers and managers
4. Monitor usage patterns - Track who actually creates templates versus who just executes tasks

Role optimization example

A 100-person company with 20 process designers and 80 field workers? Keep 20 Full member licenses for the designers. Convert those 80 field workers to Light members. This aligns roles with actual needs while maintaining full functionality.

Upgrading from Light to Full member

Need to give a Light member more capabilities? Changing roles takes seconds:

1. Navigate to Settings > Organization > Members
2. Find the Light member you want to upgrade
3. Click their role dropdown and select Standard or Administrator
4. 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.

Light member best practices

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.

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.

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.

Billing > Account and member limits

Tallyfy offers Full Members with complete platform access and Light Members limited to task completion with trial accounts allowing 10 members 10 guests 100 task assignments and 10 simultaneous processes while distinguishing between internal organizational members and unlimited external guests.

Members > Manage member permissions

Administrators can control what Standard members can do in Tallyfy by managing five key permission areas including template editing viewing starting processes accessing running processes and inviting new members through template-specific Config settings or process-specific Settings panels.