Templates

Working with templates

Templates are reusable blueprints that turn your processes into trackable workflows. Create once, reuse forever. When you launch a template, Tallyfy creates a live process - assigning tasks, sending reminders, and tracking progress automatically.

Update a template once and every future process gets the fix.

The three-stage approach

1. Document - Capture your process knowledge in a template
2. Run - Launch consistent, trackable processes every time
3. Improve - Improve based on real data and feedback

Common problems templates solve

Every time someone asks “How do we do this again?”, you’re losing money. Templates fix that.

• Quality varies wildly - same process, different results depending on who does it
• Time bleeds away - people reinvent workflows daily instead of doing actual work
• Knowledge walks out the door - when Sarah leaves, her process expertise leaves too
• Onboarding takes weeks - new hires fumble through undocumented processes

Tallyfy templates become your single source of truth. Fix the template once, everyone benefits instantly.

Template vs. Blueprint

In the Tallyfy app, we call these Templates. In the Tallyfy API, they’re called Blueprints (or “checklists” internally). Same thing, different names.

Key benefits

• Same process, same quality - every client gets your A-game service
• Create once, use 1000x - launch that onboarding template for every new hire in seconds
• Zero interpretation - clear steps mean no confusion
• Scale without chaos - handle 10x more work with the same team

Template types

Tallyfy has three template types:

1. Procedure templates - multi-step workflows that run from start to finish.
   • All tasks appear at once by default (parallel). Need sequential order? Use automation rules to show tasks only after previous steps complete.
   • Add if-this-then-that rules (“If budget > $5000, add CFO approval”)
   • Auto-assign to people, groups, or job titles¹
   • Collect data with form fields that validate entries
   • Connect to your other tools via integrations

Tallyfy approach vs. flowcharts

Instead of flowcharts, Tallyfy uses a checklist style for steps, combined with “if-this-then-that” rules. This makes processes easier to understand and follow while still handling decisions and different paths.

2. Document templates - policies, handbooks, and reference materials.

   • Lock down sections that can’t change (legal disclaimers stay perfect)
   • Add fill-in fields for custom details
   • Use snippets² - update once, changes flow to all documents instantly

3. Form templates - structured data collection forms for gathering information without a multi-step workflow.

Use procedure templates when you need trackable multi-step workflows. Use document templates for reference materials. Use form templates for standalone data collection.

Knowledge-only mode

Not every procedure needs tracking. Knowledge-only mode lets you publish templates as searchable reference materials without launching a formal process.

Good for:

• How-to guides and SOPs teams reference while working
• Training materials and best practices
• Company policies and guidelines

Template lifecycle

1. Creation

• From scratch - build custom workflows step by step
• AI-powered - describe your process, Tallyfy generates the template
• Upload existing docs - turn a Word SOP into a live workflow
• Clone and tweak - copy an existing template and modify it

2. Management

• Folders - organize by team, client type, or frequency
• Tags - filter by “customer-facing” or “compliance” instantly
• Permissions - control who can view, edit, launch, or duplicate each template
• Ownership - assign a template owner who’s responsible for updates
• Archive - soft-delete templates from active view without permanent removal

3. Launch

• Kick-off form - fill in details, Tallyfy handles the rest
• Pre-set assignments - tasks go to the right people, groups, or job titles automatically
• Live tracking - see exactly where every process stands

Template vs. Process: Building analogy

A template is like a master blueprint for a house. It defines the standard design.

Launching a process is like building a specific house from that blueprint. Each house (each running process) is unique and needs its own name so you can track it separately.

Can I nest a template inside another template?

Yes - two ways:

1. Content embedding - use snippets to embed reusable content within task descriptions.

2. Runtime injection - use the “launch another process” feature with “inject tasks into existing process” to add another template’s steps into a running process.

• Acknowledgement of changes
• Auto-recording steps for SOPs
• Automations
• Configure your template
• Convert BPMN into templates
• Create templates
• Duplicate a template
• Edit a template
• Import a template
• Insert media
• Milestones
• Organizing templates
• Print or export templates
• Publish a template
• Sample templates
• Snippets
• Tags
• Template tools
• Templates vs. processes
• Thinking in unit terms
• Track activity
• Using folders for templates
• Variables

Template organization

Templates not placed in folders appear in the Uncategorized view. The Uncategorized folder is a system folder that can’t be deleted.

To organize templates:

1. Go to Templates and select Uncategorized
2. Click the folder icon next to any template
3. Choose Move to folder and pick or create a destination folder

Next steps

Learn how to create a template.

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Tracking And Tasks > Processes

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Footnotes

1. Role-based assignments that auto-update when someone changes positions or joins the team ↩

2. Reusable content blocks that auto-sync across all templates when updated once ↩

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