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Dynamic member assignment from kick-off forms

Full-seat members

Assignee picker fields in kick-off forms1 let the person launching a process choose who handles specific tasks. A Tallyfy automation2 then assigns those chosen people when the process launches, so nothing is hard-coded.

When to use this

Section titled “When to use this”
  • A coordinator launches client onboarding and picks which account manager handles that client
  • A manager starts a new hire process and selects the right HR specialist (Sarah for tech hires, Mike for sales)
  • Someone requests a purchase approval and picks their assistant to gather documentation

Task assignment stays flexible. The launcher decides who gets what.

Setting it up

Section titled “Setting it up”

  1. Add assignee picker fields to your kick-off form

    Open your template’s kick-off form. Add Assignee Picker fields for each role you want assigned dynamically:

    • “Select primary agent”
    • “Choose project assistant (optional)”
    • “Assign technical reviewer”

    Write clear labels - the launcher needs to know exactly who they’re picking and why.

  2. Create an automation for each assignment

    Each assignee picker field needs its own rule. Tallyfy supports three assignment verbs: Add Assignees (keeps existing ones), Replace Assignees (swaps them out), and Clear assignees (removes all).

    Example 1: Replace assignees on multiple steps

    IF (Primary Agent field) is not empty
    THEN Replace assignee(s) for steps 1, 2, and 3 with (Primary Agent field)

    Example 2: Add an assistant to specific steps

    IF (Project Assistant field) is not empty
    THEN Add assignee (Project Assistant field) to steps 4 through 10

  3. Use groups as fallback assignments

    If someone doesn’t pick anyone, you still need those tasks covered:

    If

    • Technical Reviewer is empty

    Then

    • Add assignees
      Apply to
      Technical Review
      Assignees
      Technical Review Team (group)

Advanced patterns

Section titled “Advanced patterns”

Combining with other conditions

Section titled “Combining with other conditions”

Mix assignee pickers with other form field conditions using AND/OR logic:

If

  • Priority is Urgent
  • AndSenior Manager is not empty

Then

  • Replace assignees
    Apply to
    Final Approval
    Assignees
    whoever is in Senior Manager

Urgent requests go to the senior manager you picked. Regular ones follow the normal approval chain.

Multiple pickers for different stages

Section titled “Multiple pickers for different stages”

Use separate assignee picker fields when different process stages need different people:

  • Initial stages: Assigned to the “Project Lead” picker selection
  • Middle stages: Handed to the “Technical Expert” picker selection
  • Final stages: Goes to the “Quality Reviewer” picker selection

Each picker controls its own set of steps independently.

Section titled “Related concepts”
Section titled “Related articles”

Automations > Examples

Tallyfy offers tested automation patterns for task assignment, workflow control, and deadlines…

Footnotes

Section titled “Footnotes”

  1. Pre-launch form that collects data before a process starts, configurable per template ↩

  2. IF-THEN logic that executes actions based on form data or process conditions ↩

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