Tallyfy offers tested automation patterns for task assignment, workflow control, and deadlines…
Service level-based task assignment
Use Tallyfy automations to route tasks to different team members based on customer service levels. An automation reads a kick-off form field and matches the right expertise to each customer’s tier, without anyone deciding by hand.
When you’d use service-based routing
Section titled “When you’d use service-based routing”- Tiered support - Enterprise customers get a dedicated team; free users get standard support
- Sales processes - High-value deals go to senior closers
- Professional services - Complex projects get senior consultants; simple ones go to junior staff
- Subscription management - Enterprise onboarding gets your best people; free trials go to anyone
Setting up service-based assignment
Section titled “Setting up service-based assignment”Basic service level routing
Section titled “Basic service level routing”Here’s a real example - routing tasks based on service packages.
Scenario: You’re onboarding clients, and Platinum customers need your best account manager.
-
Add a service selection field to your kick-off form1:
- Field type: Dropdown or Radio
- Options: “Basic”, “Professional”, “Platinum”
- Label: “Select service package”
-
Create an assignment automation for each level:
Automation 1: Platinum service
Platinum service
If
- Service Package is Platinum
Then
- Replace assignees
- Apply to
- Prepare proposal
- Assignees
- Sarah Chen
- Replace assignees
- Apply to
- Account setup
- Assignees
- Sarah Chen
AUTOMATION Platinum service IF field "Service Package" is "Platinum" THEN replace assignees on "Prepare proposal" with "Sarah Chen" AND replace assignees on "Account setup" with "Sarah Chen"Automation 2: Professional service
Professional service
If
- Service Package is Professional
Then
- Replace assignees
- Apply to
- Prepare proposal
- Assignees
- Mike Johnson
- Replace assignees
- Apply to
- Account setup
- Assignees
- Mike Johnson
AUTOMATION Professional service IF field "Service Package" is "Professional" THEN replace assignees on "Prepare proposal" with "Mike Johnson" AND replace assignees on "Account setup" with "Mike Johnson"Automation 3: Basic service
Basic service
If
- Service Package is Basic
Then
- Replace assignees
- Apply to
- Prepare proposal
- Assignees
- Support Team (group)
- Replace assignees
- Apply to
- Account setup
- Assignees
- Support Team (group)
AUTOMATION Basic service IF field "Service Package" is "Basic" THEN replace assignees on "Prepare proposal" with group "Support Team" AND replace assignees on "Account setup" with group "Support Team"
Advanced patterns
Section titled “Advanced patterns”Workload-balanced assignment
Section titled “Workload-balanced assignment”Don’t pile everything on one person. Assign to a group instead, and name each step the automation should cover:
Platinum work goes to the senior group
If
- Service Package is Platinum
Then
- Replace assignees
- Apply to
- Prepare proposal
- Assignees
- Senior Account Managers (group)
- Replace assignees
- Apply to
- Account setup
- Assignees
- Senior Account Managers (group)
AUTOMATION Platinum work goes to the senior group
IF field "Service Package" is "Platinum"
THEN replace assignees on "Prepare proposal" with group "Senior Account Managers"
AND replace assignees on "Account setup" with group "Senior Account Managers"When you assign to a group, Tallyfy distributes work across its members. Each action names one step, so add an action for every step you want the group to pick up.
Multi-criteria assignment
Section titled “Multi-criteria assignment”Combine multiple conditions when service level alone isn’t enough:
If
- Service Package is Enterprise
- AndIndustry is Healthcare
Then
- Replace assignees
- Apply to
- Compliance review
- Assignees
- Healthcare Specialist Team
IF field "Service Package" is "Enterprise"
AND field "Industry" is "Healthcare"
THEN replace assignees on "Compliance review" with "Healthcare Specialist Team"This matches expertise to both customer tier and industry, using the same replace assignees action as the rules above.
Progressive expertise escalation
Section titled “Progressive expertise escalation”Higher tiers often need extra approval steps, shown or hidden with visibility actions:
If
- Service Package is Basic
Then
- Hide step
- Apply to
- Executive review
If
- Service Package is Enterprise
Then
- Show step
- Apply to
- Executive review
- Add assignees
- Apply to
- Executive review
- Assignees
- C-Suite
IF field "Service Package" is "Basic"
THEN hide "Executive review"
IF field "Service Package" is "Enterprise"
THEN show "Executive review"
AND add assignees to "Executive review" with "C-Suite"Example: technical support tiers
Section titled “Example: technical support tiers”Here’s how a support team can route tickets by customer tier.
Kick-off form fields:
- Customer tier (dropdown): “Free”, “Starter”, “Growth”, “Enterprise”
- Issue type (dropdown): “Bug”, “Feature Request”, “Integration Help”
The automations:
-
Free tier, community support:
Free tier support
If
- Customer Tier is Free
Then
- Add assignees
- Apply to
- Initial response
- Assignees
- Community Managers (group)
- Shift deadline
- Apply to
- Initial response
- Shift by
- 48 hours after process launch
AUTOMATION Free tier support IF field "Customer Tier" is "Free" THEN add assignees to "Initial response" with group "Community Managers" AND shift deadline of "Initial response" by 48 hours from launch -
Starter tier, standard support:
Starter tier support
If
- Customer Tier is Starter
Then
- Add assignees
- Apply to
- Initial response
- Assignees
- Tier 1 Support (group)
- Shift deadline
- Apply to
- Initial response
- Shift by
- 24 hours after process launch
AUTOMATION Starter tier support IF field "Customer Tier" is "Starter" THEN add assignees to "Initial response" with group "Tier 1 Support" AND shift deadline of "Initial response" by 24 hours from launch -
Growth tier, priority support:
Growth tier support
If
- Customer Tier is Growth
Then
- Add assignees
- Apply to
- Initial response
- Assignees
- Tier 2 Support (group)
- Shift deadline
- Apply to
- Initial response
- Shift by
- 4 hours after process launch
AUTOMATION Growth tier support IF field "Customer Tier" is "Growth" THEN add assignees to "Initial response" with group "Tier 2 Support" AND shift deadline of "Initial response" by 4 hours from launch -
Enterprise, dedicated support:
Enterprise tier support
If
- Customer Tier is Enterprise
Then
- Add assignees
- Apply to
- Initial response
- Assignees
- Enterprise Success Team (group)
- Shift deadline
- Apply to
- Initial response
- Shift by
- 1 hour after process launch
- Show step
- Apply to
- Executive escalation
AUTOMATION Enterprise tier support IF field "Customer Tier" is "Enterprise" THEN add assignees to "Initial response" with group "Enterprise Success Team" AND shift deadline of "Initial response" by 1 hours from launch AND show "Executive escalation"
Each customer gets what they’re paying for. Your team stays organized.
Best practices
Section titled “Best practices”- Clear service definitions - Document what each tier includes so your team knows the expectations
- Backup assignments - Use groups instead of individuals so coverage doesn’t break during vacations
- Time zones - Enterprise customers in different regions shouldn’t wait for your local team to start
- Monthly review - Check assignment patterns to spot uneven workload before it causes burnout
- Transparent routing - Tell customers upfront how their tier affects response speed
Related articles
Section titled “Related articles”Examples > Dynamic member assignment from kick-off forms
Use assignee picker fields in kick-off forms so process launchers can pick who handles each…
Tutorials > Create an automation
Tallyfy automations pair an If with a Then to adapt workflows at runtime. You can hide and…
Actions > Automate task assignments
Assignment actions let you add, replace, or clear task assignees in a workflow. Use form-based…
Footnotes
Section titled “Footnotes”-
Kick-off form - collects data before launching a process, read by automations to route tasks and set values ↩
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