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Create templates

Creating templates in Tallyfy

Click +Create and choose from three options: start from scratch, use Tallyfy AI, or upload an existing document. Templates are reusable blueprints you build once, then launch as many times as you need.

Only “Administrator” members and “Standard” members (when allowed by an Admin) can create templates. Members with a “Light” role can only run processes from existing templates.

  1. Click the +Create button
  2. Choose Create a template
  3. Pick one of three creation methods (explained below)

From scratch

Choose this when your process is unique or needs precise control over every step, field, and automation rule.

  1. Choose the From scratch tab
  2. Give your template a name
  3. Pick the template type - Procedure (step-by-step workflow) or Document (reference material, policies)
  4. Tallyfy opens the template editor where you’ll add steps, fields, and details
Template creation dialog with 'From scratch' tab selected (57 chars)

Using Tallyfy AI

Describe your process and Tallyfy AI generates a working template in seconds. The AI doesn’t just copy your input - it rephrases confusing steps, removes redundancy, and restructures everything for digital execution.

The more specific your description, the better. Instead of “employee onboarding,” try “onboard a remote software developer including laptop setup, account access, and first-week training.”

  1. Choose the From Tallyfy AI tab
  2. Select the template type: Procedure (for step-by-step tasks, SOPs, or workflows like employee onboarding or purchase approvals) or Document (for policies, reference material, or info guides)
  3. Type a clear, detailed description in the name box (e.g., “Onboard a new marketing employee” not just “Onboarding”)
  4. (Optional) Tell the AI your company type for more relevant results
  5. (Optional) Choose your preferred language - 13 languages available including English, Spanish, German, Japanese, and more
  6. Click Create
  7. Review the generated template in the editor and tweak as needed

Uploading documents

Got a Word doc or PDF with your process already written out? Upload it and Tallyfy AI transforms it into a trackable workflow. The AI reads your document, then rebuilds it for digital execution - cleaning up redundancies and restructuring for clarity.

Supported file types:

  • Microsoft Word (.doc, .docx)
  • PDF (.pdf)
  1. Choose the From an existing SOP tab
  2. Upload your Word or PDF file
  3. Tallyfy AI analyzes the document and generates steps - review them in the editor and adjust as needed Create template modal with From an existing SOP tab selected (60 chars)

Exact import for compliance

Sometimes you need every word exactly as written - no AI interpretation. Think compliance docs, legal requirements, audited SOPs. There’s no one-click “exact import” button, but here’s the workaround: convert your document to clean HTML first, then paste it into Tallyfy.

Why use exact import?

  • Compliance - your Tallyfy template matches your approved source document character for character
  • Legal requirements - preserves exact wording and structure regulations demand
  • Preservation - creates a digital twin with no AI rewording

  1. Convert to HTML - use an AI tool (ChatGPT, Claude, Gemini) to convert your document into clean HTML. Use a specific prompt:

    Example AI Prompt:

    I will upload a PDF of a process (SOP). Your job is to exactly convert every part of the file without changing anything at all into HTML. You must not change any content - it must remain like-for-like. You must cleanly convert tables into HTML tables. You can include the first header in the document if there is one but you don't need to add headers for every page in the document - just the first page. You must use proper semantic headings such as h1, h2, h3, h4, etc. as you see them in the document itself. You must not add any styling or CSS at all unless bold or italic is strictly necessary and occurs in the original document. Ignore all colors in the original document. If you see images in the original document, ignore those but leave a placeholder and caption to indicate where the image would go. All your output must be HTML markup that is clean and structured.

  2. Check HTML mode - go to Settings > Organization in Tallyfy and confirm HTML editor mode is enabled. With HTML mode, you can also create advanced features like mailto: links with variables

  3. Paste HTML - create a new template From scratch. Switch the editor to HTML mode, then paste only the <body> content from the AI’s output. Skip the <head> and <html> tags.

  4. Review and save - check how it looks in Tallyfy. It should mirror your original document exactly.

Video demonstration:

Next steps

Learn how to edit and customize your template - add steps, set up automation rules, create form fields. You can also organize templates into folders to keep things tidy.

Templates > Import a template

Tallyfy offers multiple template import methods including AI document conversion from Word/PDF files PowerPoint playbook migration flowchart conversion from images template copying between accounts and API-based bulk operations that can convert complex documents into working workflows within seconds while maintaining structure and enabling dynamic conditional logic to replace multiple static files with single smart templates.

Documenting > Templates

Templates in Tallyfy are reusable blueprints for your business processes - document them once, run them consistently, and improve based on real data.

How To > Merge templates

Tallyfy users can merge two procedure templates by exporting them as documents using AI tools to combine the content and then importing the merged result back into Tallyfy as a new template through document upload functionality.
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