Click the Assign tab for any step to pick who handles it - specific members, groups, job titles1, or guests. You can also leave steps unassigned or let automation rules route assignments dynamically.
Assignments determine who gets each task when someone launches your process. You can lock in specific people or keep things flexible with role-based assignments.
Prerequisites
Admin or Standard member role (Light members2 can’t edit templates)
Guest email addresses ready for external assignments
Step-by-step assignment process
Open your template in edit mode
Go to the Templates tab and click the pencil icon on your template.
Select the step to assign
Click any step to open its details panel on the right.
Open the Assign tab
Click the Assign tab in the step details panel.
Choose your assignment method
Pick from the available assignment types described below.
Assignment methods
Specific members
Assigns the same person every time. No need to pick someone during launch.
When to use: Tasks with clear ownership like “HR Manager reviews application” or “Finance Director approves budget.”
How: Type and select the member’s name from the dropdown.
Groups
Groups let multiple people share responsibility. Any group member can complete the task.
When to use:
Support tickets any team member can handle
Document reviews where any QA person can take a look
Approvals where any manager can sign off
How: Type the group name and select it. Groups must be created in Settings first.
Job titles
Job titles1 let you define what role you need, then pick the specific person later. Great for flexible workflows.
When to use:
Different people handle the same role depending on the project
You rotate responsibilities based on availability
The same template works across departments with similar roles
How:
Pick Job Title from the assignment dropdown
Enter something descriptive like “Project Manager” or “Quality Reviewer”
When someone launches the process, they’ll choose who fills that role
Example: Your client onboarding needs an “Account Manager” - but which one depends on the client. With job titles, whoever launches the process picks the right person.
Guests
Guests are people outside your company. They get an email with a secure link - no Tallyfy account needed.
When to use:
Getting client approvals or feedback
Collecting documents from vendors
Having contractors complete specific tasks
How:
Know the email? Enter it directly in the assignment dropdown
Not sure who yet? Leave it blank and let the process launcher decide
Unassigned steps
Leaving steps unassigned gives you flexibility:
“Assign launcher automatically” ON - the person who launches the process gets the task
“Assign launcher automatically” OFF - the task stays unassigned until someone claims it
When to use:
Ad-hoc tasks where assignment depends on workload
Tasks where anyone can volunteer
Processes where the launcher should handle initial steps
Advanced techniques
Dynamic assignment with automation
Automation rules can change assignments based on what’s happening in your process:
Add assignees based on form answers (someone picks “High Priority”? Auto-assign your senior team)
Replace assignees when conditions change
Clear assignments to create unassigned tasks
Route tasks based on amounts, regions, or priorities
Example: Purchase request over $10,000? Goes to the CFO. Under that? Department manager handles it. No manual routing needed.
Requiring all assignees to complete
Need everyone to sign off? Here’s how:
Assign multiple people or groups to the same step
Turn on “All assignees must complete this task” (the everyone_must_complete setting)
The task waits until every assignee marks it done
Good for board approvals, multi-department sign-offs, and reviews needing multiple perspectives.
Tips
Be specific with job titles - “Senior Marketing Manager” beats “Manager.” You’ll avoid confusion at launch time.
Groups spread workload - specific assignments are great for accountability, but watch for overloading one person.
Plan for absences - groups and job titles give you built-in backup when someone’s out.
Test first - launch a few test processes to see how assignments flow in practice.
Troubleshooting
”I can’t see a group in the assignment dropdown”
The group needs to exist first. Go to Settings > Organization > Groups to create it. Only admins can create groups, and the “Allow group management” org setting must be enabled.
”The wrong person got assigned”
Check these:
Is “Assign launcher automatically” turned on? It may be overriding your setup.
Are any automation rules switching assignments?
Using job titles? Someone needs to pick the actual person during launch.
”Guests aren’t receiving task notifications”
Double-check the email address for typos
Ask them to check spam folders
Verify that “Prevent guests from making or seeing comments” (prevent_guest_comment) isn’t blocking what they need
”Multiple people need different parts of one task”
Split the task into separate steps, each with its own assignments.
Tallyfy lets you assign each process step using Fixed mode for specific people or groups Dynamic mode for role-based job titles decided at launch or Guest mode for external collaborators and also supports automation rules that add replace or clear assignees based on form field responses during a running process.
Tallyfy lets you assign tasks to specific members, groups, or guests by email - with options for automation rules that change assignments based on conditions.
Tallyfy lets you edit template steps by adding new ones or modifying existing step details including descriptions with rich media and assignments to specific people or groups or guests along with step types and form fields and deadlines set relative to launch or other steps and advanced settings like webhooks and mandatory flags and auto-assignment rules.
