Edit Templates > Understanding assignment types
Tallyfy templates allow you to assign tasks to specific people groups job titles or guests with options for automation rules to dynamically change assignments based on process conditions.
Assign steps in the Tallyfy template builder
To assign steps in Tallyfy, click the Assign tab for any step and choose from specific members, groups, job titles, or guests. You can also leave steps unassigned or use automation rules for dynamic assignment based on process conditions.
Assignment determines who receives and completes each task when someone launches a process from your template. Tallyfy offers multiple assignment methods to match your workflow needs - from fixed assignments to flexible role-based options.
Before assigning steps in your templates, ensure you have:
- Administrator or Standard member role (Light members cannot edit templates)
- Access to the template you want to edit
- Groups created if planning group assignments
- Guest email addresses ready for external assignments
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Open your template in edit mode
Navigate to the Templates tab and click the pencil icon on your template.
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Select the step to assign
Click any step in your template to open its details panel on the right.
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Access the Assign tab
Click the Assign tab in the step details panel to view assignment options.
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Choose your assignment method
Select from the available assignment types based on your workflow needs.
Use this when the same person should always complete this task across all process runs. The assignment remains fixed - no selection needed during process launch.
When to use: Tasks with clear ownership like “HR Manager reviews application” or “Finance Director approves budget”
How to assign: Type and select the member’s name from the dropdown list.
Groups let multiple people share responsibility for a task. Any group member can claim and complete the task, providing flexibility while maintaining accountability.
When to use:
- Support ticket handling by any support team member
- Document reviews by any quality assurance team member
- Approval tasks where any manager can sign off
How to assign: Type and select the group name from the dropdown. Groups must be created in Settings before they appear here.
Job titles create placeholder roles that get filled when someone launches the process. Think of it like casting roles in a play - you define the role needed, but choose the specific actor later.
When to use:
- Project-specific assignments where the person changes per client
- Rotating responsibilities based on availability
- Templates used across different departments with similar roles
How to assign:
- Select Job Title from the assignment type dropdown
- Enter a descriptive job title like “Project Manager” or “Quality Reviewer”
- The process launcher will select the actual person during launch
Example scenario: A client onboarding template needs an “Account Manager” - but which specific account manager depends on the client. Using job titles, the process launcher picks the right person for each new client.
Guests are people outside your organization who need to complete specific tasks. They receive email notifications with secure links to access only their assigned tasks - no Tallyfy account needed.
When to use:
- Client approvals or feedback collection
- Vendor document submissions
- External contractor task assignments
How to assign:
- Enter the guest’s email directly for fixed assignment
- Leave blank to let the process launcher enter the email during launch
- Type
+guest@email.comin any task comment for quick guest assignment
Sometimes you want flexibility in who handles a task. Leaving it unassigned creates different behaviors based on your settings.
What happens:
- If “Assign launcher automatically” is ON: The process launcher gets assigned
- If “Assign launcher automatically” is OFF: Task remains unassigned until someone claims it
When to use:
- Ad-hoc tasks where assignment depends on workload
- Tasks anyone can volunteer to complete
- Processes where the launcher should handle initial steps
Automation rules provide the most flexibility by changing assignments based on process data or conditions.
Capabilities:
- Add assignees based on form field answers
- Replace assignees when conditions change
- Clear assignments to create unassigned tasks
- Route tasks based on dollar amounts, regions, or priorities
Example: A purchase request over $10,000 automatically assigns the CFO for approval, while smaller amounts go to department managers.
For tasks requiring multiple approvals or parallel work:
- Assign multiple people or groups to the same step
- Enable “All assignees must complete this task” in Advanced settings
- Task only completes when everyone marks it done
Common uses:
- Board approvals requiring all members
- Multi-department sign-offs
- Parallel review processes
Be specific with job titles: Use “Senior Marketing Manager” instead of just “Manager” to avoid confusion during process launch.
Consider workload distribution: Groups spread tasks among team members, while specific assignments might overload individuals.
Plan for absences: Groups and job titles provide backup options when specific people are unavailable.
Document assignment logic: Add notes in step descriptions explaining why certain assignment methods were chosen.
Test different scenarios: Launch test processes to verify assignments work correctly across various situations.
Groups must be created in Settings > Groups before they appear in assignment options. Only administrators can create groups.
Check these settings:
- “Assign launcher automatically” might be overriding your assignment
- Automation rules may be changing assignments
- Job titles need specific person selection during launch
Verify:
- Email address is entered correctly
- Guest email isn’t blocked by spam filters
- “Prevent guests from making or seeing comments” isn’t blocking necessary access
Consider splitting into separate steps with individual assignments rather than using one step with multiple assignees.
Your assignment choices affect how processes run:
Speed: Specific assignments start immediately, while groups may have claim delays.
Flexibility: Job titles adapt to each process instance but require launcher input.
Accountability: Named assignments create clear ownership versus shared group responsibility.
Scalability: Groups and job titles scale better than specific person assignments as teams grow.
Choose assignment methods that balance efficiency with your team’s working style and process requirements.
Tasks > Complete guide to task assignment options
Tallyfy provides comprehensive task assignment options including direct assignment to specific members role-based assignments for job titles and groups guest assignments for external participants and advanced features like conditional assignments bulk management and customizable notifications to ensure efficient workflow management and team productivity.
Groups > Create and assign groups
Tallyfy allows administrators to create groups by adding members and guests through Settings then assign these groups to tasks in process templates with options to control maximum assignees and dynamic assignment rules.
Automations > Automate task assignments
Assignment actions in Tallyfy automatically modify task assignments through three methods - adding assignees replacing all assignees or clearing assignments entirely - based on conditional logic that can target specific people groups or form field selections to streamline workflow management.
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