Understanding assignment types

Choosing how to assign steps in templates

When you build a process template in Tallyfy, you decide who should do each task. There are several ways to set this up, affecting who gets assigned when someone starts a process from the template.

Option 1: Assign to Specific People or Groups (Fixed)

Use this when you know exactly who (or which group) should always do this specific task.

Assigning to specific people

• The same person always gets this task every time the process runs.
• No need to choose assignees when starting the process.
• Good for tasks with clear, unchanging ownership.

How to: Select the step > Assign tab > Type and select the member’s name.

Assigning to groups

A group is a list of people you set up beforehand. Assigning to a group is useful when:

• Several people might do the task.
• You don’t want to list individuals.
• Team members change, but the group stays the same.

How to: Select the step > Assign tab > Type and select the group name.

Setting up Groups

You need to create groups in Settings before you can assign tasks to them.

Option 2: Assign based on Job Title (Dynamic)

Use this when you know the type of role needed for the task, but the specific person might change each time the process runs.

Job Titles = Casting Roles in a Play

• Fixed Assignment: Like choosing specific actors for roles beforehand. The same actors always play those parts.
• Job Title Assignment: Like saying you need a “Lead Actor” but not picking who yet. When the play starts (process launches), you hold auditions and choose who plays the Lead Actor for that specific show. Different actors can play the role on different nights.

This is useful when the person doing the task depends on the project or client, but the job function is always the same (e.g., always needs a “Project Manager”).

When using job titles:

• You define the role needed in the template (e.g., “Legal Reviewer”).
• When someone starts the process, Tallyfy asks them to choose the actual person who will fill that role for this specific run.
• Different people can be picked for the same job title on different runs of the process.

How to: Select the step > Assign tab > Choose Job Title > Type a clear job title name.

Option 3: Assign to Guests

Use this to assign tasks to people outside your company (clients, vendors, etc.) who don’t have a Tallyfy account.

How to: Select the step > Assign tab > Choose Guest > Enter the guest’s email address (or leave it blank to fill in when the process starts).

When the process starts:

• If you entered an email in the template, that guest is automatically assigned.
• If you left it blank, the person starting the process will be asked to enter the guest’s email address.
• The guest gets an email with a link to their task.

Guest Email Shortcut

You can quickly assign a guest by typing +guest@email.com in any task comment box.

Option 4: Use Automation Rules

For the most flexibility, you can set up automation rules that change who is assigned to a task based on conditions met during the process (e.g., based on form answers).

These rules can:

• Add assignees.
• Replace assignees.
• Clear assignees.

See Automate task assignments for details.

Related articles

Tasks > Complete guide to task assignment options

A comprehensive guide to assigning tasks in Tallyfy, including assignment types, options, and best practices to ensure work gets done efficiently.

Edit Task > Assign members or guests after launching

Tasks can be assigned to members and guests during template creation process launch or while a process is running with options to restrict task completion and utilize automatic launcher assignment features.

Groups > Create and assign groups

Administrators can create and manage groups in the settings while assigning tasks to these groups during template creation with options to control maximum assignees and automatic assignments.

Guests > Assign tasks to guests

Administrators and Standard members can assign tasks to guest users through template building task comments or direct assignment in running processes using their email addresses.