Assignment types

How step assignments work

Every step in a Tallyfy template needs an assignment type. This controls who gets each task when someone launches your process. The assignment panel offers three modes: Fixed, Dynamic, and Guest.

Fixed assignment (specific people or groups)

Pick this when you know exactly who should handle a step. Every time.

Specific people

• The same person gets this task each time the process runs
• No need to choose assignees at launch - it’s already decided
• Great for tasks with clear ownership, like approval from your CFO

How to: Click the step > select Fixed > type a member’s name

Groups

Groups work like pre-built teams. Use them when:

• Multiple people could handle the task
• You don’t want to list everyone individually
• Your team changes but the group stays constant

How to: Click the step > select Fixed > type the group name

Setting up groups

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

Dynamic assignment (job titles)

Sometimes you know the role that should handle a task - but not which specific person. That’s what job titles are for.

Job titles = casting roles in a play

• Fixed: Like choosing specific actors beforehand. Same actors every show.
• Dynamic (Job Title): Like saying you need a “Lead Actor” but not picking who yet. When the play starts (process launches), you pick who fills the role for that run. Different people can fill it each time.

This works well when the person depends on the project or client, but the job function stays the same (e.g., always needs a “Project Manager”).

How it works:

• You define a role in your template (“Legal Reviewer”, “Project Manager”, etc.)
• When someone launches the process, they pick who fills that role
• Next run? They can choose someone different.

How to: Click the step > select Dynamic > choose or create a job title

Guest assignment

Need someone outside your company to complete a task? Use guest assignments for clients, vendors, or contractors who don’t have Tallyfy accounts.

How to: Click the step > select Guest > add their email (or leave blank to decide at launch)

What happens at launch:

• If you set an email in the template, Tallyfy assigns the guest automatically
• If you left it blank, you’ll enter the email when launching
• Either way, they get an email with a direct link - no login needed

Automation rules for assignments

Automation rules let you change who gets a task based on what happens during the process. For example, if someone selects “Budget over $10K” in a form field, you can route approval to senior management automatically.

Your rules can:

• Add extra assignees alongside existing ones
• Replace the current assignee with someone else
• Clear all assignees and start fresh

See Automate task assignments for the full guide.

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