You need to decide who does what in your Tallyfy templates. There are several ways to assign tasks - and your choice determines who gets work when someone launches your process.
Assigning to specific people or groups
This works when you know exactly who should handle a task. Every time.
Assigning to specific people
The same person gets this task each time the process runs
You won’t need to choose assignees at launch (it’s already decided)
Perfect for tasks with clear ownership - like approval from your CFO
How to: Click the step > Assign tab > Type the member’s name
Assigning to groups
Think of groups as pre-built teams. You’ll want groups when:
Multiple people could handle the task
You’d rather not list everyone individually
Your team changes but the group stays constant (new hires automatically get included)
How to: Click the step > Assign tab > Type the group name
Assigning based on job title
Sometimes you know what role should handle a task - but not which specific person. That’s where job titles come in.
Here’s how it works:
You define the role in your template (“Legal Reviewer”, “Project Manager”, etc.)
Next run? They can choose someone else. The flexibility is built in.
How to: Click the step > Assign tab > Choose Job Title > Enter a clear role name
Assigning to guests
Need someone outside your company to complete a task? That’s what guest assignments are for - clients, vendors, contractors who don’t have Tallyfy accounts.
How to: Click the step > Assign tab > Choose Guest > Add their email (or leave blank to decide later)
What happens at launch:
Got an email in the template? The guest is assigned automatically
Left it blank? You’ll enter the email when launching
Either way, they receive an email with a direct link - no login needed
Using automation rules for assignments
Want assignments that adapt? Automation rules let you change who gets a task based on what happens during the process. If someone selects “Budget over $10K” in a form field, you can automatically route approval to senior management.
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.
Tallyfy supports multiple task assignment methods including direct assignment to specific members role-based assignment to job titles and groups guest assignment for external collaborators and advanced features like conditional assignments bulk management and automated notifications to accommodate various organizational workflows and requirements.
This documentation explains how to create groups in Tallyfy for organizing team members and guests then assign these groups to tasks in process templates with options to control the maximum number of assignees and use automation rules for dynamic assignments.
Tallyfy allows you to assign tasks to members and guests at three different stages: during template creation when launching a process or while a process is running with options to set default assignees modify assignments during launch reassign tasks in active processes and control completion permissions through various assignment types and automation settings.