Members > Invite and activate members
Administrators can invite new members by sending email invitations which recipients must activate to gain account access while managing invites and member statuses through the organization settings.
Understanding Member Statuses
In Settings > Organization > Members, you’ll see different statuses next to each person’s name. These indicate their access level and billing status within your organization.
| Status | What it Means | Does it Cost? |
|---|---|---|
| Active | A normal user who can log in and use Tallyfy (based on role). | Yes (Billed) |
| Invited | You sent them an invitation, but they haven’t accepted yet. | No (Not billed until active) |
| Deactivated | You removed them; they cannot log in or use Tallyfy anymore. | No (Not billed) |
| Bot / Unbilled | Special account (e.g., for integrations or partners) that doesn’t count towards your bill. | No (Not billed) |
“Active” means the member has joined and can use Tallyfy based on their assigned role (Admin, Standard, or Light). Active members count towards your paid licenses and have full access to platform features based on their role permissions.
“Invited” means you’ve sent an invitation, but the person hasn’t clicked the email link and set up their password yet. They cannot use Tallyfy, and you aren’t billed for them during this pending state.
Once they accept the invitation, their status automatically changes to Active, and billing begins for that member.
“Deactivated” means an Administrator has removed the member from the organization. They can no longer log in or access any Tallyfy features. When you deactivate someone, Tallyfy helps you reassign their tasks to other team members. Deactivated members no longer count towards your paid licenses.
This special status is usually set by Tallyfy admins or support for specific organizational needs:
- Integration Accounts: Accounts used by software connecting to Tallyfy via the API.
- Partner/Consultant Accounts: If you use the Domain Exclusion feature for partners, their accounts might show as “Unbilled”.
- Tallyfy Bot: Every organization also has a system user named “Tallyfy Bot”. This unbilled user posts automated comments (e.g., when a rule triggers a task) and performs system actions where a specific human user cannot be attributed. It cannot be assigned tasks, edited, or deleted.
These accounts can access Tallyfy but do not count towards your paid member total.
Administrators can view and manage all member statuses in Settings > Organization > Members. This central location allows you to:
- Invite new members (they start as Invited).
- Deactivate members (changes status to Deactivated).
- See the current status of everyone listed.
Understanding these member statuses helps you effectively manage user access permissions and optimize your Tallyfy billing costs.
Tallyfy members are licensed organizational users with three role levels - Administrator with full system access Standard with customizable workflow permissions and Light for task execution only - where pricing differentiates between Full roles (Admin/Standard) and cost-effective Light roles for organizations to optimize user access and expenses.
Members > Standard and Admin members
Administrators have complete control over Tallyfy accounts while Standard members have limited permissions focused on daily work tasks and template management based on admin-granted access levels.
Billing > Tallyfy's Account and Member Limits
Tallyfy provides two paid member roles with Full Members having comprehensive access to create and edit templates while Light Members can only complete assigned tasks and participate in processes with trial accounts limited to 10 members 10 guests 100 task assignments and 10 simultaneous processes while guests from outside organizations can access specific tasks completely free and unlimited.
About Tallyfy
- 2025 Tallyfy, Inc.
- Privacy Policy
- Terms of Use
- Report Issue
- Trademarks