Every person in your Tallyfy organization has a status you can check at Settings > Organization > Members. The status controls what they can do and whether they count toward your billing.
| Status | Meaning | Counts toward billing? |
|---|
| Active | Can log in and use Tallyfy based on their role | Yes |
| Invited | Invitation sent, but not yet accepted | No |
| Deactivated | Removed from the organization - can’t log in | No |
| Bot / Unbilled | Special account for integrations or partners | No |
An Active member has joined and can use Tallyfy based on their role (Admin, Standard, or Light). These members count toward your account limits.
“Invited” means you’ve sent an invitation, but the person hasn’t clicked the email link and set up their password yet. They can’t use Tallyfy and don’t count toward billing.
Once they accept, their status automatically changes to Active.
An Administrator has removed this member. They can’t log in or access anything in Tallyfy. When you deactivate someone, Tallyfy lets you reassign their tasks to other team members. Deactivated members don’t count toward billing.
These protections apply when deactivating or deleting members:
- Default Administrator - If you deactivate a default admin who’s also the only admin, you’ll get an error. Promote another member to Admin first. If other admins exist, Tallyfy auto-transfers the default admin role.
- Last Administrator - The final admin in an organization can’t be deactivated. Promote another member first.
- Two-step deletion - Members must be deactivated before you can permanently delete them.
- Task reassignment - You can reassign active tasks and template assignments to another member during deactivation.
Hit errors during deactivation? See the troubleshooting guide.
This status covers a few different cases:
- 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 show as “Unbilled”.
- Tallyfy Bot - Every organization has a system user called “Tallyfy Bot”. It posts automated comments (for example, when a rule triggers a task) and handles system actions that can’t be attributed to a specific person. The bot can’t be removed, edited, or assigned tasks.
These accounts can access Tallyfy but don’t count toward your member total.
Administrators manage all member statuses at Settings > Organization > Members. From there you can:
- Invite new members - they start as Invited.
- Deactivate members - changes status to Deactivated.
- View everyone’s current status at a glance.
Members > Invite and activate members
Tallyfy lets admins (and optionally Standard members) invite new users by clicking the Invite+ button found throughout the app and entering an email address along with a name and role assignment after which the invitee receives an email to activate their account and join the organization.
Org Settings > Member deletion
Troubleshoot common errors when removing members from a Tallyfy organization - error messages, two-step deletion, and edge cases.
Documenting > Members
Members in Tallyfy are your organization’s users (employees or contractors) who hold one of three roles — Administrator for full control and Standard for daily workflow tasks and Light for task-only access — with each role determining what areas and features that person can reach within the platform.
Members > How to remove a member
Administrators in Tallyfy can instantly remove a member by deactivating their account under Settings > Organization > Members and then choosing to either reassign that person’s open tasks to other team members or leave them unassigned for later handling.