What are the different member status types in Tallyfy?
In Settings > Organization > Members, you’ll see different statuses next to each person’s name. These indicate their access level and account status within your Tallyfy organization.
How do member status types work in Tallyfy?
Status
What it Means
Account Status
Active
A normal user who can log in and use Tallyfy (based on role).
Counts toward account limits
Invited
You sent them an invitation, but they haven’t accepted yet.
Does not count until active
Deactivated
You removed them; they cannot log in or use Tallyfy anymore.
Does not count
Bot / Unbilled
Special account (e.g., for integrations or partners) that doesn’t count towards your account.
Does not count
What does Active status mean for Tallyfy members?
“Active” means the member has joined and can use Tallyfy based on their assigned role (Admin, Standard, or Light). Active members count towards your account limits and have full access to platform features based on their role permissions.
How does Invited status work in Tallyfy?
“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 they don’t count toward your account during this pending state.
Once they accept the invitation, their status automatically changes to Active, and they count toward your account limits.
What happens when a member has Deactivated status?
“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 account limits.
Important deletion constraints
Before deactivating members, be aware of these system protections:
Default Administrator: Cannot be deactivated until the role is transferred to another administrator
Last Administrator: The final admin in an organization cannot be deactivated - promote another member first
Two-step process: Members must be deactivated before permanent deletion from the system
Task reassignment: All active tasks and template assignments must be reassigned or handled before deactivation completes
If you encounter errors during deactivation, see our troubleshooting guide for solutions.
What is Bot/Unbilled status used for in Tallyfy?
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 member total.
How can I manage member statuses in Tallyfy?
Administrators can view and manage all member statuses in Settings > Organization > Members. This central location allows you to:
This comprehensive guide addresses common issues and solutions when removing organization members from Tallyfy including error message troubleshooting and system behavior details for administrators managing member deactivation and deletion processes.
Members in Tallyfy are people in your organization with account access who can be assigned one of three roles - Administrator with complete control Standard with full workflow capabilities or Light with task completion abilities - where Full roles (Administrator and Standard) count toward account limits while Light members are designed for basic task execution.
Administrators can invite team members to Tallyfy by clicking the Invite+ button entering their email address and selecting their role while managing pending invitations through the Organization Members settings where they can resend or withdraw invites as needed.
Administrators can remove members from their Tallyfy organization through the Settings panel by deactivating the member and reassigning their existing tasks to other active members to prevent work loss.
