Managing processes in Tallyfy follows five distinct phases: create, launch, execute, monitor, and complete. That’s it. When you understand these phases, you’ll catch problems before they snowball and keep your workflows running smoothly.
What are the process lifecycle phases?
Here’s how a process moves through Tallyfy - think of it like a train journey with scheduled stops:
Creation - You build the template (like designing the train route)
Launch - You start a new instance (the train leaves the station)
Execution - Tasks get completed one by one (passengers board at each stop)
Monitoring - You track progress in real-time (watching the train’s location)
Completion - Everything wraps up and you analyze results (reaching the destination)
How do I create effective process templates?
Creating templates is where you prevent 90% of future headaches. After helping hundreds of teams set up their workflows, I’ve found these five elements make all the difference:
Organize logically: Put steps in the order people actually work - not how the org chart says they should
Add detailed instructions: Write them like you’re explaining to someone on their first day (because someday, you will be)
Set proper assignments: Match tasks to job titles, not just people. New hire? They’ll automatically get the right work
Include form fields: Capture the data you need when you need it - no chasing people for missing info
Configure automations: Let Tallyfy handle the boring stuff. Auto-assign tasks, set deadlines, send reminders
How do I launch processes effectively?
Launching a process takes 30 seconds. Fixing a botched launch? Hours. Here’s what actually matters:
Customize for the specific instance: Every client onboarding is different - adjust deadlines and assignments to match reality
Provide context: Your launch notes are the difference between “What is this?” emails and people diving right in
Send notifications: People can’t complete tasks they don’t know about (yes, it’s that simple)
Verify settings: One last look saves you from that sinking “oh no” feeling 10 minutes later
How do I monitor active processes?
The tracker view is your command center - everything happening across all processes, live. You’ll spend most of your monitoring time here catching issues before anyone else notices them:
Use the Tracker view: See which processes are humming along and which need attention. Green means go, red means investigate
Check process health: That task stuck for 3 days? Time to nudge someone or reassign it
Review comments: The real story often lives in task comments - questions, blockers, “waiting on vendor” updates
Monitor form data: Spot incomplete submissions before they mess up your reporting
Handle exceptions: When the unexpected happens (and it will), you’ll see it here first
What are process tracking best practices?
Want to know what separates smooth operations from constant firefighting? These habits:
Regular check-ins: Monday morning dashboard review, Thursday afternoon deep dive - pick a rhythm and stick to it
Dashboard utilization: Your 30,000-foot view shows patterns individual processes hide. Seeing three processes stuck at approval? Maybe it’s time to talk to the approver
Notification management: Too many alerts = ignored alerts. Configure only what you’ll actually act on
Deadline tracking: Watch for tasks turning yellow (due soon) before they go red (overdue). A 15-minute daily scan prevents weekend emergencies
Issue resolution: Fix small problems fast. That “quick question” in comments? Answer it before it becomes a blocker
How do I manage process completion?
The finish line isn’t really the end - it’s where learning begins. Here’s your completion checklist:
Verify all tasks are complete: Sometimes that last approval gets forgotten. Quick scan, peace of mind
Review captured data: Did you get the contract value? Customer feedback score? Whatever matters to your business, check it’s there
Export data if needed: Monthly reports, compliance audits, performance reviews - get your data out while it’s fresh
Archive for reference: Six months from now when someone asks “How did we handle the Johnson account?”, you’ll have the answer
Learn and improve: That step everyone skips? It always runs 2 days late. Time to adjust the template
What are common process management challenges and solutions?
Challenge
Solution
Bottlenecks
Check who’s overloaded - if Sarah has 15 tasks and Tom has 2, time to rebalance
Missed deadlines
Build in buffer time. If it really takes 3 days, don’t set a 2-day deadline
Incomplete data
Make critical fields required. Can’t proceed without a PO number? Make it mandatory
Process abandonment
Set up a 48-hour reminder rule - gentle nudge before things go stale
Unclear responsibility
Name names. “Marketing team” is vague. “Content Manager” is clear
Missed steps
Every task appears in someone’s queue - Tallyfy won’t let steps vanish
Downstream problems
Daily tracker check catches issues while they’re still small
How can I analyze and improve processes?
Here’s the thing - your first template is never perfect. After running it 10-20 times, patterns emerge:
Review completion times: That “quick review” step averaging 4 days? Not so quick anymore. For accurate effort measurement, see how to track time spent on tasks
Identify patterns: When three different processes stall at legal review, you’ve found your bottleneck
Collect feedback: “Hey team, what’s one thing that drives you crazy about this process?” Simple question, gold mine of insights
Implement changes: Start small. Adjust one deadline, add one clarifying instruction. Test. Repeat
Monitor improvements: Did that change actually help? Check your metrics after 5-10 runs
The best processes aren’t designed - they’re discovered. Each run teaches you something new about how work really flows through your organization.
A process in Tallyfy is a single execution instance of a template blueprint that represents actual work being done with its own unique identity activity log and ability to be tracked and modified independently from the original template.
Process launching in Tallyfy transforms static workflow templates into active trackable processes with specific assignments and deadlines that operate independently with their own timeline participants and progress tracking.
Manual process launching in Tallyfy allows you to initiate workflow instances from templates with complete control over timing and customization by selecting a template naming the instance and clicking launch to create an active trackable process.
Tallyfy templates provide an intuitive alternative to traditional flowcharts by allowing you to define sequential processes visualize real-time workflow status through tracker views identify bottlenecks using analytics and easily optimize flow through step reordering conditional logic and parallel processing capabilities.
