More about tasks
Tasks are the actual work items people complete in Tallyfy - they’re what your team interacts with every day. Simple as that.
You’ve got two types to work with:
Here’s the thing - tasks drive everything in Tallyfy. They’re how work actually gets done.
When you understand tasks, magic happens:
- Your team knows exactly what to do (no more confusion or “what’s next?” questions)
- Work gets done right the first time - by the right people at the right time
- Processes flow smoothly because everyone’s on the same page
The result? No bottlenecks. No dropped balls. Just smooth workflows.
Timing matters. Tallyfy gives you two ways to control when things happen:
- Start time: When someone should start working on the task (it’s guidance, not enforced - think of it as a friendly nudge)
- Deadline: The hard stop. When the task must be done. Miss this and it shows as overdue
You can set both timings whether you’re creating templates or quick one-off tasks. Get this right and your team hits deadlines like clockwork.
Pro tip: Use expiring tasks for FYI items that auto-complete at deadline. This prevents task debt - that overwhelming buildup of overdue work that never seems to go away.
Now, about those task types I mentioned:
- Process Tasks: These live inside your process templates - they’re connected to other tasks and follow a specific workflow. This is where 90% of your work happens in Tallyfy. Perfect for anything you do repeatedly
- One-off Tasks: Quick, standalone to-dos. No template needed. Just create it, assign it, done. Great for those “can you handle this?” moments that pop up
This trips people up, so let’s clear it up right now:
Steps live in templates. Tasks live in running processes.
Think of it this way:
- When you’re building a template, you add Steps - these are the blueprint. Each step has its own type (regular task, approval, email, you name it)
- When you launch that template? Those steps transform into Tasks that people actually complete. Same types, different context. A Task step becomes a Task task, an Approval step becomes an Approval task
Simple, right? For all the different types you can use, check out the Step/Task Types article.
- Advanced tab
- Complete or reopen tasks
- Create a one-off task
- Create and use subtasks
- Edit tasks
- Escalating overdue tasks
- How to duplicate or clone tasks
- Manage comments
- Manually show or hide tasks
- Paste cells into a Tallyfy table
- Report blockers and improvement feedback
- Send email reminders
- Set default content for form fields
- Step types
- Task assignment options
- Types of form fields
Got the basics down? Great. Here’s where to go from here.
First up - dive into the different types of tasks Tallyfy offers. There’s more than you might think, and each type solves specific workflow challenges.
Need something done fast? Learn how to create a one-off task. Takes 30 seconds, max.
And when things go sideways (they always do sometimes), you’ll want to know how to report and resolve issues. Tallyfy’s blocker system is a lifesaver for handling roadblocks.
Tracking And Tasks > An overview of processes
How To > How to avoid task debt
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