Assign members or guests after launching

Assigning members and guests to tasks

You can assign tasks in Tallyfy at three points: when building a template, during process launch, or while the process is already running.

Assign tasks in a template

To set default assignees in your template:

1. Click the step you want to assign.
2. Go to the Assign tab in the settings panel.
3. Choose the default assignee: a specific member, a group, a guest email, or a job title.
4. You can also choose Nobody right now to leave it unassigned by default (see note below on “Assign launcher automatically”).

These defaults apply every time someone launches the process. You can change them during launch if needed.

Assign tasks when launching a process

During process launch, you can modify assignments:

1. After clicking Launch Process on a template, look for ‘Review & Edit’ before the final confirmation.
2. On the review screen, click tasks and change who is assigned for this instance.
3. You can remove all assignees to leave a task unassigned for this run.

Assign or reassign tasks in a running process

To change assignments in a running process:

1. Open the running process and find the task.
2. Click the menu icon (…) on the task card and choose ‘Edit task’ (or sometimes click the assignee area).
3. Add or remove assignees from the list.
4. Click Save Changes.

Unassigned tasks (“nobody assigned”)

Tasks without initial assignments:

• These tasks show up with a generic icon and “Nobody Assigned” label.
• You’ll find them using the “Assigned to nobody” filter in the Tasks view.
• Anyone with permission can grab them later - either assigning to others or claiming them personally.

”Assign launcher automatically” setting

This setting in the template step’s Advanced tab determines what happens when there’s no default assignee:

• If ON (Default):
  • No one assigned in the template? The process launcher gets it automatically.
  • Only guests assigned? Both the launcher and guests get assigned.
• If OFF:
  • No one assigned in the template? Task starts as ‘Nobody Assigned’.
  • Only guests assigned? Just the guests get it (launcher doesn’t).

Restrict task completion and editing

To control who can complete or edit tasks:

1. When editing the template, click the task step.
2. Go to the Advanced tab.
3. Switch ON the toggle “Only assigned members can complete or edit this task”.

Admin override

Administrators can always complete or edit any task, regardless of this setting.

Related articles

Edit Templates > Assign steps in the Tallyfy template builder

Assign steps in Tallyfy templates to specific members, groups, job titles, or guests - with automation rules for dynamic routing.

Guests > Assign tasks to guests

Tallyfy allows you to assign tasks to guest users by simply entering their email address when assigning any task which sends them a secure link to complete their work without requiring an account creation.

Tasks > Task assignment options

Tallyfy supports multiple task assignment methods including direct assignment to specific members role-based assignment to job titles and groups guest assignment for external collaborators and advanced features like conditional assignments bulk management and automated notifications to accommodate various organizational workflows and requirements.

Groups > Create and assign groups

This documentation explains how to create groups in Tallyfy for organizing team members and guests then assign these groups to tasks in process templates with options to control the maximum number of assignees and use automation rules for dynamic assignments.

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