Tallyfy supports three main assignment types: members, groups, and guests. You can assign one or many people to any task.
Assignment types
Member assignment
Assign tasks to specific people in your organization:
Individual - pick a specific person by name
Multiple assignees - assign several people, optionally requiring all of them to complete the task (using the everyone_must_complete setting)
Assign to process starter - automatically assign to whoever launched the process (the assign_run_starter option on a step)
Group assignment
Assign tasks to a group instead of individual people. When you assign a group, all members of that group become assignees. You can also set max_assignable to limit how many people from the group can pick up the task.
Guest assignment
Assign tasks to people outside your organization by entering their email address. Tallyfy sends them a link to complete their task - no account required. Guests can fill out form fields and submit data on tasks assigned to them.
Assigning tasks in templates
When editing a template step:
Select a step in your template
Open the assignment dropdown
Choose the assignment type (member, group, or guest)
Pick specific assignees
Optionally configure everyone_must_complete, can_complete_only_assignees, or max_assignable
Reassigning tasks in active processes
You can change task assignees in a running process by editing the task’s owners. Admins can reassign any task. To reassign:
Open the task in the active process
Edit the assignees
Select the new assignee (member, group, or guest email)
Save changes
Tallyfy automatically notifies newly added assignees by email.
Automation rules for assignment
Tallyfy’s automation rules (automated actions) can change task assignments based on conditions. The available assignment actions are:
assign - add assignees to a step
assign_only - replace all current assignees with new ones
unassign - remove specific assignees
clear_assignees - remove all assignees from a step
Conditions can be based on form field values or step completion status. This lets you route tasks dynamically - for example, assigning a review step to a specific manager based on a dropdown selection in a previous step.
Bulk reassignment
When removing a user from your organization, Tallyfy’s ReassignInformation service lets you reassign all their templates, steps, processes, and tasks to another user in one operation. You can also update multiple task assignments at once within a single process using the bulk update feature.
Troubleshooting assignment issues
Issue
Solution
Unassigned tasks
Set default assignees on template steps or use assign_run_starter
Assignee unavailable
Use group assignment so other group members can pick up the task
Guest can’t access task
Verify the guest email is correct and resend the task notification
Too many people assigned
Set max_assignable on the step to limit assignees
Example assignment strategies
Approval workflow
Submission: assigned to a group (e.g., department members)
Review: assigned to a specific person (e.g., department manager)
Final approval: assigned to an executive (direct assignment)
Customer onboarding
Document collection: assigned to the customer (guest by email)
Verification: assigned to an onboarding specialist (direct)
Account setup: assigned to the IT group (group assignment)
Welcome call: assigned dynamically via an automation rule based on a form field value
Tallyfy lets you assign template steps to specific members or groups or job titles or guests through the Assign tab and also supports unassigned steps with dynamic automation rules that route tasks based on form answers or conditions like dollar amounts or priority levels.
Tallyfy lets you assign each process step using Fixed mode for specific people or groups Dynamic mode for role-based job titles decided at launch or Guest mode for external collaborators and also supports automation rules that add replace or clear assignees based on form field responses during a running process.
Tallyfy lets you create groups of members and guests in Settings so you can assign entire teams to template steps at once instead of individually and control how many people from each group can take on a task when a process launches.