Guests

Guest access for external collaboration

Guests let you include clients, suppliers, and partners in your workflows without giving them full Tallyfy accounts. They complete specific tasks through secure email links - completely free with unlimited access. This makes guests ideal for client onboarding ↗ where external people need to participate.

Example: You’re running a 20-step approval process, but steps 5 and 12 need client input. Guests complete their parts right within your workflow. Everything stays tracked in one place.

Member vs. Guest: Employee badge vs. visitor pass

• Member: Like an employee with a company ID badge. They log into Tallyfy, have a specific role (Admin, Standard, or Light), and can access different areas based on their role
• Guest: Like a visitor with a temporary visitor pass. They don’t get a full login. Their pass is the unique forever link¹ sent via email. This link gives access only to the specific task they need to work on. They can’t see other tasks or processes

Guests participate in specific tasks without getting access to your whole Tallyfy account.

Assigning tasks to guests

Assign any step to an email address outside your organization - that person becomes a guest.

When building your template, you’ve got three assignment options:

• Specific people or teams in your organization
• Job titles like “Account Manager” or “Project Lead”
• External email addresses for clients and partners who need to complete certain steps

Every guest task must also have an internal assignee. You need someone inside your organization keeping tabs on external participation.

Security and access

Secure access links

• Unique forever links: Each guest gets a private link to access tasks. It stays the same unless you change their email or manually reset it via Settings > Guests. No passwords needed.
• Direct access: Click the link, complete the task. No account creation, no login screens.

Visibility and delegation

• Controlled visibility: Guests only see their assigned tasks - nothing else. Your internal workflow stays confidential. (If you make a process public, guests can see everything in the Tracker view.)
• Task delegation: Guests can reassign their tasks to colleagues by adding their email addresses.

Internal oversight

• Mandatory internal assignment: Every guest task needs an internal assignee too. Someone in your organization always has visibility into external tasks.
• Automated reminders: Tallyfy sends reminder emails automatically. You don’t need to chase clients for responses.

Customization and management

• Daily digest: Guests can switch to daily digest emails if they prefer fewer notifications.
• Communication history: Check what emails went to a specific guest at Settings > Guests - every reminder, every notification. Useful for audit trails.
• Language settings: Guests can change their display language (app_language) and content language (content_language) through their preferences.

Guest email preferences

Guests have limited email control compared to members.

What guests CAN control:

• Daily digest emails (on/off) - combine all notifications into one daily summary
• Display language and content language preferences

What guests CANNOT control:

• Individual task notification emails - always sent when tasks are assigned
• Comment notification emails - always sent when someone comments
• Deadline reminder emails - always sent as deadlines approach

If a guest needs more email control, consider:

• Converting them to a Light member² role
• Using member-level permissions instead of guest access

Guest task completion

How guests complete tasks:

• Email notifications include a direct link to the task
• The green Complete button is prominently displayed
• Automatic reminders follow your configured cadence
• Task descriptions can include step-by-step instructions

Tips for clearer guest tasks:

• Add explicit instructions like “Click the green Complete button when done”
• Use numbered steps for complex actions
• Include screenshots or examples when helpful
• Set appropriate deadlines to create urgency

Alternative: Expiring tasks for optional guest work

For low-priority guest tasks that might not get completed, use expiring tasks that auto-complete on the deadline:

1. In the template, set the task type to Expiring
2. Set an appropriate deadline (e.g., 3 days)
3. The task automatically completes if the guest doesn’t respond
4. Good for optional feedback requests or “nice to have” input

This prevents processes from getting stuck on unresponsive external parties. Learn more about task types.

To learn more about guests:

• Assign tasks to guests
• Assigning guests
• Get a guest's unique link
• Re-open tasks as a guest
• The guest view
• What is a guest

Related articles

Guests > What is a guest

Tallyfy guests are external people like clients and suppliers who complete specific workflow tasks through secure email links without needing accounts or paid seats and they can only see their own assigned tasks while your internal data stays fully protected.

Guests > Assigning guests

Tallyfy lets you assign workflow tasks to external guests like clients and vendors via secure email links without requiring accounts or paid seats and provides tools to track their progress and convert them to full members when needed.

Features > Customer facing

Tallyfy lets external people like clients and vendors participate in your workflows through secure email links without needing accounts or passwords and you can invite unlimited guests for free while maintaining your own branding and automatic task reminders.

Guests > Assign tasks to guests

Tallyfy lets you assign tasks to external guests by entering their email address in a template or running process and the guest receives a secure link to complete their work without needing an account or password while at least one internal member is always co-assigned for oversight and comment routing.

Footnotes

1. Unique guest_code URL parameter that persists unless manually reset or email changed ↩

2. View-only role with full dashboard access but no task completion permissions ↩

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