Guests are external people - clients, vendors, contractors - who can complete tasks in your workflows without creating a Tallyfy account. They’re free and unlimited on paid plans.
Guests vs. members
Feature
Guest users
Members
Cost
Free, unlimited
Paid seat
Account needed
No
Yes
Can create templates
No
Yes (Standard/Admin)
Can launch processes
No
Yes
Task visibility
Only assigned tasks
All tasks (based on role)
Authentication
Secure email link
Login credentials
Can post comments
Yes (unless disabled per task)
Yes
How to assign tasks to guests
Two options:
In a template (repeatable processes):
Select a step in your template
Go to the Assignment tab
Choose “Guest” as the assignment type
Enter the guest’s email address
In an active process (on-the-fly):
Open the task you want to assign
Click Reassign
Select “Assign to guest”
Enter the guest’s email address
Click Save
When assigned, guests receive an email with a secure link to their task1. No passwords. No account creation.
Guest notifications and tracking
You can:
Customize the email notification message
Set up reminder notifications for uncompleted tasks
Track when guests access their tasks (via the last_accessed_at timestamp)
The Tracker view shows which guest tasks are complete, pending, or in progress. Guests can also see @mentions directed at them in task comments.
Common guest use cases
Collecting information from customers - Use guest tasks to gather data through forms, collect document uploads, get approvals, or request feedback.
Involving external experts - Legal reviews, technical consultations, vendor approvals. Guests contribute to specific steps without full user accounts.
Onboarding new clients - Create a process that walks clients through every step: submitting documents, filling out forms, and receiving information as they go.
Document collection workflows
Great for loan applications, mortgage processing, or compliance checks. Set up tasks where guests can:
See required documents with explanations
Upload files directly to their tasks
Check off completed items
Get clear instructions at every step
Troubleshooting guest access
Guest can’t access their task
Double-check the email address for typos
Guest emails can’t match your organization’s domain. If your org uses mydomain.com, guests with @mydomain.com emails won’t work - they’ll need a different email address
Resend the invitation from the task view
Confirm the process is still active (completed processes lock everyone out)
Verify the task hasn’t been reassigned
The domain restriction (#2) catches most people.
Guest completed a task by mistake
Go to the completed task
Click Reopen in the task menu
The task returns to active status
The guest can access it again with their original link
Changing a guest’s email
Click Reassign on the task, enter the correct email, and click Save. Tallyfy sends a fresh invitation to the new address. The old link stops working immediately.
Security and privacy
What guests can and can’t see
Guests CAN see:
Their assigned tasks
Attachments and fields within those tasks
Comments where they’re @mentioned
Guests CANNOT see:
Other tasks in the process
Your templates or organization settings
Member information or other processes
Important security consideration
When you make a process Public to the world, guests can see all tasks in the Tracker view - including tasks assigned to other guests or members.
Keep processes private when:
Different guests shouldn’t see each other’s work
Task titles or descriptions contain sensitive information
You need strict task-level access control
Guest security tips
Share only what’s necessary in guest tasks
Use form fields to collect information instead of exposing sensitive details
Keep confidential data out of task descriptions and attachments
Use the Reset link option in Settings > Guests to invalidate old guest links when needed
Review and remove guest access when projects finish
Converting between guests and members
Converting a guest to a member
You need Administrator permissions and an available member seat.
Method 1: Convert from the Guests list
Go to Settings > Organization > Guests.
Find the guest you want to change in the list.
Click Convert to member in that guest’s row.
Tallyfy moves them to Members and sends a password setup email.
Method 2: Invite as a member
Go to Settings > Members
Click Invite member
Enter the guest’s email address
Select the role (Standard, Light2, or Administrator)
Click Send
What happens after conversion
They receive a temporary password email
They’re initially set as a Standard member (changeable later)
They occupy a paid member seat
Adjust their role in Settings > Organization > Members
Converting a member to a guest
The member must be disabled first. Then:
Go to Settings > Members
Find the disabled member
Click the three-dot menu and select Convert to guest
Confirm the change
They can still complete guest tasks but won’t have member privileges.
Advanced guest features
Guest form submission without task assignment
Create a process with a form, generate a shareable link, and send it out. Anyone with the link can submit the form - useful for surveys, registrations, or feedback collection.
Custom branding for guest interfaces
Customize the guest experience with your logo, welcome messages, and branded email notifications. Task descriptions can reflect your organization’s voice and style.
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.
Tallyfy lets you bring external clients and partners into your workflows as free guests who complete specific tasks through secure email links without needing full accounts or logins while internal team members maintain oversight and control over the entire process.
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.
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.
Footnotes
Links contain a unique guest_code token that authenticates without requiring account credentials ↩
Light users have view-only permissions and can’t complete tasks, unlike guest users who can complete assigned tasks ↩