Assign tasks to guests

How to assign tasks to guest users

Enter a guest’s email address when assigning any task, and they’ll get a secure link¹ to complete their work - no account needed.

What you need

• Administrator or Standard member permissions (Light members can’t assign guests)
• The guest’s email address
• A template or running process with the task you want to assign

Guest email restrictions

You can’t assign guest tasks to email addresses that already belong to a member in your organization. If your org uses SSO, guest emails also can’t match your configured company domains.

Method 1: Assign when building the template

Set up guest assignments in your template so every process launch assigns the right external people automatically.

1. Open the template you want to edit.
2. Go to the step you want to assign to a guest.
3. Click the Assign tab for that step.
4. Choose Guest as the assignment type.
5. Type the guest’s email address into the assignee box.
6. Press Enter/Return to confirm the email - required for the email to register properly.

When someone launches this template, Tallyfy automatically assigns the task to your specified guest.

Assigning many tasks quickly

Use the Power Assign tool to assign many tasks to guests at once in a template.

Method 2: Assign in a running process

You can assign tasks to guests even after a process is already running.

1. Go to the running process that contains the task.
2. Find the task you want to assign.
3. Click the assignee box.
4. Choose Guest from the options.
5. Type the guest’s email address.
6. Press Enter/Return to confirm the email before saving.
7. Click Save.

The guest receives an email with a secure link to view and complete their task - no account or password needed.

Method 3: Assign using a comment

You can assign a guest by typing + followed by their email in a task comment.

1. Open the task you want to assign.
2. In the comment box, type + followed immediately by the guest’s email address (e.g., +guest.email@example.com).
3. Post the comment.

Example comment:

+guest.email@example.com Please review this.

Tallyfy assigns the guest to the task as soon as the comment posts. This works in both templates and running processes - handy when you’re already discussing the task in comments.

What happens after assignment

Once you assign a task to a guest:

• They get an email with a secure link to their task
• They click the link and complete the task - no login required
• Multiple tasks appear on their personal guest dashboard
• You’ll see “Completed” status in your process view once they finish

Troubleshooting guest email delivery

Guest not receiving emails? Check these common issues:

1. Email not confirmed - Did you press Enter/Return after typing the email? Required to register it properly
2. Task not active yet - Guests only get notified when their task becomes active (not while it’s waiting)
3. Email in spam folder - Ask the guest to check spam/junk and whitelist tallyfy.com
4. Member co-assignment - At least one member must also be assigned
5. Wrong email address - Verify spelling and that it’s not already a member in your org
6. Process not launched - Template assignments only take effect after the process launches
7. Owner re-assignment - If removing the process owner causes them to be re-added, keep the owner assigned and add the guest as a co-assignee
8. UI issues - Try refreshing the page, check your permissions, or use a different browser

Find the guest link manually: Settings > Organization > Guests to resend.

Managing guest task assignments

• View all guests: Settings > Organization > Guests
• Resend a lost guest link from the guest links page
• Track progress in your process dashboard
• Reassign tasks to different people at any time

Member co-assignment with guest tasks

When you assign a task to a guest, a member is automatically co-assigned to that task.

Guest-only assignment not allowed

At least one internal member must be co-assigned to any guest task. If you remove all members, Tallyfy automatically keeps or adds a member.

Why this exists:

1. Comment routing - Guest comments need a member to receive notifications
2. Oversight - Members can approve guest work and track progress
3. Guest limitations² - Guests can’t @-reply internal members (the member list is private to guests)

Impact on your task list:

• Guest tasks appear in your personal task list until completed
• If you assign 10 guest tasks, you’ll have 10 pending tasks yourself
• These stay “active” for you even while the guest works on them

Tip: Designate specific team members as guest task coordinators to centralize oversight rather than spreading it across many people. Use filters to separate your own work from guest oversight tasks.

Related articles

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.

Documenting > Guests

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.

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 > Get a guest's unique link

Guest task links in Tallyfy let external people access and complete assigned tasks without logging in and you can find these links either from the task’s three-dot menu within a running process or from the guest list in Settings > Organization > Guests.

Footnotes

1. Uses a unique guest_code hash for authentication without passwords or accounts ↩

2. Member list is private to protect organization directory from external visibility ↩

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