Manage member permissions

How to control what team members can do

Go to any template’s Config settings or a running process’s Settings panel, then adjust the permission checkboxes for each Standard member.

What you need

• Administrator role
• Standard members whose permissions you want to manage

Types of permissions

As an Administrator, you control exactly what Standard members can and can’t do. Five permission areas apply per template:

1. Edit - Can this person change specific templates? One wrong edit affects every future process.
2. Read - Can they see specific templates in the library?
3. Launch - Can they start new processes from specific templates?
4. View processes - Can they find and view running processes from this template?
5. Duplicate - Can they duplicate this template?

Setting permissions for a specific template

1. Open the template you want to manage
2. Click Config while editing the template
3. Go to the Permissions tab
4. Check or uncheck boxes for specific Standard members or groups
5. Click Save

Hiding templates from users

To completely hide a template from Standard or Light users¹, you must restrict all template-level permissions - Edit, Read, and Launch at minimum. If even one box is checked, the template stays visible in their library.

Setting permissions for a running process

You can hide specific running processes from certain team members.

1. Find the running process in the Processes list (sidebar)
2. Click Settings for that process
3. Go to the Permissions section
4. Adjust who can see this running process
5. Click Save

Tips for managing permissions

• Template editing is powerful - one accidental change to a template affects every future process launched from it. Only give this to people who understand your workflows.
• Don’t over-restrict process visibility. If someone needs to collaborate on running processes, they need view access. Being too restrictive creates bottlenecks.
• Process launching needs training. Make sure people understand a workflow before giving them launch permissions.
• Review permissions regularly - especially after promotions, role changes, or department transfers.
• Use groups, not individuals. Permissions can be assigned per group, which is much easier than managing person by person.

Related articles

Members > Standard and admin members

Tallyfy offers three member roles where Administrators have full account control including billing and settings and people management while Standard members can create templates and run processes with Admin-granted permissions and Light members serve as a lower-cost option limited to completing assigned tasks only.

Templates > Configure your template

Tallyfy’s template settings let you control general options like duplicating and archiving along with summary details and permissions and export IDs so you can organize and restrict who can view or launch processes from any template.

Documenting > Members

Members in Tallyfy are your organization’s users (employees or contractors) who hold one of three roles — Administrator for full control and Standard for daily workflow tasks and Light for task-only access — with each role determining what areas and features that person can reach within the platform.

Members > Change the role of a member

Administrators in Tallyfy can change any member’s role between Administrator and Standard and Light by going to Settings > Organization > Members and selecting a new role from the dropdown which takes effect immediately.

Footnotes

1. Light users have view-only permissions and can’t complete tasks or edit templates ↩

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