What Light members can do Light members complete assigned work in Tallyfy but can’t create or edit templates. They’re built for people who do tasks, not design workflows.
Tasks - Complete assigned tasks , view details and attached files, add comments, upload files, mark tasks complete or incompleteProcesses - Access processes where they’re assigned, view the process flow for those processes, see upcoming tasks on the dashboardAccount - Log in with their own credentials, update their profile, view guests they’re collaborating with
Light members only see templates when an Administrator grants them LAUNCH permission. They still can’t edit or create templates - just launch processes from them.
Light members also work well with knowledge-only mode - they can view procedures and reference SOPs without launching formal processes.
What Light members can’t do
Templates - Can’t create, edit, clone, organize into folders, import, or export templates Process control - Can’t delete running processes, change process settings, reassign tasks, or manage automated actionsAdmin functions - Can’t invite members, access org settings, view API keys, or manage permissions for others
By default, Light members can’t launch processes. But Administrators can grant LAUNCH permission for specific templates:
Open the template’s Config settings
Find the Light member who needs launch access
Grant them LAUNCH permission for that template
The template appears in the Light member’s library with a launch button
Light members launch the process without seeing or editing the template design.
Good use cases for Light member launching:
Warehouse staff starting morning safety inspections
Receptionists launching client onboarding
Field workers initiating incident reports
Production line workers starting quality checks
Create template folders named clearly like “Daily Operations - Light Users”. This helps Light members find launchable processes without clutter.
When to use Light members Field and frontline workers - delivery drivers, technicians, construction crews, healthcare workers
Contractors and partners - vendors completing quality checks, temporary staff, project-based contractors
Task-focused internal roles - data entry, warehouse staff, customer service reps, reception desk
Knowledge base users - teams referencing knowledge-only procedures and SOPs without formal task tracking
Audit Full members - find people who only complete tasks, never create templatesConvert task-only users to Light member statusReserve Full member licenses for process designers and managersMonitor usage - track who actually creates templates versus who just executes
Upgrading to a Full member Changing roles takes seconds:
Go to Settings > Organization > Members
Find the Light member
Click their role dropdown and select Standard or Administrator
Changes take effect immediately - no logout needed
The member keeps all task history and active assignments.
Write clear task instructions - Light members can’t edit templates, so descriptions need to be thorough with step-by-step guidanceThink mobile-first - many Light members work from phones, so keep descriptions short and forms simpleGrant LAUNCH only where needed - keep the interface focused on what each Light member actually doesTraining is minimal - show them how to log in, find tasks, and complete them. That’s it.
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.
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.
Billing > Account and member limits
Tallyfy offers Full Members who can create and edit templates and Light Members who can only complete assigned tasks while guests from outside your organization get unlimited free access to specific tasks and the 14-day trial allows up to 10 members and 10 concurrent processes.
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.