Standard and admin members

Administrator vs Standard member roles

Tallyfy has two main paid member roles - Administrator and Standard. There’s also a Light role, covered below.

Full vs Light members

Full members (Administrator and Standard) can create templates and run tasks. Light members can only complete assigned tasks - they can’t create or edit templates.

Save on member costs

Light members cost less than Full members. Give Light licenses to people who only complete tasks (warehouse staff, field workers, contractors). Save Full licenses for process designers and managers who create workflows. See our pricing page ↗ for current rates.

Administrator role

Administrators control everything in your Tallyfy account.

What Administrators can do

• Account settings:

  • Change billing and subscription plans
  • Update organization details
  • Set up custom SMTP for organization emails
  • Manage organization logo and custom branding
  • Configure SAML/SSO settings¹ (with Tallyfy support assistance)
  • View and manage all templates and processes

• People management:

  • Invite new members
  • Set permissions for Standard members
  • Edit member profiles and remove members
  • View activity history

• Process control:

  • Create, edit, and view all templates
  • Control access to specific templates and running processes
  • Permanently delete templates and processes (not just archive)
  • Pin templates for organization-wide visibility

How to find Administrators

1. Go to Settings > Organization > Members
2. Look for the Administrator role label

Standard role

Standard members have limited permissions focused on daily work - not account management.

What Standard members can do (if allowed by an Admin)

Standard members can do a lot, but only with Administrator-granted permissions:

• Templates:
  • Create, edit, and view templates they’ve been given access to
  • Launch processes from templates (requires LAUNCH permission)
  • Organize templates into folders
  • Import templates from other sources

Template visibility and permissions

Templates appear in the library for Standard and Light members unless ALL THREE permissions (EDIT, READ, and LAUNCH) are removed. To hide a template completely, remove all three.

New templates don’t automatically grant Standard members any permissions. Administrators must explicitly grant EDIT, READ, and/or LAUNCH access.

• Collaboration:

  • Invite other Standard or Light members (if allowed by Admin - can’t assign the Admin role)
  • View the member and guest list
  • Access shared tags and text snippets
  • View task assignments and email history of colleagues

• Other access:

  • View your organization’s API key
  • Create and manage groups (if the Administrator enables this)

What Standard members can’t do

• Permanently delete templates or processes (archiving/soft delete² only)
• Pin templates for organization-wide visibility
• Access member profiles or organization settings
• Configure SMTP, SAML, or custom branding
• Change billing or subscription plans

When to use each role

Administrator - executives, IT admins managing integrations and security, operations managers overseeing all workflows, HR leaders managing user access.

Standard (Full member) - department heads creating team workflows, process improvement specialists, team leads launching and tracking processes, QA staff refining procedures.

Light member - field technicians working through checklists, warehouse staff, customer service reps following scripts, external contractors, part-time employees.

Light member limitations

Light members see templates only when an Administrator grants LAUNCH permission. They can’t create, edit, or organize templates. This focused access makes them ideal for task execution roles at a lower cost.

Related articles

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.

Members > Light members

Light members in Tallyfy are a role introduced in October 2024 that lets task-focused users like field workers and contractors log in and complete assigned work and view processes without the ability to create or edit templates while administrators can selectively grant them launch permission for specific templates.

Members > Manage member permissions

Tallyfy lets administrators control Standard member permissions at both the template and running process level across five areas — edit and read and launch and view and duplicate — so you can precisely manage who sees and changes your workflows.

Footnotes

1. Security Assertion Markup Language for enterprise single sign-on authentication ↩

2. Data remains in database but hidden from UI; can be restored unlike permanent deletion ↩

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