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Add default watchers to a template

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How default watchers work

Section titled “How default watchers work”

Default watchers are members or groups you pick on a template who automatically watch every process launched from it. They get progress updates by email but aren’t assignees and have no tasks to complete. It’s the easiest way to keep a manager, a coordinator, or a whole team in the loop without giving them work.

You set this up once on the template. After that, every launch adds those people as watchers the moment the process starts - nobody has to remember to star anything.

Set default watchers on a template

Section titled “Set default watchers on a template”

You need permission to edit the template to change this setting.

  1. Open the template in Edit mode.
  2. Click Settings in the top navigation, then choose Summary.
  3. Scroll to the bottom of the Summary tab to find the Default watchers row.
  4. Pick the members and groups who should watch every process launched from this template.

From then on, each new process launched from the template includes them as watchers automatically. Processes that are already running aren’t changed - you can add watchers to those directly from the process itself.

What watchers get

Section titled “What watchers get”

Watching is inform-only. A watcher isn’t an assignee and gets no tasks to complete - they simply stay informed about progress. Tallyfy sends them email updates at the notification frequency they’ve chosen for watched items. By default, updates arrive as a periodic digest instead of a separate email for every event. Each watcher controls their own frequency and settings from the Favorites section.

How groups are handled

Section titled “How groups are handled”

When you add a group as a default watcher, Tallyfy expands it at launch - every member of the group becomes a watcher of the new process. If someone is picked directly and also belongs to a group you added, the direct entry wins and its notification settings apply.

When someone unwatches

Section titled “When someone unwatches”

Watchers stay in control of what they follow. If a watcher removes themselves from a launched process, Tallyfy never adds them back to that process - not on a relaunch, not on a re-sync. Their choice is respected.

Add watchers to a running process or task

Section titled “Add watchers to a running process or task”

Default watchers cover new launches, but you can also add watchers after a process is underway. Open the watcher control in the header of any live process or task to add other people as watchers - not just yourself. That’s useful when someone needs to follow one specific process rather than everything launched from a template.

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