We will start by defining the meaning of words and entities within Tallyfy.


A process is a a template that looks like a checklist. A regular user can build unlimited processes if they have permissions to do so.


When you actually want to do a process, you take a copy of the process and this copy is called a run. When you start a run, you are able to uniquely name it, do it, and track it. You can have multiple runs for each process running at the same time. A regular user can start unlimited runs.

Regular User

A regular user in Tallyfy has access to all the features shown in the pricing table. A regular user belongs to an ‘organization’ and can see all activity (checklists, runs etc) in that organization. A regular user is a paying/paid for user.

Guest User

A guest user is invited into Tallyfy by a regular user to participate in a particular run. A guest user will have limited permissions and features available to them. A guest user cannot see any other checklists of that organization. This type of user is perfect if you want to invite customers/clients/partners to take part in, or track, steps in a particular run.

A guest user is a free user. A guest user can be upgraded to a regular user either by being invited as a regular user by an organization, or by upgrading their account using their own payment method. A guest user that upgrades themselves to a regular user will only continue to see runs that they have been invited to participate in.


An organization in Tallyfy represents a group of regular users that share the same process and see their runs. Any user that signs up for Tallyfy belongs to an organization or is invited into one. Administrator users within an organization have the ability to invite other users into the organization. An organization pays for all of its regular users, which can be set up through a delegated regular user who has an administrative role in Tallyfy.


A library is a collection of all the processes that regular users have built within your organization.


A role has a name, such as “Managers”. Tallyfy comes with two system roles which cannot be re-assigned, changed or otherwise modified. These are “Administrator” – which grants users in this role full permissions over everything in their organization, and “Guest” – which is reserved for use by external users that only have access to a specified run which they’ve explicitly been invited to.

Permission Set

A permission set is a table of permissions which is assigned to a role. Every role has one permission set and no more. To alter the permission set for a role, you can tick or untick each permission in the table and save. The change will be effective for all users who are members of that role. The actual list of permissions is coming here soon.

Checklist Privacy Settings

A checklist can have the following privacy settings:

  • Private to the organization (default)
  • Public to the whole world

Run Privacy Settings

A run can have the following privacy settings:

  • Private to run participants (default)
  • Private to run participants and invited guests
  • Public to anyone with the link
  • Public to the whole world

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