Managing permissions

Control what different users can see and do in Unifize by assigning roles and configuring their permissions.

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What are roles?

Roles define what actions a user can perform across Unifize. Each role includes a set of permissions—for example, the ability to edit checklists, manage users, or download files.

You can view and configure these roles from the Role Management section in Org Settings.

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🔍 How to navigate to Role Management

1. Click your profile icon in the top-right corner of Unifize

2. Select Org Settings from the dropdown

3. In the left-hand menu, click Role Management

4. You’ll now see a table listing all roles and their permissions

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🧩 Default roles in Unifize

Role	Access Level
Admin	Full access to settings, user management, forms, and checklists
Org Member	Internal users with standard collaboration and editing rights
External User	For external collaborators with limited visibility
Vendor	For suppliers or third parties, restricted to specific workflows
Read Only	Can view data but cannot participate, comment, or edit

You can also create custom roles to suit your organization's needs.

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🎛️ Managing permissions by role

In the Role Management screen, you’ll see:

• A Functionality column listing platform actions (e.g., editing forms, updating dashboards)

• Role names across the top (Admin, Org Member, Vendor, etc.)

• Checkboxes where you can allow or restrict access per role

Role Management Screenshot.png

✅ Check a box to allow that permission

❌ Leave it unchecked to restrict that permission

🔒 Locked permissions can only be changed by Admins or are system-defined

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Examples of what you can control

• Create, edit, or delete: forms, checklists, dashboards, chatrooms

• Assign or remove user roles and privileges

• Upload/download files

• Access to conversations where the user isn't a participant

• Send or disable emails from chatrooms

• Access to the Unifize platform (app.unifize.com)

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➕ Creating and deleting custom roles

• Click + Add a new Role at the top-right of the table

• Name your role and configure its permissions using the checkbox grid

• To remove a custom role, click the Delete icon next to it

  (System roles like Admin or Read Only cannot be deleted.)

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✅ Best practices

• Use Read Only for compliance, QA, or auditor access

• Assign Vendor and External User roles to outside collaborators

• Limit the number of Admins to maintain configuration control

• Review role settings periodically to keep permissions up-to-date