# Managing permissions

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

***

### 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](attachment:d29cd923-08e6-4423-98a8-acd8091faf7f: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`)

***

### ➕ 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


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