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.
🔍 How to navigate to Role Management
Click your profile icon in the top-right corner of Unifize
Select Org Settings from the dropdown
In the left-hand menu, click Role Management
You’ll now see a table listing all roles and their permissions
🧩 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.
🎛️ 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
✅ 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
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.)
✅ 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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