Team & organization

In Unifize, managing your Team and Organization is essential to maintaining visibility, accountability, and control across your processes. Teams are composed of users who collaborate on Records, while the Organization (or Org) is the top-level container that defines the boundaries for users, processes, data, and permissions.

This article explains how Unifize structures users within an Org, how teams function, and how to effectively manage access and responsibilities.

How to Use

Organization (Org)

An Org in Unifize represents your company’s dedicated workspace. Everything—users, processes, Records, settings—is scoped within an Org.

• Users must be invited to a specific Org to participate.

• Admins manage Org-level settings, including Home Screen layout, language, and user access.

• Each user’s permissions, visibility, and assigned tasks are specific to the Org they belong to.

• If a user belongs to multiple Orgs, they can switch between them via the profile menu.

To learn more about Orgs, see Orgs (Definition).

Teams & Users

Teams in Unifize are formed by assigning users to Records and processes. There’s no rigid “team” module—teams emerge naturally through participation in workflows.

Users can be:

• Record Participants – added directly to individual Records to collaborate in real-time

• Process Participants – included by default in all Records of a specific process

• Owners – responsible for completing or managing a Record or checklist item

• Approvers – assigned to provide formal approvals for workflow steps

Users are managed at the Org level under Org Settings > Users, where Admins can:

• Invite new users via email

• Assign roles and permissions (e.g., Viewer, Editor, Admin)

• Deactivate users when access is no longer needed

Best Practices

• Keep user roles well-defined to avoid unnecessary access or confusion.

• Use default participants in processes to ensure the right people are looped into every new Record.

• Leverage Record-level participants for flexibility and focused collaboration.

• Review user access regularly under Org Settings to maintain security and compliance.

• Encourage users to upload profile pictures and use naming conventions for better team visibility.

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In Unifize, your Team and Organization setup defines how collaboration happens. By structuring access through Org-level controls and flexible participation in Records, you can scale workflows efficiently while maintaining oversight and clarity. Proper user and role management ensures that the right people stay informed, accountable, and aligned across every process.