# Understanding roles & access

Learn what each user role in Unifize means, who it’s for, and what they can (or can’t) do.

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### Why roles matter

Unifize uses roles to manage access, visibility, and permissions across the platform. Roles define what actions a user can perform—like editing checklists, managing users, or viewing dashboards.

Assigning the right role ensures that each team member has the appropriate level of access for their job.

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### Default roles in Unifize

| **Role**          | **Who it’s for**                    | **What they can do**                                                              |
| ----------------- | ----------------------------------- | --------------------------------------------------------------------------------- |
| **Admin**         | Superusers and system managers      | Full access: manage users, permissions, templates, forms, workflows, and settings |
| **Org Member**    | Internal team members               | Can collaborate in conversations, edit checklists, and participate in workflows   |
| **External User** | Consultants, auditors, or customers | Limited access to only assigned conversations or records                          |
| **Vendor**        | Suppliers or contract manufacturers | Similar to External User; used for supplier collaboration                         |
| **Read Only**     | Auditors, executives, or reviewers  | View-only access—no editing, commenting, or uploading                             |

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### 🔍 Role comparison chart

| **Feature / Action**                         | **Admin** ✅ | **Org Member** 🛠️ | **External User / Vendor** 🌐 | **Read Only** 🔍 |
| -------------------------------------------- | ----------- | ------------------ | ----------------------------- | ---------------- |
| View records and conversations               | ✅           | ✅                  | ✅                             | ✅                |
| Participate in conversations                 | ✅           | ✅                  | ✅ (if added)                  | ❌                |
| Create & edit checklists                     | ✅           | ✅                  | ❌                             | ❌                |
| Upload/download files                        | ✅           | ✅                  | ✅ (limited)                   | ❌                |
| Manage users and permissions                 | ✅           | ❌                  | ❌                             | ❌                |
| Edit templates, forms, and workflows         | ✅           | ❌                  | ❌                             | ❌                |
| Access Org Settings                          | ✅           | ❌                  | ❌                             | ❌                |
| Assigned by default to internal team members | ❌           | ✅                  | ❌                             | ❌                |
| Designed for external collaborators          | ❌           | ❌                  | ✅                             | ❌                |
| View-only auditing and compliance access     | ❌           | ❌                  | ❌                             | ✅                |

> 🧠 Pro Tip: Use custom roles if you need a mix of permissions (e.g. a reviewer who can comment but not edit checklists).

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### When to assign each role

| **Use case**                                        | **Recommended role**    |
| --------------------------------------------------- | ----------------------- |
| Team member working on product or quality processes | Org Member              |
| Admin managing templates and users                  | Admin                   |
| Supplier or contract partner                        | Vendor or External User |
| Executive or auditor who just needs visibility      | Read Only               |

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### Can I customize roles?

Yes. You can create custom roles and define exactly which permissions they include from the **Role Management** screen (see [Managing Permissions](https://www.notion.so/VER-1-Managing-permissions-1ca860e6b45e80fd8e22cb5b86d238a0?pvs=21)).

This is useful when:

* You need specialized contributor roles (e.g., QA Reviewer, Product Owner)
* You want tighter control over file access, chat permissions, or approvals

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### Notes

* Roles apply at the workspace level
* Only Admins can assign or change roles
* You can update a user’s role anytime via **Manage Users**