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).

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