Control who can access what—and how.
This section covers how to manage users, define roles, and structure your organization in Unifize. From granting permissions to deactivating accounts, you’ll find everything needed to maintain secure, well-governed access to your data and workflows.
A strong permission structure keeps your organization secure, compliant, and organized. Use this section to build a scalable access model that aligns with your processes and teams.
Remove a user's access to Unifize while preserving their history and contributions.
Deactivating a user:
🔒 Revokes their access to the platform
🧾 Retains all historical actions (conversations, approvals, records)
Learn how roles, groups, and access levels work together to control visibility and action.
Grant, restrict, or fine-tune access to features, fields, and processes.
Remove access for inactive users without disrupting your records or workflows.
View and manage all users, groups, and org settings in one place.
🧠 Prevents data gaps or orphaned records
🚫 Unifize does not support user deletion—for auditability and traceability.
Go to the Contacts page
Find the user you want to deactivate
Click on their name to view their profile
In the profile popup, click “DISABLE [user name]”
Once disabled, the user will immediately lose access and stop receiving notifications.
✅ User status will change to Inactive in Contacts
✅ They stay linked to all past actions (no loss of history)
❌ Cannot be invited to new conversations or records
✅ Can be reactivated at any time with a single click
Go to the Contacts page
Search or scroll to find the Inactive user
Click their name to view their profile
Click “ENABLE [user name]” to restore their access
Their previous role and group assignments are preserved unless manually changed.
Deactivate users immediately when they leave the organization or no longer need access
Don’t reuse email addresses—simply reactivate the original user instead
Review active users quarterly to ensure access control is current
Control what different users can see and do in Unifize by assigning roles and configuring their permissions.
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.
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
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
You can also create custom roles to suit your organization's needs.
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
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)
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.)
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
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.
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 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
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
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.
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.
Learn what each user role in Unifize means, who it’s for, and what they can (or can’t) do.
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.
Encourage users to upload profile pictures and use naming conventions for better team visibility.
Vendor
For suppliers or third parties, restricted to specific workflows
Read Only
Can view data but cannot participate, comment, or edit
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
Feature / Action
Admin ✅
Org Member 🛠️
External User / Vendor 🌐
Read Only 🔍
View records and conversations
✅
✅
✅
🧠 Pro Tip: Use custom roles if you need a mix of permissions (e.g. a reviewer who can comment but not edit checklists).
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
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
Roles apply at the workspace level
Only Admins can assign or change roles
You can update a user’s role anytime via Manage Users
Role
Who it’s for
What they can do
✅
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
❌
❌
❌
✅
Executive or auditor who just needs visibility
Read Only