Key concepts

Organizations, workspaces, members, roles and permissions, teams, external collaborators, plans and feature availability.

A handful of ideas shape everything in UnitX: the organization your data belongs to, the workspaces inside it, the members who work there, the roles that decide what each of them can do, and the plan your organization is on. Understanding these makes the rest of the product predictable.

Organizations#

An organization is your company’s private space in UnitX. Every project, customer, document and invoice belongs to exactly one organization, and nothing in one organization is visible from another.

One account can belong to several organizations, for example your employer and a client. Your role can be different in each.
You work in one organization at a time. Change it with the switcher at the top left of the app (see Navigating UnitX).
Some personal settings, such as notification preferences, are kept separately for each organization.

“Workspace” in the switcher

The organization switcher and the setup screen use the word workspace loosely to mean an organization you can enter, for example “Create or join workspace”. Inside an organization, a workspace is also a specific thing, described next.

Workspaces#

A workspace is a division inside an organization that groups projects and teams. Every new organization starts with one workspace called General. Workspaces matter most when you invite someone from outside your organization: an external collaborator is always limited to the workspace you choose for them.

Members#

A member is a person with an account who belongs to your organization. People join by accepting an invitation, or automatically when your organization uses single sign-on or SCIM provisioning. Administrators manage members under SettingsMembers.

Member status	What it means
Active	A normal member who can use everything their role allows.
Suspended	Temporarily blocked from the organization, with their work kept. An administrator can Reactivate them.
Removed	No longer part of the organization.

An administrator can also Sign out a member, which ends that person’s sessions on every device. See Members and invitations.

Roles and permissions#

Everything you can see or do in UnitX is controlled by a permission, a key such as project.view or finance.approve. A role is a named set of permissions, and every member has exactly one role in each organization they belong to.

Reading and changing are usually separate permissions. That is why you can sometimes open a page but not see the button to change it: the page needs a .view permission and the button a .manage, .create or .approve one.

Built-in roles#

Organization Owner: Every permission, including deleting the organization. Whoever creates an organization becomes its Owner.
Organization Admin: Every permission except deleting the organization. Suitable for the people who run UnitX day to day.
Member: Can view, create and work on the everyday things in the organization, such as projects, work items and documents, without administering it.
Viewer: Read-only access to most areas. Suitable for board members, observers and stakeholders who need to see progress.
Guest: Almost no access on its own: the organization itself and their own notifications. The default for external collaborators.

Administrators can create custom roles with exactly the permissions a job needs under SettingsRoles. Some permissions can also be limited in scope, for example to Their own records, Their direct reports or Their own department rather than Any record. See Roles and permissions.

Teams#

A team is a named group of members, such as “Portfolio” or “Support”, created under SettingsTeams. Teams make it easy to refer to a group at once: a team can watch a document or work item so everyone currently in the team hears about it, including people who join later. A team does not grant permissions by itself; roles do. See Teams.

Guests and external collaborators#

An external collaborator is someone outside your company, such as a contractor or client, who you invite with Outside your organization switched on. They:

see only the one workspace you choose when inviting them;
start with the Guest role, which you can change later;
can never reach billing, roles, members or organization settings, whatever role they are given.

See External collaborators.

Plans and limits#

Your organization’s subscription to UnitX is its plan. Plans can set limits on four things, each measured against your actual usage:

seats (members);
storage;
API calls;
automation runs.

Depending on the plan, reaching a limit either blocks further use, shows a warning, allows overage, or upgrades automatically. A trial usually lasts 14 days. If a payment fails, the subscription becomes past due and nothing changes for 14 days; after that paid features stop until a payment succeeds, but no data is deleted. Plans, usage and invoices are on the Billing page; see Billing and plans.

Feature availability#

Whether you can use a particular feature depends on three things, checked in this order:

Your organization’s plan: some capabilities are only included in certain plans or up to a limit.
Your organization’s settings: administrators can turn some features on or off, or fix settings for everyone (for example, requiring two-factor authentication).
Your role: the permissions it includes decide which areas appear in your sidebar and which actions you can take.

New features are sometimes rolled out to organizations gradually, so a feature described in these docs may appear in one organization before another.

Glossary#

Organization: Your company’s private space in UnitX. All data belongs to one.
Workspace: A division inside an organization that groups projects and teams. Every organization starts with “General”.
Member: A person who belongs to an organization, with one role there.
Invitation: A one-time offer to join an organization with a chosen role. Valid for 7 days.
Role: A named set of permissions assigned to members.
Permission: A key such as project.view that allows one kind of action. Listed under Settings → Roles.
Team: A named group of members that can be referred to together.
External collaborator: A person from outside your company, limited to one workspace and kept away from administration.
Guest: A built-in role with almost no access, used by default for external collaborators.
Project: A container for work items with its own key prefix, workflow and views.
Work item: A task, bug or other unit of work, identified by a key such as F3L-12.
Plan: Your organization’s UnitX subscription, which sets limits and included capabilities.
Service account: A non-human member used by an integration, with its own role and API keys.

Frequently asked questions#

Why can I see a page but not change anything on it?

Your role includes the permission to view that area but not to create or manage in it. Ask an administrator if you need more.

Can an external collaborator be given the Organization Admin role?

They can be given it, but they are still refused billing, roles, members and organization settings. That limit applies whatever the role says.

Does a team give its members access to anything?

No. Access comes from roles. Teams are for grouping and notifying people.

Still stuck? Search the docs with ⌘K, open Help inside UnitX, or contact support.