A mandatory read before you begin: Understand Ziik's structure

🔐 Permissions are based on both Units & Roles

• Ziik’s permission system combines where someone is located (their Unit) and what they can do (their Role).
• Units and Roles also act as communication channels, allowing you to reach people both based on their Unit and their Role. This way you can easily share an update with, for example, all Store Managers in Denmark in just a few clicks.

📍Units reflect your organisational structure

• Think of Units as mirroring your real life structure: offices, locations, regions, or departments.
• Each user belongs to at least one unit in Ziik, but can be assigned to multiple.
• Units are hierarchical, which means you can nest them - like this:

Head Office
├── Denmark
│     ├── Copenhagen
│     └── Aarhus
└── Sweden
        └── Stockholm
        └── Gothenburg

• Users are empowered with the permissions defined by their Role from their location in your organisation.
• You can think of the unit-based permissions as following a waterfall logic, where users' role-permissions are valid for their own unit and sub-units.
• To use the unit structure above as an example:
  • Users in the unit Head Office with permission to Manage manuals can share Manuals with people in any or all units in your entire organisation. 
    
  • Users in the unit Sweden with permission to Manage manuals can share Manuals only with people in the units Sweden, Stockholm, and Gothenburg.
  
   
  • Users in the unit Stockholm with permission to Manage manuals can share Manuals only with people in the unit Stockholm.

• This means that local content stays local, while the Head Office can share content with the entire organisation. 

💡 Tip: If you don't have multiple branches or are less than ≈30 people, a single unit might be enough

🧑‍💼 Roles Control What People Can Do

Roles define permissions, like who can create checklists, manage users, or publish manuals.

• Roles are assigned to users per Unit, meaning someone can have one role in Head Office and a different Role in a local branch.

• Users can have one or more roles per unit.

• You’re in control of what exactly each role is permitted to do

💡 Tip: Start with 3–5 core roles and expand if needed

📣 Units & Roles as distribution channels

When users share content in Ziik, they can share it with selected roles in their own unit and sub units. Below, a manager in HQ shares a post with all Regional- and Restaurant Managers in Denmark.

👉 Next step

Once you you feel ready, hop on over to our step by step guide for getting started (link)