Step 2 - Create Units & Roles

Map out your structure
How to create your Ziik Units
How to create your Ziik Roles

🔹 Part A: Create Units

Map out your structure

Users with a Role that has permission to share content, can share content with users in their own unit and in their sub units. To figure out what your units should be, it can therefore be a good exercise to think about who your middle managers should be able to reach:

---

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

With this structure, managers in the "Denmark" and "Sweden" units can share content with all the locations in their respective market.

---

Administration
├── Production
│     ├── Plant 1
│     └── Plant 2
├── Sales
│     ├── Sales team 1
│     └── Sales team 2
├── Marketing
└── Warehouse

With this structure, managers in the unit "Sales" can share content with both sales teams, and managers in the unit "Production" can reach staff in both production plants. Marketing and Warehouse also have their own environments, so they can share local content relevant only to their teams.

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Create your units in Ziik

Who can create Units?

• Only users with the role permission “Can manage units”  (typically Platform Admins or high-level managers) can create, edit, or delete Units. This is set in the Role permissions via the Admin Panel.

To create your units:

1. Go to Contacts → Units.
2. Click Create Unit.
3. Name it (e.g., “Head Office”) and set the Parent Unit (The top level Unit has none).
4. Click Save

Build the hierarchy

Repeat the steps to nest additional Units under the correct parents:
e.g., create “Denmark” under “Head Office,” then “Copenhagen” under “Denmark”

💡 Tip: Start at the top and work your way down

Bulk import units

If you are a big organisation with many units, you can choose to create your Units in bulk by importing a file.

1. Go to Contacts → Units.
2. Click the three dots (...) in the top right
3. Click Import
4. Read the format requirements
5. Download the template
6. Fill the template out (only name and parent are mandatory)
7. Upload the template by clicking Select document
8. Map the columns
9. Click Import

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🔹 Part B: Create Roles

Who can create Roles?

• Only Platform Admins can create and manage Roles. This ensures role permissions remain centrally controlled and consistent across Units.

What are roles?

Users will be empowered with the permissions defined by their Role from their location in your organisation and downward. Here are some examples:

Users in Top Unit

Users with permission can share content with the entire organisation or selected parts of the organisation. 

 
Users in a Branch Head 

Users with permissions can share content in their own unit and all units directly below.

 
Users in Local Unit 

For users in local units without sub units, granted permissions are valid only in their own unit.
 

 

Roles are assigned per Unit, meaning the same person can be a “Manager” in one Unit and “Staff” in another.

How to Create Roles:

1. On the web app, click the cogwheel in the top right corner → Roles

2. Click Create Role

3. Give the role a name (e.g., “Store Manager”)

4. Set the permissions (e.g., “Can publish news,” “Can manage users”)

5. Save

💡Tip: Start with 3–5 roles (e.g., Admin, Regional Manager, Branch Manager, Staff) to keep things simple. You can always expand or fine-tune roles later.