Organize teams and work with departments and roles
Group your teams, locations, and their workflows into departments that stay private within your organization — then assign steps to reusable roles instead of individuals, so every run reaches the right person automatically.
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Two ways to keep large teams organized
As your account grows, the same two questions come up again and again: who should see this work? and who should do it? Departments answer the first, roles answer the second — and together they keep the right people on the right workflows without micromanaging every run.
Separate workspaces for teams, locations, or business units. Each has its own people, workflows, runs, and time zone — kept private from the rest of the organization.
Named stand-ins like “Approver” or “Shift Lead.” Assign a step to a role once, and every run routes it to whoever fills that role — no editing the workflow each time.
Structure your account in three steps
Create your departments
Add a department for each team, location, or business unit under your organization. Give it a name and time zone, then invite the people who belong there — each with their own access level.
Define your roles
Within a department, create named roles like Manager, Reviewer, or Initiator and attach the people who can fill them — one person, several, or leave it open to anyone.
Assign work to roles
Build a workflow once and assign each step to a role rather than a person. Every run picks the right individual automatically, so the same template works across shifts, sites, and staffing changes.
A private workspace for every team
A department is its own space inside your organization. Its workflows, runs, and activity feed are visible only to the people who belong to that department — so Sales never wades through Field Ops' work, and one location's operations stay separate from the next.
- Workflows, runs, and activity stay contained within the department that owns them.
- Each department carries its own time zone, so business-day due dates land correctly for that team.
- A person can belong to several departments, with a different access level in each.
- Give a department its own invitation link and signup message to onboard the right people.
Assign to a role, not a person
A role is a named stand-in for whoever should do the work — an Approver, a Shift Lead, a QA Reviewer. Assign a step to that role once and Manifestly figures out the person on each run:
- One person attached — the step is assigned to them automatically.
- Several people attached — the run picks which of them takes it.
- No one attached — anyone in the account can be chosen for that role.
- Reuse the same role across many workflows — change who fills it, and every future run follows suit.
Every member has an access level
Inside each department, a person's access level decides what they can do — from building workflows to simply participating on the runs they're invited to.
Can create and edit anything in the department.
Can use any workflow in the account, but can't create or edit workflows.
Participates on the runs they're invited to, with no usage limits.
Can only participate on the runs they're invited to.
Want the full breakdown? See user permissions.
Share a workflow across departments
Privacy doesn't mean isolation. When one team perfects a workflow — an onboarding process, a compliance procedure — share it to other departments. Each receives its own synced copy, so a location can run it with their own people while the source stays the single source of truth.
- Shared copies stay linked to the original as it's refined.
- Roll out one standard process to many teams without rebuilding it.
- Each department runs it with its own roles and people.
Source
How teams use departments and roles
Multi-location operations
A department per store, branch, or site — each with its own team and time zone.
Roll out one opening workflow to every location; each runs it with its own Shift Lead role.
Separate business units
Sales, Support, and Operations each get a private workspace under one organization.
Each team's runs and activity stay their own, while admins keep the whole picture.
Coverage that changes
Rotating shifts, on-call schedules, and staff turnover across the same workflows.
Assign steps to an Approver role; update who fills it and every future run follows.
Departments and roles, answered
Other Features
Govern, secure & prove it
SSO, granular permissions, and a complete audit trail — the controls enterprise teams need to run their work and prove how it was done.
Workflow Customization
Shape exactly how each workflow behaves — logic, data, timing, and documentation.
Assign and Automate
Get the right work to the right people, on schedule — automatically.
Track Progress and Reporting
See what's done, what's late, and what's coming — across every run.
Communicate
Keep the conversation — and a permanent record of who did what, and when — in one place.
Trusted by organizations big and small for their recurring workflows
Departments and Roles to Control Workflow Access
With Manifestly, your team will Never Miss a Thing.