Set up your organisation, people and roles

Map your locations as a tree, invite people to the places they need, and control what each role can do.

Your organization is the tree of districts, sites and areas that hold your screens and your people. Use this guide to draw that tree, to invite people to the places they need, and to set what each role can do. Every task starts at Settings > Organization. Brix hides a control from anyone whose role cannot use it. If you cannot see a button below, ask an owner for the permission.

What you can do

Draw your locations — Map every district, site and area as one tree.
Name your levels — Call tier 1 District and tier 2 School, in the words your team uses.
Add many locations at once — Paste a list of names, or upload a spreadsheet.
Set what a location plays — Give a site its time zone, its town and its content.
Ask for approval — Make new content at a location wait for a named reviewer.
Find a person — Search the roster, and filter it by role or sign-in method.
See where someone has access — Read one row per location, with the role they hold there.
Invite someone — Send a set-password email in three steps: who, where and what.
Deactivate someone who leaves — Block sign-in at once, and restore the account later.
Build a role — Choose the permissions a role holds, and the places it applies to.

Open the organization chart

Open Settings > Organization.
Wait for the chart to fit itself to the window.
Drag the background of the chart to move around it.
Select the minus and plus buttons to change the zoom.
Select Fit to bring the whole chart back into view.
Select a node card to open the detail panel under the chart.

The Organization page, with the zoom and Fit controls, the Chart and Matrix toggle, the Tiers button and the chart of node cards.

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️ The page has five tabs: Structure, People, Roles, Feature defaults and Power policies. Structure opens first, with the root node selected.

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️ Older links to Spaces, the hierarchy and the user list now open this page. Locations, people and roles live in one area.

Review every unit in one table

Select Matrix in the toolbar.
Read the Node, Tier, Screens, People, Issues and Billing columns.
Select any row to open the detail panel for that unit.
Select Chart to go back to the tree.

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️ Billed separately marks a Space below the root that gets its own invoice. The root Space is the primary account and never carries that mark.

Name the levels of your structure

Select Tiers in the toolbar.
Type a name into a tier row, for example District.
Press Enter to save the name.
Select Add a tier to add a deeper level.
Select the X on a tier row to remove a level you do not need.
Select Done.

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️ Tier names belong to the whole workspace, not to one branch. Brix disables the X while any unit still sits on that tier. The tooltip says how many units use the tier.

Add one location

Select the parent unit in the chart.
Select Add unit.
Wait for the new card called New unit to appear.
Select the name in the detail panel.
Type the real name.
Press Enter.

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️ A brand-new unit shows only a Start here card. The rest of the settings appear once a sub-location or a screen lives under the unit.

Add many locations from a spreadsheet

Select the parent unit in the chart.
Select Add several at once.
Select Download CSV template.
Fill in the Name, Timezone and Town or city columns.
Select Upload filled CSV, or paste the rows into the text box.
Read the preview line for the number of units Brix creates.
Read the amber line for the names Brix skips.
Select the add button, which reads Add 12 units for 12 names.

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️ Brix skips a blank line, a repeat inside your list, a name that already exists under the parent, and a header row called Name.

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️ The preview names every skipped line before you create anything. Nothing reaches the tree until you select the add button.

Delete a location and move its contents up

Select the unit in the chart.
Select Delete unit.
Read which screens, content and members move up to the parent.
Select Transfer & delete.

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️ Transfer & delete is not a plain delete. The screens, content, folders and memberships of the unit move up to the parent first. Members keep their highest privilege.

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️ Brix blocks the delete while the unit still holds child units. The dialog asks you to move or delete those units first.

Set the time zone, town and content of a location

Select the unit in the chart.
Scroll to the detail panel under the chart.
Under Timezone pick the local time zone of the site.
Under Town or city type the name of a town.
Select a suggestion from the list.
Under Content select Choose content.
Pick the item that the screens at this location play.
Select Change or the X on either row later to replace or clear a value.

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️ Leave Timezone on Same as workspace default to follow the workspace clock.

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️ A screen or a sub-location with its own time zone, town or content keeps that answer. The value here reaches only the ones with no answer of their own.

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️ The Language field appears only on a workspace marked multinational in Settings > Workspace.

Ask for approval at a location

Select the unit in the chart.
Select More settings in the detail panel.
Under Approval select Needs approval first.
Tick Also require the parent tier to sign off for a second sign-off.
Pick a name from the + Add reviewer list.
Select the x on a reviewer chip to remove that person.

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️ The first of the three choices follows the parent location. The button names what the parent does today, so you never have to go and check.

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️ With no reviewer named, anyone who can approve content at this location can review it. An owner can always approve.

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️ If another admin changes the approval rules first, the panel reloads with their version. Apply your change again.

Find a person

Select People at the top of the Organization page.
Type a name or an email address into the search box.
Narrow the list further with the All roles list.
Select SSO, Passkey, Password or 2FA to ask for that sign-in method.
Select the same chip again to exclude that method.
Select Clear to drop every filter.

The People roster, with the search box, the role list, the sign-in filter chips, the table of people and the Invite person button.

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️ Each sign-in chip has three states. One select asks for the method, a second select excludes it, and a third clears the chip.

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️ Last sign-in adds a Dormant mark after 30 days without a sign-in. A person who never signs in reads Never.

See where someone has access

Select the row of the person.
Read the Access list in the side panel.
Read one row per location, with the role the person holds there.
Read the note at the bottom for the sign-in method and the password reset.

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️ A person with no location can sign in but sees no content. The side panel says so.

Deactivate someone who leaves

Select the row of the person.
Select Deactivate at the bottom of the side panel.
To bring the person back later, open the same row.
Select Reactivate.

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️ Deactivate signs the person out everywhere and blocks the next sign-in. Brix also drops the person as a named reviewer. Reactivate restores the access they held.

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️ You cannot deactivate yourself. The two buttons appear only on the panel of another person, and only for a role that can edit people.

Invite someone to the workspace

Select People at the top of the Organization page.
Select Invite person.
Type the email address of the person.
Type their full name, which is optional.
Select Continue → pick locations.
Tick the schools, buildings or areas the person may reach.
Select Expand all to open the whole tree, or Clear to start again.
Select Continue → pick a role.
Select one role card.
Read the summary sentence under the cards.
Select Send invite.

Step 2 of the invite, with the location tree, the tick boxes, the tier badges and the Expand all and Clear controls.

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️ Access flows down. A tick on a parent location covers everything inside it, and covers any area you add inside it later.

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️ One invite carries one role, which applies at every location you ticked. To give a person a second role, invite the same email address again.

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️ If you did not confirm your own email address, Brix creates the person but sends no set-password email. The message asks you to confirm your address and invite again.

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️ An invite to an email address that already holds an account links that account instead. The message then reads added, not Invite sent.

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️ The continue button stays disabled until you answer the step: an email address, then at least one location, then a role.

Add a person straight to one location

Open the Structure tab.
Select the node card of the location.
Select Add person under People with access.
Answer the three steps of the wizard.
Select Send invite.

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️ Brix ticks the location for you, so step 2 opens with the right answer.

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️ Invite person and Add person appear only for a role that can create people.

Review what each role can do

Select Roles at the top of the Organization page.
Read the name, the description and the member count on each card.
Read the Sees row for the features that role reaches.
Select a card to open the role editor.

Create a custom role

Select New role.
Select the name at the top of the editor.
Type the name of the role.
Type what the role is for in the description field.
Pick a color for the role chip.
Under Where this applies select Everywhere in this workspace or Choose specific places.
Under Permissions switch a whole resource on with the switch on its header.
Select single verb buttons such as View, Edit and Share to other locations for finer control.
Select Create role.

The role editor, with the name and description, the color picker, the Grant all permissions switch, Where this applies and the permission cards.

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️ Grant all permissions gives the same access as an owner. Switch one verb off afterwards and the role becomes an explicit list of permissions.

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️ Sharing is its own verb. A role can hold Edit without Share to other locations. Read share a template and lock what others can change.

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️ The editor does not set which surfaces a role sees. Open Settings > Features from the Features card in the editor.

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️ Choose specific places lists your own locations. A tick on a parent includes everything inside it.

Start from a role that already exists

Point at a role card.
Select Duplicate.
Change the name, the permissions and the places.
Select Create role.

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️ A built-in role never changes. Open one, change what you want, and select Save as new role for a custom copy.

Delete a custom role

Select the card of the custom role.
Select Delete role at the bottom of the editor.

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️ Delete role appears only on a custom role that already exists. A built-in role and a new role never show the button.

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️ New role and Duplicate appear only for a role that can edit roles. The Roles resource itself carries the Risky mark.

Where to go next

To set opening hours for many screens at once, read screen settings and display power.
To hand content to another team or location, read share content between teams and locations.
To pair the screens that belong to a location, read connect a screen.
To change your own password or passkey, read sign in and your profile.

Ready to get started?

Open Brix Portal