Klarify Essentials

Klarify is built on a small set of foundational concepts. Understanding how they connect will help you navigate the platform, set up your organization, and create effective process documentation.

Documentation concepts

Process models

Process models are visual BPMN diagrams that map how work flows across the organization — from start to finish, through decisions, handoffs, and parallel activities. Each step in a process model can be assigned to a position, showing who is responsible for the work. Tasks within a process model can link to task instructions for detailed guidance.

• Process models — conceptual overview
• Create a process model
• Model a process with BPMN

Tasks

Tasks are the individual steps within a process model. Each task represents a unit of work performed by a person or system. Tasks can reference task instructions and be assigned to positions, connecting what needs to be done with who does it and how.

• BPMN tools — working with process elements
• Activities reference — task types and usage

Task instructions

Task instructions are standalone documents that describe how to complete a specific task. They can be linked to tasks within process models, so the same instruction set can be reused across multiple processes without duplicating content.

• Global tasks — conceptual overview
• Create task instructions
• Write task instructions

Organizational structure

Departments

Departments represent functional groups within the organization (e.g., Finance, HR, Operations). Positions are grouped into departments, and departments can control access to documentation — keeping processes organized by the teams responsible for them.

• Create departments
• Assign positions to a department
• Organizational structure — administration guide

Regions and locations

Regions and locations represent the geographic structure of the organization. Locations are individual offices or sites; regions group multiple locations together. This structure supports organizations that operate across multiple sites with location-specific processes.

• Create locations
• Create regions

Positions

Positions define roles within the organization (e.g., “Accounts Payable Clerk”, “HR Manager”). They appear as owners and performers on process models and are grouped into departments, connecting organizational responsibility to documented workflows.

• Create positions
• Update positions

Employees

Employees are the people in the organization. Each employee is assigned to one or more positions, which determines their responsibilities and their access to documentation.

• Create employees
• Invite employees
• Access control — permissions overview

What’s next?

These concepts form the framework that connects documentation, responsibility, and day-to-day work in Klarify. To start putting them into practice:

• Set up your organization — add your logo, create employee records, and invite team members
• Build your organizational structure — create departments, positions, teams, and more