# How can we help?
Planner/files/BGy2cUH5sDeNt51z1bAW/pages/OkY1HtMi910dpVO0Fxwr
Organisations & Projects/files/tlCZvxl3okUZAbOBNMEc/pages/RxBPOGRLttSqAHrZAXUa
Integrations & APIs/files/52BCu3xJkXFLsapxrOKU/pages/wmra8dRZpilT1hrWR5Kk
{% content-ref url="/pages/tIrTIDxOTwPS0Ih9lVOA" %} [Account & Task Properties](/docs/account-and-task-properties/user-profile-and-notifications) {% endcontent-ref %} {% content-ref url="/pages/2yaBGivi1rjyYX3UVKT7" %} [Troubleshooting](/docs/troubleshooting/troubleshooting-aphex) {% endcontent-ref %} {% content-ref url="/pages/F0acDSSAuRLA2eYcEoai" %} [Authentication](/docs/authentication/how-to-login-with-sso) {% endcontent-ref %} {% content-ref url="/pages/Xu9AsIzudykDTbn6bGB4" %} [Policies](/docs/policies/compliance-and-certification) {% endcontent-ref %} # FAQs
Planning
Project Assets

Users
# How do I Add & Remove Filters? A Filter is a tool that can be used to sort through your Project and only display Tasks that meet a certain criteria. Filters can be added to your Aphex View so you only see the tasks that are relevant to you. The Aphex Filters were upgraded in **July 2024**. The main changes that were made to Filters include: * The Filter must contain a **Filter Type**, an **Operator** and a **Value** * Aphex Filters can be created in groups * More control is given to users to only view the work that you want to see * Have different Filters based on different Views * You can have multiple Gantt, Board, List & Map Views and tabs open at the same time, all with different Filters applied to them. * Once your Filters are selected, you will see a description of the Filters you have set. {% hint style="info" %} * A **Filter Type** is the part of the Project that you are wanting to Filter by, e.g 'Owner', 'Calendar', 'Status', 'Subcontractor'. * An **Operator** defines the relationship or comparison you want to make with the property and the value. It determines how the property and the value should be related. Operators will be options such as 'Is', 'Is Not', 'Contains', 'Does Not Contain'. * A **Value** is the specific criteria you're using to Filter the data. Values will include, selecting specific Folders, selecting specific Owners, selecting certain Subcontractors to include or exclude from your Filter Group. {% endhint %} {% tabs %} {% tab title="Add a Filter" %} Adding a Filter can be as simple or complex as you would like it to be. Multiple layers & groups can be added to the filter. This gives more control over the conditions and criteria of the Filters **Open the Filter** * Click on the Filter icon * Click on Add Filter to choose the first layer of your Filter **Selecting a Property, an Operator and a Value** * Click on ‘Select Filter’ to open the list for a property. A property will be options such as Folder, Owner, Labour, Materials, Blockers * Choose an operator. These will be either Is, Is Not, Contains or Does Not Contain * Type or select a value for your Filter. The value will be when you can select things like a specific Folder, the name of an Owner or name of a Task.
**Choose to add another layer to the filter or add another filter group** * To add another Filter Layer in the same Group * Choose whether you would like the next layer to be And or Or. * Repeat Steps 1 and 2 * To add another Filter Group * Click on ‘Add Group’ * Select the operator as And or Or between your existing Filter Group * Repeat Steps 1 & 2
{% endtab %} {% tab title="Remove a Filter" %} Filters can be removed or deleted on a layer or group level. **Open the Filter** * Click on the Filter icon to view your Filter * Find the layer that you would like to remove **Deleting a single Layer** * Click on the 'Bin' icon next to the layer that you wish to remove **Deleting an entire Filter Group** * Select the entire Filter Group to delete * Click on the '...' on the right side of the top layer * Select 'Delete Group'
Following these steps, your Layer or Filter Group will be removed from your Filter. {% endtab %} {% endtabs %} # Where have my Tasks gone? ### Change the Date Range Only tasks within your selected date range will appear on the Gantt. Work with a start and end date outside of the set date range will be hidden. In the Date Picker, hit **All Future Tasks**, **Project to Date** or enter a **Custom Date** to increase your date range.
### Clear your filters You may have filters selected, that your lost tasks do not match. Try hitting **Clear Filters**
And if you don’t have any work yet, [this guide is a great place to start](broken://pages/avjWgXuUUCR5KXRbwx21). # Can I change the sort order of Tasks and Packages? You may want to reorder your work when building your plan, to make the planning process simpler. ## Packages You can reorder packages on the Gantt by dragging and dropping them. Each user can arrange Packages into their own custom order without having any impact on how others in their team view the plan.
## Tasks Tasks have a default sorting order and can not be reordered. The default sort order that tasks appear on the Gantt is: 1. First by Start Date 2. Then by Duration 3. Finally Alpha-numerically Aphex locks tasks in place whilst you are making changes, if task aren’t ordered in this order, click **Tidy Up** to reapply the default sort order. # Why can't I delete a Task? #### Is the Task Promised or Done? If deleting your tasks isn't working, that may be because the Tasks you're trying to get rid of are either Promised or Done. When a Task is Promised, the start and finish dates assigned to get locked down. Any changes made to the dates of Tasks in this state get recorded as statuses. From here the only users on a project that can delete promised or completed Tasks are Admins. This is done as a means to ensure that delays are being accurately captured at all times. #### Do you own the Task? It's also possible that you do not have permission to delete the Task. Only the Task Owner or Project Admin can delete a Task. Assignees or Delegates cannot delete an Owner's Task. # Why are the successors not scheduling? Successors are Tasks set to take place after another Task. There are a few reasons why your successor may not be rescheduling following a change to a predecessor Task: 1. The successor is **Done**, meaning that the Task dates have been actualised. No date changes can be made to Done tasks. 2. The successor is **Promised** and you are not the Task Owner, Assignee or Admin. 3. The task you moved is **Planned**, and the successor is **Promised.** # How do I delete multiple Tasks? If you have multiple tasks that you need to delete, you can do this in bulk: Hover the cursor over the Task that you would like to delete Click the checkbox to select the Task Repeat step 1 and step 2 for each Task that you would like to delete In the multi-select menu, click ' ... ' Hit **Delete Tasks**
{% hint style="info" %} You can bulk select multiple Tasks in a row by clicking the checkbox of the first Task, then holding **SHIFT** and clicking the checkbox of the final Task {% endhint %} # Why were some Tasks skipped from updating? {% hint style="info" %} If one or more of your tasks didn't update, this will be due to either your **Role**, the **Task Status**, or an **Invalid Action**. We'll take a look at each option in a bit more detail below. {% endhint %} #### Your Role You may not have the correct role to perform the action on all selected Tasks. For example, you will only be able to edit a task you have ownership of unless you're an admin, delegate, or assignee on other work in the project. \ This works the same way with duplicating tasks - if you are not an admin, the owner, or a delegate, you will not be able to duplicate a task. You can find a full list of permissions for owners, admins, assignees and delegates [here](https://help.aphex.co/en/articles/7022050-tasks#h_838eacaeba). #### Task Status You cannot use multi-select to update the start date, end date, or duration of Tasks that have the status of Promised or Done. Promised Tasks require delay reasons to explain why the Tasks did not take place on the planned dates, which need to be entered while moving each Task individually. Done Tasks have locked-in dates and no edits can be made. #### Invalid Action Tasks will be skipped if the property can not be updated. Here are some common invalid actions: * You are trying to paste a value like Location or Calendar into a Parent Task * You are trying to move Tasks into a Locked Package * You are trying to set an End Date prior to the Start Date * You are entering an external ID that already exists [Here](/docs/planner/features/gantt#h_c944410734) is the full list of editable properties. # Why can't I upload an image for my Location? Locations are used to track where each Task is physically happening. There are a few reasons why you may not be able to upload an image for a Location: **File Type** You won't be able to upload an image for your Location if it's not a supported file type. These are the supported file types: * JPEG * PNG * PDF - Only single page PDFs will successfully upload * TIFF **Project Role** You will need to hold the role of Project Admin in order to upload a Location. **Location Type** You may have created a Map Space Location or an Off-Site Location, to upload an image, you'll need to create a **Drawing Location** first. {% hint style="info" %} Want to know how to create a Location? [Head here](broken://pages/dZkzGA78y4FBqmtADajU#h_821fedf41b)! {% endhint %} # How do I make changes in bulk? If you have multiple Tasks that are going to contain the same field of information, you can make changes in bulk to save time. There are two methods to make changes in bulk: **Method** **- Multi-Select** 1. Hover the cursor over a Task that you would like to that you'd like to make changes to 2. Click the checkbox to select the Task * Repeat step 1 and step 2 for each Task that you would like to edit 3. In the multi-select menu, click the **Pencil** icon 4. Select the property that you'd like to bulk assign to your selected Tasks 5. From the drop-down menu, choose which asset or property to assign to the selected Tasks 6. Click the **Tick** to confirm the changes
**Method** - **Copy and Pasting across multiple cells** 1. Select a cell with the field you’d like to copy and hit `Ctrl` + `C` 2. Click the first cell you’d like to paste into, hold SHIFT, then click the last cell to multi-select 3. Hit `Ctrl` + `V` to paste
# How do I add new Users to the Project? {% hint style="info" %} **Things to know before you start:** * Only Admin and Standard members of the Project can add new Users * Enterprise Users may be restricted from adding Users that are not members of their Org in Aphex {% endhint %} You can add new Users to the Project in Planner from the Users page: * Click the Aphex icon in the top-left corner * Choose **Users** from the drop-down menu * On the Users page, click **Add User** * Input the email address of the Users that you'd like to add to the project * You can add multiple Users at once by separating their email addresses by a comma * Select a role, then hit **Send Invite(s)**
# How do I set a Reviewer? {% hint style="info" %} **Things to know before you get started:** * Only Admin and Standard users on the Project can set Reviewers * Standard users can only set Reviewers for themselves {% endhint %} Setting one user as another's reviewer makes them responsible for reviewing and approving the owner's plans before the next publication. To set a reviewer: * Click the Aphex icon in the top left, above the Gantt * Open the **Users** page * Locate the user whose plans you’d like to be reviewed * Click the **+** icon in the reviewer column * Select the user whom you’d like to review their plans from the dropdown list
# How can I use Aphex to update P6? {% hint style="info" %} Imported data from P6, MS Project, or Asta? Learn how to incorporate changes made in Aphex back into your Master Schedule. Most teams opt to identify activities that have slipped since the import and then decide whether to reflect these updates in back into P6. \ \ **Note**: Due to most plans in Master Schedules being contractual programs, Aphex will not update P6 / Asta / MS Project automatically. {% endhint %} #### Turn on the Import Baseline First, you'll want to turn on the baseline from your import: * Open your Aphex Project * Navigate to the Gantt * Set your Date Range to include all Tasks that you are interested in reviewing * Click the **Overlays** button towards the top left of the Gantt * Select **Baseline** * Select the relevant import from the list
#### Open the External ID column All imported tasks automatically come in with the Activity ID from your Master Schedule tool - this will appear in Aphex as the 'External ID'. You can reveal this property on the Gantt: * Open the column picker * Enable the **External ID** column * Enable the **Start** and **End** columns
#### Identify Tasks that have variance Now that you have both the Import Baseline & External ID column open, you can identify any tasks with variance and use the External ID to match the Aphex Task with the source activity in P6:
# Coming Soon
:users: Roles and Access Update2025/pages/VZxBLcIOB1iGyZZS5eqb
:file-invoice: Pricing Update2025/pages/LbnfXpnCooFmNKxhPl07
:eye: Changes to View Controls and Filters2024/pages/s3dZcSq8zioZ0bJtMTur
:folder-open: Changes to the WBS2023/pages/fECMwkVzOte7SimX8DZM
:circle-check: Changes to Status2023/pages/robceUVwCmi5eUqvS7tL
# 2025 Pricing Update 30th September 2024 {% hint style="info" %} ### TL;DR * We're adjusting our pricing structure, with some increases. * This change allows us to: * Introduce new features without frequent price adjustments to core functionality. * Offer flexible product and feature bundles tailored to project needs. * Existing Pro and Pro+ plans will transition to the new Planner subscription with specified additions. * New pricing takes effect on your first renewal after 1st January 2025. While many software companies increase prices annually, we've maintained our core pricing for several years. However, as of January 2025, we're updating our model and pricing for Aphex across all regions. Here's what's changing and why. {% endhint %} ## What's Changing and Why? The price of our core product has remained constant since our launch 5 years ago. During this time, we've added hundreds of new capabilities, transforming Aphex from a specialized lookahead tool into a comprehensive construction delivery platform. In updating our pricing, we've focused on three main objectives: * Maintain competitive pricing for our core product * Enable ongoing feature development without frequent price increases * Ensure pricing remains transparent and straightforward ### Introducing Aphex Planner Our vision has always been to create an orchestration platform for major projects—one that centralizes planning and scheduling while facilitating team communication, tracking, and adaptation. We've been working hard to develop new products that enhance this plan-communicate-track cycle, and we're excited to roll these out soon. We believe in giving projects and teams the flexibility to adopt new products as needed. That's why we're renaming our current offerings to Planner Pro and Planner Pro+. All existing tools will remain in these renamed plans. We're also replacing the Aphex Starter subscription with an "all-access" 14-day trial, as users have indicated they prefer full feature access when evaluating Aphex for their projects. | Current Plan Name | New Plan Name | | ----------------- | -------------------------- | | Aphex Starter | *Replaced by 14-day trial* | | Aphex Pro | Planner Core | | Aphex Pro+ | Planner Pro+ | ### New Pricing We're revising our pricing for the first time in 5 years to reflect our expanded functionality and overall economic changes. During this period, we've seen 30% cumulative global inflation, while the average software company has increased prices by over 75%. Our updated plans now include access to a mobile app, new workflows, integrations with mapping tools and PowerBI, and a new Lite role offering free access to the wider project team. Our pricing changes from January 2025 are as follows: ### Pricing Updates (GBP)
Current Plan NameLicence CostNew Plan NameLicence Cost
Aphex StarterFreeReplaced by 14-day trial-
Aphex Pro£35Planner Pro£45
Aphex Pro+£40Planner Pro+£55
### Pricing Updates (AUD)
Current Plan NameLicence CostNew Plan NameLicence Cost
Aphex StarterFreeReplaced by 14-day trial-
Aphex Pro$60Planner Pro$85
Aphex Pro+$70Planner Pro+$100
We've observed that projects benefit significantly from the support provided by our customer success team. This team offers ongoing training, tips, and setup support, maximizing the impact of both the technology and associated behavioral changes. By including this service in the base licence, we maintain alignment with project success rather than charging for additional services. To maintain this level of service, we're setting a minimum licence purchase of 10. ### Next Steps We're providing this advance notice to all existing and prospective customers. The change will take effect for each customer on their first renewal after 1st January 2025. #### Existing Pro and Pro+ Customers Your subscription will update automatically on the first renewal after 1st January 2025. You can view your Organisation's renewal date in the Billing tab within the Admin console. This includes legacy Enterprise "month-to-month" customers. #### Existing Enterprise Customers Your existing subscriptions, pricing, and terms will remain unchanged for the duration of our agreement. #### Prospective Enterprise Customers We will honor any current pricing provided by our team through the end of Q4 2024. # Changes to View Controls & Filters Coming in July 2024 {% hint style="info" %} TL;DR: \ \ **Control how you & your teams View & Filter Aphex** \ \ Aphex is going to look a little different with some key upgrades: * Create multiple `Views` of the Gantt, Map, Board & List and have them open at the same time * Share different `Views` with different people & teams * Advanced `Filter` * Open `List View` to see a daily task list \ Read on to discover all the changes & what this means for your team. Plus, scroll down for an **interactive Views & Filters preview.** {% endhint %} ### Create different Views for different occasions Construct different Views of the Gantt, Map, Board & List and have multiple view types open at the same time, on the same screen. Choose to save your Views as personal Views or Share them with specific Project or Team Members. ### Sharing Views Any View that is created can be shared between Project or Team Members. Choose specific Team Members to edit the View & save the changes for everyone. All Views will have a unique URL that can be distributed between team members. Using the URL will open the project with the appropriate View. ### Advanced Filters Aphex Filter has been upgraded, with the addition of Filter Groups and advancements to the set up of the Filters. * More advanced control over Filter conditions & criteria * Filter for specific Task Names * Filter for all issues including Clashes, Missing Data & Overdue Blockers * Add multiple layers and groups to your Filter * Filters are specific to a View. Set different Filters for different Views. ### Introducing, List List is a view type that allows you to view your Daily Task List, right next to the Gantt. Update the Progress and add Delays quickly. ### Preview the changes to Aphex View Controls: {% @arcade/embed flowId="p6YsqFA5LyE5qedQodi7" url="" fullWidth="false" %} ### What does this mean for you? * Your Aphex Projects will be automatically migrated to include Views. * When you open Aphex for the first time, your Gantt, Map & Board views will be open in tabs and ready to use. * You will have Views created with your current saved preferences. This means, you will have a Gantt, Board & Map view created with your current Filters, Groupings & Overlays applied. * You can begin Creating, Saving & Sharing Views as soon as the update happens ### Then vs Now
Old BehaviourNew Behaviour
Only have one saved View of Aphex with your selected Filters, Grouping & Date→ Create as many different Views for the Gantt, Map, Board & List
Only have one Aphex View open at one time→ Have multiple Gantt, Map, Board or List tabs open at the same time.

→ Views are open as tabs on the same page
Cannot share an Aphex view→ Create a View and choose to share it with other team members

→ Each View will have a unique URL that can be shared with other team members
Daily Task List only available on Aphex Field →List, is opened in the main Aphex app & shows a Daily Task List
No default Views provided for users→ Use Aphex Curated Views to quickly view most common Filters without having to create your own
No starting point for new Users→ Have 'My Upcoming Plan' & 'All Upcoming Plans' Views open as a starting point on your project.
Once changes were made to your View controls, you could not undo the View changes→ UseReset View once you have made changes to the View to to revert any View changes you have made.

→ Once you are happy with your View, use the Save View button to save the changes
Filters can only have one Filter Group at a time→ Add multiple layers & Filter Groups to a View
Filters only allow you to show properties that exist on Tasks

→ Filters now contain multiple operators, like Is, Is Not, Contains, Does Not Contain, Is Empty, Is Not Empty

→ Filters now include properties that have been Archived but still exist on Tasks

Missing Data is the only issue to Filter by→ Filter by any issue; Clashes, Missing Data or Overdue Blockers
Cannot Filter by Task name or External ID→ Filter for Tasks that contain certain Task Names

→ Filter for Tasks that contain certain External IDs
### What do I need to do? No action needed! If you have any questions about the changes, hit the ? icon to start a chat with our Support Team. # Changes to the WBS December 2023 {% hint style="info" %} TL;DR: \ **WBS is now Folders**\ \ Don't panic! Everything you could do with WBS you can still do with Folders, plus: * Simpler management and viewing controls * More flexible permissions * Easier sub-level creation * Increased grouping & export options \ Read on to discover all the changes & what this means for your team. Plus, scroll down for an **interactive Folders preview.** {% endhint %} ### WBS has been renamed to Folders WBS has transformed into `Folders`**,** bringing you the most flexible & universal way to arrange all your project tasks. ### Build as many subfolders as you need, right from the Gantt Everyone can create infinite `subfolders` to group tasks as you go. \ No limits, no interruption. \ Plus, quick & easy controls to edit and move multiple folders at once. ### Protect Folders & allow anyone to create them `Protect` specific Folders from being edited & moved, and grant `folder-creating permission` to anyone who needs it (Admins & Standard Users alike). ### Preview the Folders Changes: {% @arcade/embed flowId="SaYt0EjDXmbrv7aXMzNg" url="" %} ### What do I need to do? * Your Project's WBS will automatically be migrated to Folders. No action needed! * Your Project's `Create & Manage Folder Permissions` will be set to `Admins Only` * Your Project's setting for `Allow Standard Users to create Root Folders` will be turned `OFF` by default. You team will be able to modify both Permission settings from the Project Settings page. * All your Folders will initially be set to the `Default Protection` state. If your team requires any Folders to be restricted, an Admin can decide which Folders need to be `Protected` (or `Semi-Protected`) from the Folders Page. * All `Locked Packages` will automatically be migrated to behave like Public Packages. ### Then vs Now | Old Behaviour | New Behaviour | | -------------------------------------------------------------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | WBS is the central, nested tree structure | **→** `Folders` is the central, nested tree structure | | Only Admins can create & manage the WBS |

→ All Project Users can create and manage Folders by default

→ New Folders Permissions allow Admins to limit who can manage & create Subfolders and Folders

| | Any WBS can be edited by all Admins | **→** Change Folders Protection State from `Default` to `Protected` or `Semi Protected` to control which Folders can be moved or added to | | WBS can only be created from the WBS page | **→** Root Folders & Subfolders can be created from the `Gantt` and `Folders Page` | | WBS can only be edited one at a time |

→ Folders can be updated in bulk with the new Multi-Select options on the Folders Page.

Bulk edits include:
• Colour
• Move
• Protect
• Delete

| | The WBS order can only be modified by using the indent & outdent arrows from the WBS page |

→ NewDrag & Drop to change the order of Folders & Subfolders from the Folders Page

→ Subfolders can be re-ordered directly from the Gantt

| | Empty WBS are invisible from the Gantt |

→ See the Hidden Subfolder Count next to each Folder on the Gantt

→ Open the list of hidden Subfolders and choose to reveal anything specific

| | WBS can only be viewed in the full hierarchal structure, often taken up large amounts of space in the tasklist | **→** `Flatten` the Folders tree on the Gantt to reduce the amount of space the structure requires | | Gantt Primary Group By options limited to Package, Owner, WBS & Folders | **→** Group by any combination of Folder, `Shift`, `Location`, Package & Owner | | Unable to export the WBS tree | **→** All project users can `Export Folders` to `CSV` from the Folders page | | No options to quickly expand or collapse multiple levels while managing the WBS |

→ Each Folders row has advanced collapse & expand controls, including:
• Collapse Folder
• Collapse All
• Collapse Below
• Expand All
• Highlight Folder

| | WBS can be deleted even when containing Tasks | **→** Folders must be empty to be successfully deleted | | Little visibility of total number of Tasks inside each WBS level | **→** New `Task Count` for each Folder & Subfolder on the Folder Page | | Packages are either Locked or Public | **→** All Packages will always now behave like Public Packages. `Locked Packages` are retiring | | Packages have random colours | **→** Set a custom `Package Colour` from the Packages Page | # Changes with Status September 2023 We're simplifying ways to track the progress of plans. Read on to see the changes to Status and logging delays, and what it will mean for you. ### **Statuses are now an editable Task Property** Freedom to move tasks between `Done`, `Promised` & `Planned` individually, or in bulk, at anytime. ### **Pass on delays to Promised Tasks** Choose to apply the same delay to the path of a promised task. ### More flexible, faster way to record updates Single-step process to log delays & improvements \[now called `Progress Updates`], including integrated comments and documents, and custom days of impact. ### Revamped Task Panel for easier editing and inspection Reorder-able Task Panel with a new, collapsable `Activity Feed` that can be filtered to only `Progress & Date` changes or `Comments`. \ \ Plus, `Thumbs Up` & `Thumbs Down` allow quick logging of performance from the Task Panel. ## See the changes in action {% @arcade/embed flowId="MeaU3JYqg0lfmpFTV11Z" url="" %} ## Then vs Now
Old BehaviourNew Behaviour
Admins, Owners & Assignees can always edit Task Status→ New Permission Controls - Projects decide who (Admins, Owners & Assignees) can update or regress Task Status
Tasks can only be set to Completed on a manual, individual basis

Tasks can only be set to Promised if included in the Promised Period when Publishing

Tasks can only be returned to Planned by clearing all Promised Tasks		→ Tasks can be set to Planned, Promised or Done individually or in bulk, while on the Gantt
Promised Tasks in the past become Assume Completed→ Assume Completed is replaced with Done
Promised Tasks will not automatically schedule and each linked task needs to be delayed manually → Delaying a Promised Task now gives the option to delay the promised path. Delays can be automatically applied to all linked Promised Tasks
Status Events (delays) require a guided, 4-step process to be completed

→ Status Events are replaced by Progress Updates


→ Progress Updates are single-step, and allow comments & attachments to be integrated, as well as custom days of impact

Net Delay Number adjusts automatically when a Task is brought forward or shortened→ Tasks will keep all Progress Update history, and delays & improvements will not be reset or adjusted when Task Dates are modified
Deleting a delay automatically changes Task Dates→ Progress Updates can be deleted without forcing a date change
Delays are alway visible on the Gantt→ Show Progress overlay can be toggled On or Off to hide or reveal progress update information on the Gantt
Add Status button is used to record individual delays and improvements → Add Status is replaced with Thumbs Up or Thumbs Down to trigger a Progress Update
Some edits (related tasks, resources) cannot be made in the Task Panel→ All fields are editable in the new Task Panel
The full Activity Log is not accessible in the Task Panel

Activity Log contains one long list of basic Task Events		→ Activity Log is replaced with the new Activity Feed

→ Activity Feed is detailed, interactive, filterable & collapsable
## What does this mean for you? * Any Tasks previously recorded as `Completed` will be automatically migrated to `Done` * Any Tasks with the previous Status of `In Progress` will be migrated to `Planned` * `Planned` & `Promised` Tasks will keep the same Status * The ability to edit `Task Status` will default to `Admins & Owners & Assignees`. Task `Status Regression` will be set to `Off`, so only Admins can regress Status.\ This can be modified by an Admin in Project Settings * Any previously recorded `Status Events` will be migrated to `Progress Updates`, which can be found in the `Activity Feed`. ## What do I need to do? No action needed! If you have any questions about the changes, hit the ? icon to start a chat with our Support Team.
# 2025 Roles & Access Update {% hint style="info" %} TL;DR We're making some important changes to how roles and access work in Aphex. These changes: * Lay the groundwork for new products we'll be shipping soon * Give organisations better control over licence assignments * Give free users a more powerful experience by bringing them into Planner and phasing out the Field app These updates will go live ahead of our upcoming product launches. {% endhint %} ## What's Happening and Why We're making some foundational changes to how roles, access, and licensing work in Aphex. This work sets us up to start shipping some exciting new tools and capabilities we've been building behind the scenes. Here's what's changing: * **Organisation-level licence management**: Organisations can now directly assign and manage user seat types * **Project roles and product access**: We're simplifying project roles and separating them from product access * **Free user access**: We're phasing out the Field app, with free users getting access to key parts of Planner instead ### Organisation-Level Licence Management > **Organisations can now assign seat types directly.** While working on this foundational infrastructure, we took the opportunity to tackle something organisations have been asking for: better control over who gets billed. Previously, Aphex automatically assigned billed seats based on the highest role a user had on any project. This gave projects flexibility but left organisations with limited visibility and control over licensing. We're flipping that around. * **Organisations can now control who gets a billed seat** * Seat types are assigned at the organisation level, not worked out from project roles * Projects can still see who on their team has access to which products * With organisation permission, projects can assign seat types themselves This gives you clearer billing, better user management, and sets us up for future capabilities like: * Directory sync and automatic seat provisioning * Product-specific seat types as we expand the platform **What's not changing?** * Organisation roles like *Super Admin*, *Billing Admin*, and *Member* stay the same ### Project Roles & Product Access > **We're simplifying project roles and introducing separate product access controls.** Until now, each user on a project was assigned one of three roles: *Admin*, *Standard*, or *Light*. These roles bundled together both project permissions and product functionality, which has the potential to create confusion as we expand the platform. We're laying the groundwork to avoid that. * **Project Roles** are now simply: *Admin* or *Member* (these define project-level permissions) * **Planner Access** becomes a separate control: *Limited* or *Full* (these define product functionality access) * *Limited* access does **not** require a paid seat * *Full* access does **How existing roles will change:** | Current Project Role | New Project Role | New Planner Access | | -------------------- | ---------------- | ------------------ | | Admin | Admin | Full | | Standard | Member | Full | | Lite | Member | Limited | This change gives projects more control and clarity: * You can assign people to a project without worrying about unintended licence triggers * You can choose who gets full planning functionality, and who gets access to specific views * As new Aphex products roll out, access will be managed per product, per user This structure also aligns with the new organisation-level seat control—ensuring consistency and visibility across both project and org contexts. ### Free User Access and Field App Sunset > **Free users get more capability, with less confusion.** Previously, *Lite* users had limited project roles and could only access the Field app (plus mobile). Here's what's changing: * **We're replacing the "Lite user" role** with *Member + Limited Planner Access* * **Free users get access to Planner's List View**, which replaces Field functionality and unlocks features like saved views and multiple views * **We're phasing out the Field app** (based on feedback asking for more of the functionality we've built into Planner) **You can still add users for free:** * They'll get List View and mobile access (same functionality as before) * The difference is they'll access this inside Planner rather than the separate Field app * They can still collaborate with teams without needing a paid licence This keeps free access working the same way while simplifying the product experience. # Our Updated Terms of Service We're updating our Terms of Service, Privacy Policy, and other supporting documents, effective September 12th, 2025. These updates are designed to simplify our terms, align with legal requirements, and enhance your experience with our platform. Here are some highlights: * Clearer terminology and simplified terms - Improved definitions, user-friendly language, and a more concise Terms of Service to make them easier to read and understand. * Provisions for future products and features - Added definitions covering beta features and AI functionality that will be introduced in future product releases. * Updated Subprocessors - Updated list of third-party service providers we work with to deliver our services Our updated documents include: {% content-ref url="/pages/CaobK2Ck8ECdVIO6oPTa" %} [Terms of Service](/docs/policies/terms-and-agreements/terms-of-service) {% endcontent-ref %} {% content-ref url="/pages/pTB6k25TcaDNeUHde1Jz" %} [Privacy Policy](/docs/policies/policies/privacy-policy) {% endcontent-ref %} {% content-ref url="/pages/gvswObi8OF6tnEtzZbVh" %} [Support Policy](/docs/policies/policies/support-policy) {% endcontent-ref %} {% content-ref url="/pages/YlT7tB2NvOD058NRtqnD" %} [Service Level Agreement](/docs/policies/terms-and-agreements/service-level-agreement) {% endcontent-ref %} {% content-ref url="/pages/WAzokBXWu5K0LHOpoB76" %} [Acceptable Use Policy](/docs/policies/policies/acceptable-use-policy) {% endcontent-ref %} {% content-ref url="/pages/VVRU4GjHy381zzRBNVRJ" %} [Subprocessors List](/docs/policies/terms-and-agreements/subprocessors-list) {% endcontent-ref %} For customers with custom enterprise agreements overriding our standard terms of service, no changes are made. If you are happy with these updates, no further action is required on your behalf. By continuing to use our services after September 12th, 2025, you'll be accepting the updated terms. As always, if you have any questions, please don’t hesitate to drop us an email at . Thank you for choosing our platform. AphexHQ # Getting Started First time planning in Aphex? Start here ## Getting Around *** Switch between Views to see the Plan the way you need - this could be anything from your own Tasks, to upcoming Milestones, or Tasks with delays from a specific subcontractor over the last 7 days. Each View lets you filter, group, and set a date range that fits. The main **navigation controls** live at the top of the page:
* Add and remove Filters to reveal relevant Tasks * Change the Date Range to view Tasks occurring within a particular timeframe * Update the Grouping to change how Tasks are organised in your Plan * Swap between the Gantt, Map, List & Board View tabs that are open at the top of your page * Create your own Views for personal use, or to share with your Team
Full How-To Guides Learn to navigate the four different View types; Gantt Board Map List See how to Create your Own View or Open a Shared View to see Views your Team have already built
## Creating & Editing Tasks *** Next up: start adding **new Tasks** or **editing** existing ones.
* Add Tasks inside your project's existing structure by clicking `Add Task` * Open the Column Picker ![](/files/X5oNpVhisN5rqeEoUDSi) to view and edit Task information * Select tasks ![](/files/W63jVJIU3eRvJn70mxG8) and use the multi-select to apply edits in bulk * Draw links ![](/files/UuhAhtuepVsH8vORC5IQ) between your Tasks to create relationships * Drag Task Bars ![](/files/CST88iASUCyC6nyZpjgf) to adjust dates & sequences
Full How-To Guides See how to Create Tasks or how to Edit Tasks Experiment with adding your Tasks to the Map or Allocating Materials Learn to Create Relationship Links Understand how Task Permissions impact what you can edit
## Ready your Plan *** Once your Tasks are up to date, mark your plan as ‘**Ready**’ to show your team it’s good to go for the **Weekly Published Version**.
* Check the upcoming deadline in the top-right for when you have to be Ready by. Typically this will line up with your existing short-term planning cycle. * Resolve any `Missing Data`, `Clashes` or `Overdue Blockers` * Once you're happy to be accountable for your plan, you can mark your Tasks as
Full How-To Guides What is a Weekly Published Version Learn how to complete Missing Data and Resolve Clashes See how to Ready your Plan
## Share your Plan *** Once your Admin publishes the official Weekly Version, you can **share the plan with anyone**, even if they’re not using Aphex.
* Copy the public URL to your Weekly Version and share with non-Aphex users * Open and select `Print View` to generate a PDF * Under View Options you'll also find `Export Tasks to CSV`
Full How-To Guides Learn how to Share an Interactive Copy of the plan with anyone See how to Print your Plan Check out how to export your Tasks to CSV and Resource Demand to CSV
## Record and Track Progress *** As work proceeds and the plan changes, keep your tasks up to date by **recording delays** and **improvements.**
* Extend your Promised Tasks or use the Thumbs Down to log a delay * Use the Thumbs Up to log an Improvement or On Schedule * Mark Tasks as completed by changing the Status to * Open to turn on the Baseline to compare the live plan to previous weeks
Full How-To Guides Start to Record Delays and Improvements See how to Mark Tasks as Done Learn to compare the plan by Turning on a Baseline
# Features
Gantt/pages/rY8JyogsrAk7J8WiKYoj
Board/pages/W5hL2hSI4A21HPdNffaU
List/pages/e2ZJ8RQVstszcRn2eXRr
Map/pages/KfIw28bh2ngt4ohcseRg
Tasks/pages/TnJXd2NNXypVW06spOJM
Blockers/pages/da9YQLgFn1CuQRZxFYLB
Calendars/pages/Yvro6CTy384XChZdohH1
Clashes & Work Area/pages/0vt2CnDOKVMmbwXofi9t
Exports/pages/NGrGCjZB8aDuWSq6kU3c
Folders/pages/816wmADmdgjLXhOaNRVs
Labour & Plant/pages/LHcM5psHJq3yZiHpWDiG
Locations/pages/7gVheMRUfrntmYDlnPpB
Master Schedule Import/pages/o6oUzx3zNDJdDgNlxjAT
Materials/pages/KrYr0wkjnN91V5Voci4I
Owner, Assignee & Teams/pages/I9zYX1iatEeB1ELX7pND
Packages/pages/IWBsgqvKDqPhspWLdYHa
Printing/pages/A4cLTtKS3VwWEgeDqCib
Publishing/pages/LrPjsRmfiH9oi4cQiZ6S
Readying & Reviewing/pages/M8TPsMH5YlD3JORqkgq8
Relationship Links/pages/0cBD81mOFI0yUUVmPKLu
Shift/pages/5bgDqrJ1ReNBiahWVdxg
Spreadsheet Import/pages/WDeHHHkqYVANEWGZEYwe
Status/pages/fflmLpsbGmWeZFwZ3Twv
Subcontractor/pages/79vP4qV6yHJBzf7h33Sl
Tags/pages/34Ng4JuqxQ7sMmNBL6Fh
Views/pages/eOvGM0H6kVDgz4BlBkPB
# Gantt {% hint style="info" %} **Who can use this feature?** Project Users with Full Planner Access can create and open Gantt Views. {% endhint %} ## Group the Gantt *** Gantt Views can be grouped by different properties within your plan to organise your Tasks in different ways.
**To change how the Gantt is Grouped:** * Click the menu in the top left of the Gantt * Select a Primary Grouping. Pick from `Folder`, `Owner`, `Package`, `Shift` or `Location` * Optionally, select a Sub-Grouping to apply another level of structure beneath the Primary Group * When `Hide Empty Primary Groups` is , only Groups that contain visible Tasks will show on the Gantt. Any Groups without Tasks in your current View will be hidden. #### To Collapse and Expand Groups: * Click the menu in the top left of the Gantt * Select either `Collapse All` or `Expand All`
Group By Rules * Choose a Primary and Sub Grouping to shape how your Gantt is displayed\ e.g. Group by Subcontractor, then by Shift, to see separate swimlanes for each combo * The layout updates instantly as you change grouping options * All Primary groupings, except Folders, can be rearranged into a custom order, per user * Sub Groupings only show groups that contain tasks - empty groups won’t appear * Folder Grouping can be switched between a nested Tree Mode and a Flattened Mode, which condenses the Folder path into a single row to save vertical space on the Gantt
## Setting the Date Range *** Gantt Views are very flexible and allow you to visualise any set of Tasks over time.
**To change the visible Date Range on the Gantt:** * Click at the top of the Gantt * Yours might also look similar to or * Choose your preferred mode from the selector: * - Select from common options like "Next 30 Days", "Next 3 Months", "All Tasks", etc. * - Enter the number of days before and/or after today to create a moving window. * - Pick specific start and end dates using the date pickers. * Optional: Toggle "Show Surrounding Weeks" to add an extra week of visibility on either side of your selection
Date Range Options **Preset** Preset mode offers quick-select options for the most common project viewing timeframes. Simply click on any option to instantly apply that date range to your timeline. These ranges automatically recalculate based on today's date. | Date Range | Range | | ---------------- | ---------------------------------- | | X Week Lookahead | Today + (Project Lookahead Period) | | Next 30 Days | Today + Next 30 Days | | Next 3 Months | Today + Next 12 Weeks | | Next 6 Months | Today + Next 25 Weeks | | Next 12 Months | Today + Next 52 Weeks | | All Future Tasks | From Today to Last Task | | Project to Date | From First Task to Today | | All Tasks | From First Task to Last Task | **Rolling** Rolling mode creates a dynamic window of time that stays centered around today and automatically shifts forward as time passes. Enter the number of days you want to see before and/or after the current date. | Input | Calculated Range | | --------- | ------------------------------------ | | Forwards | Today + specified days into future | | Backwards | Today - specified days into past | | Combined | Full rolling window centred on today | **Fixed** Fixed mode gives you complete control to select any specific start and end date. Use the date pickers to choose exactly which timeframe you want to view. Unlike other modes, this range stays fixed and doesn't change as days pass. | Input | Calculated Range | | ---------- | ---------------------------------- | | Start Date | Selected start date | | End Date | Selected end date | | Combined | Fixed range from start to end date | **Show Surrounding Weeks** This toggle is available in all three modes and provides quick additional context around your selected range. When enabled, it adds one week of visibility before your start date and one week after your end date, making it easier to see what's coming up next or what just happened without changing your core date selection. | Setting | Effect on All Mod | | ------------- | --------------------------------------------------------------------- | | Off (default) | Displays exactly the calculated range, no additions | | On | Adds 1 week before start date + 1 week after end date to visible area |
## Filtering the Gantt *** Filters in Aphex let you show only what matters, whether that’s Tasks with certain properties, or ones that are missing something. Keep it simple or build something more detailed, it's up to you.
**To filter the Tasks you see in a Gantt View:** * Click at the top of the Gantt * In the dropdown that appears select and choose the property you'd like to filter by * Change the logic from options like or to or to hide or reveal the relevant Tasks * Click to swap between and **Using Filter Groups:** * Groups are helpful when combining logic and logic in your filter * Click ![](/files/vRbCLAKx6gdNpZAVIqsa) to create an additional filter group See also: creating & sharing Views
Filter Logic and Rules * All Task Properties as well as Unresolved Issues can be applied as a filter * Archived values that are still in use will appear as filter options. Unused archived values will be hidden from the filter options * Tasks that do not match the filter criteria will be hidden from the Gantt
## Gantt Empty States & Hidden Items *** If your Gantt looks empty, it's usually because settings like Filters, your Date Range, or the Hide Empty Groups toggle are hiding your tasks or groups. Aphex provides clear messages and icons to help you adjust your view.
**Empty Gantt Message:** When no tasks or groups are visible, a message will appear in the Gantt: > **Looks like your Gantt is empty**\ > Try adjusting ![](/files/T3swkiEfU3QuJ4KusG3o) ![](/files/gxjSVOIfcskagmlAtGWS) or ![](/files/3sKp54pqdpUQuDGKCaMU) to reveal activities and groups To reveal your tasks, simply click the highlighted ![](/files/T3swkiEfU3QuJ4KusG3o) ![](/files/gxjSVOIfcskagmlAtGWS) or ![](/files/3sKp54pqdpUQuDGKCaMU) in the message to open the relevant panel and adjust your view settings. **Hidden Groups Notification:** When the Hide Empty Groups toggle is active, a notification appears at the top of the Gantt if any groups (Folder, Location, Owner, Package, Shift or Subcontractor) are hidden as a result: > **\[X] Hidden \[Group Type]**\ > Adjust your ![](/files/T3swkiEfU3QuJ4KusG3o) ![](/files/gxjSVOIfcskagmlAtGWS) and ![](/files/3sKp54pqdpUQuDGKCaMU) configuration to reveal hidden groups To reveal hidden groups: * Click the highlighted ![](/files/T3swkiEfU3QuJ4KusG3o) ![](/files/gxjSVOIfcskagmlAtGWS) or ![](/files/3sKp54pqdpUQuDGKCaMU) in the message to open the relevant panel and adjust your view settings. * Open `[View Settings Icon]` and set the Hide Empty Groups toggle to `[Toggle Off Icon]`. **Hidden Items in Folders:** Look for the ![](/files/hPVUKuQj6t0po0j30eBQ) next to a Folder Row. This icon indicates the folder contains subfolders, but they are hidden by your current Filters, Date Range, or Hide Empty Toggle. To temporarily reveal the hidden folers: * Click the ![](/files/hPVUKuQj6t0po0j30eBQ) next to the folder name. This displays the contents without changing your overall Gantt view. ## Task Sort Order *** Tasks on the Gantt will always be sorted by Start Date - the earlier a Task starts, the higher it will appear within it's grouping. Aphex will hold the position of your Tasks while you make edits, and then when you're ready to re-apply the Sort Order, click in the bottom left corner. Refreshing your Aphex window will also trigger the sort order to be re-applied to your Gantt View.
Sort Order Logic The Gantt Sort Order is fixed, and will always follow this logic: * First it will sort tasks by Start Date * If the Start Date is the same, it will then check End Date * If the End Date is the same, it will then apply Alphanumeric sorting
## Gantt Zoom *** You can view your projects on a range of time scales, from a single day to a full year: * Head to the bottom-right corner of your Gantt * Use the menu to switch between `Day`, `Week`, `Month`, or `Year` * The Gantt will instantly update to show your plan on the scale you’ve selected ## Overlays *** Overlays let you layer in things like baselines, critical path visibility, or daily resource demand. This means you can add extra context to your Gantt without changing up or leaving your View.
#### **To turn Overlays on and off:** * Click at the top of the Gantt * Select from `Resource`, `Baseline`, `Critical Path` * To compare the Live Plan to a previous week, select `Baseline` * This will show a list of all Published Versions, and all Master Schedule Imports * Select any option to see how how your current plan compares to your baseline See also: Resource Overlay and Critical Path ## Group Dates & Durations *** When viewing your Gantt, Aphex automatically calculates a Start Date, End Date, and Duration for Folders, Packages, and Parent Tasks. These adjust based on what’s visible in your View and which working calendar you chose to apply.
#### **To change your Group Duration Calendar:** * Click * Select `Group Duration Calendar` * Choose one out of: `Project Default`, `5 Day Week`, `7 Day Week` #### **To view Group Durations & Dates on the Gantt:** * Open the Column Picker and toggle `Duration` or `Start` / `End` * These values change dynamically with Filters or Date Range updates * Filtered values are marked with a icon so you know they’ve been adjusted * Hover over the icon to see: * The Filtered value * The Total value See also: Task Calendars
Group Duration Calendar Options | Calendar Option | Description | | --------------- | ---------------------------------------------------------------- | | Project Default | Respects the non-working days of your Project's Default Calendar | | 5 Day Week | (Mon–Fri) Static calendar | | 7 Day Week | (Mon–Sun) Static calendar | This setting only affects how Durations are displayed for Folders, Packages, and Parent Tasks. It doesn’t change individual Task calendars or impact other users. When a plan is published, Group Durations are always calculated using a 5 day workweek (Monday–Friday).
Group Dates & Duration Calculations **Start Date** * Start date of the earliest visible Task **End Date** * End date of the latest visible Task **Duration** * Spans the Start → End Date of the group * Uses your selected **Group Duration Calendar** * Measured in **working days** of the selected Calendar
## Gantt Columns & Cells *** Turn on any Task Property as a spreadsheet-style column, then click into cells to edit, bulk-fill, or paste across Tasks.
**To hide and show Gantt Columns:** * Click the button at the top of the Gantt * Set the toggles to or to hide or reveal any combination of columns * Once a column is enabled, select any cell to change the value
Keyboard Shortcuts Below are the keyboard shortcuts that can be used on the Gantt View | Action | Shortcut | | ------------------------- | ----------------------------- | | All columns | `Ctrl` + `1` | | All required columns | `Ctrl` + `2` | | Time columns | `Ctrl` + `3` | | User columns | `Ctrl` + `4` | | Resource columns | `Ctrl` + `5` | | Map columns | `Ctrl` + `6` | | Structure columns | `Ctrl` + `7` | | Other columns | `Ctrl` + `8` | | Copy | `Ctrl` + `C` | | Paste | `Ctrl` + `V` | | Select multiple cells | `Shift` + Click (cell) | | Select multiple tasks | `Shift` + Click (checkbox) | | Undo | `Ctrl` + `Z` | | New line | `Shift` + `Enter` | | Move task and break links | `Shift` + Click + Drag (task) | | Duplicate Task | `Ctrl` + `D` | If you have a Mac computer, you can use `cmd`
## Task Bar Colours & Icons *** Every colour and icon on the Gantt tells you something. Whether it’s a Milestone, a delay, or who is responsible for the work - you can choose what shows and how it looks.
#### To change the colour of Task Bars: * Click in the top right of the Gantt * Select `Bar Colour` * Choose how you’d like to colour the Gantt; by `Subcontractor`, `Shift`, or `Owner` * Your Gantt will update instantly to reflect the new colour scheme #### To identify different Icons on the Gantt: * Milestones will appear as and any associated Target Dates will be if slipped and ![](/files/iqGsnNt7mH46xc2ZLMQI) if on track * Overdue Blockers will be represented with ![](/files/CPyIhRcELP3jGDgbjpxB) next to the end of the Task * Delays are shown as a ![](/files/61GblQOcdmoQR7UruTwa) on the Task Bar, displaying the total amount of days the Task has been delayed by * Click and toggle `Show Progress` and `Show Overdue Blockers` to hide these Icons from the Gantt See also: Print Gantt
Additional Gantt View Options * Show or hide Relationship links * Manage Views share, duplicate, or delete your saved Gantt Views
*** ## Gantt Search Use the Gantt search to quickly find Tasks. As you type, matching Tasks are highlighted and jumped into view automatically. **To Search for Tasks:** * Click into the ![](/files/qNN2XQnsV09q69NrrEJP)Search Bar in the top left of the Gantt * Type in your search term * Press `Enter` on your keyboard or click the `<` and `>` icons to cycle through all matching Tasks # Board {% hint style="info" %} **Who can use this feature?** Project Users with Full Planner Access can create and open Board Views. {% endhint %} Board View gives you a whiteboard-style layout of your plan, powered by your lookahead. Drag and drop Tasks, record progress, and adjust your plan as work progresses - all changes update instantly across your schedule. ## Setting Your Date Range *** The date picker lets you choose how many weeks to display on the board, from one week up to four.
#### **To set a date range:** * Click the date range * Select your preferred range at the top of the picker: `1 week`, `2 week`, `3 week` or `4 week` * Click any start date in the calendar, the end date calculates automatically
Multiple weeks Logic & Rules * Ranges span **forward** from the date you click, you only need to select a start date * Mid-week selections are supported (e.g., Wednesday to Wednesday) * Ranges shorter than one week are not supported * Your last selected range length is remembered across sessions
## Navigating the Board *** Use the arrow controls, zoom slider and scrubber to move through your timeline and adjust how much of your plan is visible at once #### To change the Timeframe : * Click to move forward or backward by one week * Click to jump to the current period #### **Zoom** * Shows one week in detail * Shows two weeks for a broader view #### Scrubber * The highlighted shows what’s currently visible * Drag the highlighted section to move through your plan
Navigation Logic & Rules * Click and drag anywhere on the board to pan * Hold Shift and use your mouse wheel to scroll horizontally * Both the zoom control and scrubber are hidden when your date range is set to 1 week only *
## How Tasks are Grouped *** Board Views can be organised into different swim lanes, depending on what type of set up you need.
#### To change the Grouping: * Click at the top of the Board View * Select how you want to group tasks * Use **`⋮⋮`** to drag your Groups in the order in which you want them to be displayed * Tasks and Groups will reorganise automatically
Grouping Options | Primary Group | Sub-Group | | ------------- | ------------- | | Owner | Folder | | Package | Owner | | Folder | Subcontractor | | Subcontractor | Shift | | Shift | Location | | Location | Assignee | | Assignee | None |
## Create & Edit Tasks *** #### To create a Task on Board: * Click the in the bottom left-hand corner * Complete the Task details * Click ![](/files/NNszbzX6GCZmQZjktL0o) to add it to the plan Tasks created from the Board use your current view to pre-fill details like Group and date. #### To edit a Task on Board: * Click on any visible Task Property * Select a new value * Changes are saved automatically ## Moving Tasks *** #### To drag and drop Tasks on Board: * Change dates: Drag to a different day * Reorder: Drag up or down within a Group * Reassign: Drag between Groups #### Reordering Tasks Tasks on the Board will always be sorted by Start Date - the earlier a Task starts, the higher it will appear within it's grouping. Aphex will hold the position of your Tasks while you make edits, and then when you're ready to re-apply the Sort Order, click in the bottom right corner. Refreshing your Aphex window will also trigger the sort order to be re-applied to your Board View.
Moving Tasks Logic & Rules * The Task stays exactly where you place it * Tasks will not automatically reorder after being moved unless tidy up has been clicked
## Recording Task Progress *** Use Board to record how each day went and keep your plan up to date. Every update feeds into reporting and the wider schedule, with changes reflected instantly across all other Views. #### To record a Delay or Improvement: * Open and toggle `Progress` * Click the progress bar on the day you want to log an update * Choose to mark it on track or improved, or to record a delay * The progress bar will turn green or red based on the update type See also: Progress Updates ## **Monitor Daily Task Progress** *** See at a glance how many of your Tasks have been updated each day, with a live breakdown of what's on schedule, delayed or missing an update.
* Click * Toggle Show Task Update Compliance * Click , or to filter to just that day * Optionally, click to show all missing updates of tasks today/past within the view * Click to dismiss
Task Update Compliance Logic & Rules * Toggling on Task Update Compliance is per-user and won't affect anyone else's view * Compliance counts update in real time * Only Tasks visible in your current view and date range are counted * If a Task is assigned to multiple people and appears in multiple Groups, it's only counted once
## Filtering the Board *** Filters in Aphex let you show only what matters, whether that’s Tasks with certain properties, or ones that are missing something. Keep it simple or build something more detailed, it's up to you.
#### To filter a Board View: * Click at the top of the Board * In the dropdown that appears select and choose the property you'd like to filter by * Change the logic from options like or to or to hide or reveal the relevant Tasks * Click to swap between and See also: creating & sharing Views
Filter Logic & Rules * All Task Properties as well as Unresolved Issues can be applied as a filter * Archived values that are still in use will appear as filter options. Unused archived values will be hidden from the filter options * Tasks that do not match the filter criteria will be hidden from the Board
## Customise Task Properties *** Tailor your Board View to suit the way you plan & communicate. Adjust the layout, colour coding, visible days of the week and more.
#### To hide or reveal properties: * Click at the top left of the Board * Toggle any property you'd like to display on the Task Cards * Use the **`⋮⋮`** drag handles to reorder the properties on the Task Cards * Optionally, click the `>` beside the property to open more options * Use the ![](/files/mrJxy69SSOjyZ2iR5E1h) to hide specific values within that property from view ## Customise the Board Layout *** #### To change the visible days: * Click * Select `Days` * Pick from `5 Day`, `6 Day` or `7 Day` #### To switch the Board Layout: * Click * Select `Layout` * Pick between `Waterfall` or `Masonry` #### To colour code Task Cards on Board: * Click * Select `Card Colour` * Pick from `Owner`, `Subcontractor` or `Shift`
Board View Options | Colour | Description | | ------------- | ----------------------------------------------- | | Subcontractor | The colour of the Tasks allocated Subcontractor | | Shift | The colour of the Task Shift | | Owner | The user colour of the Task Owner | * Relationship links can also be hidden or displayed by toggling the property on and off in the View Options menu. * Relationship links will be turned off when grouping by assignee.
See also: Print Board # List {% hint style="info" %} **Who can use this feature?** All Project Users have access to List Views on both Web and the Mobile App {% endhint %} List View turns your Gantt into a daily to-do list. See what’s on for today, or the next day - filter by properties like Supervisor (Assignee) or Location, and report progress with a Thumbs-Up or Thumbs-Down. ## Organise your List View *** Use grouping to organise your Task List around what matters most. Sort Tasks by the team doing the work, where they're happening or how they're tracking.
#### To change how List is organised: * Click in the top left * Select from `Subcontractor`, `Owner`, `Schedule`, `Location`, `Package`, `Folder` or `Shift` * Tasks and Groups will reorganise automatically ## Set Visible Task Properties *** Choose what Task details appear on each Task Card in List View. Show only the properties that matter for the day and hide all the rest. #### To hide or reveal properties: * Click at the top left of the List * Toggle any property you'd like to display on the Task Cards * Use the **`⋮⋮`** drag handles to reorder the properties on the Task Cards * Optionally, click the `>` beside the property to open more options * Use the ![](/files/mrJxy69SSOjyZ2iR5E1h) to hide specific values within that property from view ## Recording Task Progress from Daily Lists *** Track daily progress in List View with a simple thumbs up or down. Every update adjusts the task, schedule, and reporting, automatically.
#### To record Task progress from List: * Locate the Task you want to update * Choose to mark it on track or improved, or to record a delay * If delayed, select a reason, add the number of impacted days, and optionally include a comment or photo See also: Progress Updates ## **Monitoring Daily Task Progress** *** Task Update Compliance shows how many Tasks have been updated for the selected day. It appears at the top of List View and summarises what’s on track, delayed, or missing updates.
#### Turn Task Update Compliance on or off: * Click * Toggle on Show Task Update Compliance * Click to dismiss
Compliance Calculation & Logic Task Update Compliance is based on: * Tasks currently visible in your List * The selected date * Progress updates Status categories: * **On Schedule** includes On Schedule, Move, and Shorten updates * **Delayed** is triggered by any negative update and takes priority if multiple updates exist * **Missing Update** applies when no update has been recorded for that day
## Filter your Daily Lists *** Filters in Aphex let you show only what matters, whether that’s Tasks with certain properties, or ones that are missing something. Keep it simple or build something more detailed, it's up to you. #### To filter a List View: * Click at the top of the List * In the dropdown that appears select and choose the property you'd like to filter by * Change the logic from options like or to or to hide or reveal the relevant Tasks * Click to swap between and See also: creating & sharing Views
* All Task Properties as well as Unresolved Issues can be applied as a filter * Archived values that are still in use will appear as filter options. Unused archived values will be hidden from the filter options * Tasks that do not match the filter criteria will be hidden from the List
# Map {% hint style="info" %} **Who can use this feature?** Project Users with Full Planner Access can create and open Map Views. {% endhint %} Map View gives you a visual way to track work on site. Use it for daily coordination, spotting clashes, creating automatic staging diagrams, or to walk others through what’s happening; where, when & who. Maps can be simple floor plans or real-world maps with coordinates, and can connect to external layers like GIS data or drone imagery. Every Task on the Map is tied to the schedule, so when the plan moves, the Map automatically updates too. ## Open a Map View *** Each Project can have multiple Maps. From static Site GAs to geolocated Maps - pick the one you want to view and work with. You'll only see Tasks linked to that Map.
#### To open a Map View: * Click `+ Views` at the top of the View Tabs * Scroll through Views you & your team have created, or Views Aphex has provided * Open any Map View #### To change which Map you're viewing: * Open any Map View * In the top left, open the Map Selector * Click into the Map you want to open See: Locations and Printing the Map ## Set the Date Range *** Use the Date Picker to show what's happening on site for a certain day, week, month or custom range.
#### To choose what time frame you want to see on the Map: * Click the Date Range at the top of the Map * Pick one of the shortcuts: `Today`, `Next Week`, `This Month` or use the calendar to select a specific date range * Use the `<` arrows `>` to move forward or back in time
Date Range Options | Option | Function | | ---------------------- | ----------------------------------------------------------------- | | `Lookahead` | Current Week + (Project Lookahead Period - 1 Week) | | `Today` | Today’s Date | | `This Week` | Monday to Sunday of the Current Week | | `Next Week` | Next Monday to Sunday (1 week into the Future) | | `Custom` | Custom dates selected by the user | | Advance Selected Range | Move the date range forwards and backwards by your selected range |
## Organise the Task List *** The Task List on Map Views can be organised into different groups, depending on what type of set up you need. #### To change the Grouping on Map: * Click at the top of the Map View * Select how you want to group tasks
Grouping Options | Primary Group | Sub-Group | | ------------- | ------------- | | Owner | Folder | | Package | Owner | | Folder | Subcontractor | | Subcontractor | Shift | | Shift | None |
## Interact with Tasks on the Map *** Clicking a task on the Map will open its full details in a panel, right on top of the Map. You can view, update or progress the Task without moving away from your current view.
#### To open a Task on the Map: * Click any Task Card from the section on the left hand-side * Or, click the Work Area on the Map and then the ![](/files/HocErWel4G4ECeEk9Vn6) icon * The Task Panel will open #### To record Task Progress from the Map: * Click the Work Area on the Map to open the Task Preview * Click any of the Progress Bars, underneath any of the current or past Task Days * Select or * Record the delay See also: Progress Updates ## Show or Hide External Map Layers *** You can toggle external map layers on or off to bring in additional site context, like utilities, drone flyovers, or design information, without crowding the Map view when they’re not needed.
#### To turn Map Layers on or off: * Open a Map View * Click into the tab in the left-hand panel * Use the ![](/files/mrJxy69SSOjyZ2iR5E1h) to turn Layers on and off * Toggle individual sublayers for more detailed control * Hold `SHIFT` then `Click` to turn multiple on and off at once #### To switch the base map: * Open a Map View * Click into the tab in the left-hand panel * Swap between `Satellite`, `Street` or `None` See also: Add Map Layers ## Colour Code the Map *** You can change how Work Areas are colour-coded on the map to reflect what matters most during planning. Switch between colours for Task Owner, Subcontractor, or Shift, or choose to highlight Clashes and Overdue Blockers in red when you need to spot issues quickly. #### To change the colour of Work Areas: * Click and select `Work Area Colour` * Pick from `Subcontractor`, `Owner` or `Shift` #### To highlight Clashes or Blockers on the Map in red: * Click and select `Highlight Issues` * Pick from `Clashes` or `Overdue Blockers` ## Filter the Map *** Filters in Aphex let you show only what matters, whether that’s Tasks with certain properties, or ones that are missing something. Keep it simple or build something more detailed, it's up to you.
#### To filter a Map View: * Click at the top of the Map * In the dropdown that appears select and choose the property you'd like to filter by * Change the logic from options like or to or to hide or reveal the relevant Tasks * Click to swap between and See also: Saving a View
Filter Logic & Rules * All Task Properties as well as Unresolved Issues can be applied as a filter * Archived values that are still in use will appear as filter options. Unused archived values will be hidden from the filter options * Tasks that do not match the filter criteria will be hidden from the Map
# Tasks {% hint style="info" %} **Who can use this feature?** Any Project User with full Planner Access can create Tasks. Task Owners, Assignees and Admins can edit Tasks. *** Task Owners and Admins can delete Tasks. {% endhint %} When you add a Task, you can customise its properties to reflect exactly what’s being done, by who, and when, making sure the plan communicates clearly to anyone who needs to see it. Tasks can store everything from planned resource quantities and work areas to subcontractor assignments and permit requirements. This way, as your plan changes, not only does everything reschedule automatically, but things like resource forecasts, staging diagrams and daily task-lists update on the spot. ## Creating Tasks *** You can create Tasks from wherever you’re working - from the Gantt, from the Board, or imported from another source. For an easy start, try adding them directly inside your Folder structure.
#### **To create a Task:** * On the Gantt, find the Folder where you want the Task to live * Select ![](/files/uyaG7zQ8PdhiOHDrCnfF) at the bottom of the group * Your new Task will appear as a line item within that Folder, ready to edit
Task Creation Rules * By default: * The user who creates the task is set as the Owner * The Project Default Calendar is automatically applied * Each task starts with a 1-day duration * Each new task will be placed on the nearest Monday within your current View (You can adjust these at any time)
Task Types There are four Task types that you can create: * Task * Parent Task * Subtask * Milestone
See also: Task Properties ## Editing Tasks *** Tasks can be edited at any time; whether you're refining the plan, making updates as work progresses, or finalising details for the as-built record. You can update Tasks one by one or in bulk. Let's look at making edits across a selection of Tasks.
#### To edit multiple Tasks: * Use the ![](/files/W63jVJIU3eRvJn70mxG8) to select all Tasks you want to update * Hold `Shift` on your keyboard to quickly select everything in between * Once selected, the multi-select toolbar will appear at the bottom of the Gantt * Click the to open the list of properties to edit - pick the one you want to change * Select the new value from the list * Click the to confirm. Your update will be applied to all selected Tasks See also: editing via Gantt Columns
Task Selection Rules * Subtasks can only be multi-selected with others from the same Parent * You can’t mix Parents and Subtasks in the same selection * You can select any Task in the project * Tasks you don’t have permission to edit will be skipped, and you’ll be notified * After each action, you’ll get a summary of how many tasks were updated or skipped with the option to undo
## Drag & Drop Tasks *** Drag-and-drop Tasks on the Gantt to easily adjust the start and end dates. #### To move a Task Bar: * Hover over the Task Bar on the Gantt * Drag either end of the ![](/files/CST88iASUCyC6nyZpjgf)Task Bar to extend or shorten its Duration * Drag the middle to shift the entire Task forward or backward in time ## Creating Parent & Subtasks *** Subtasks work just like regular Tasks, with all the same properties, but are nested inside a Parent Task. They’re ideal for breaking down higher-level activities, especially when importing from a Master Schedule, while keeping a clear link back to the source activity.
#### To breakdown a Task: * Hover over the Task you want to break down * Click * Hover over `Add Subtasks` * Enter the number of Subtasks you want to create * Click the to confirm * Your Task is now a Parent Task with embedded Subtasks * To add more Subtasks later, click directly under the Parent Task Subtasks can only go one level deep (Parent → Subtask). If you need more structure, it's best to use Subfolders to build out your plan. See also: Subfolders
Inherited Parent & Subtask Properties Parents & Subtasks will always have the same: * Owner * External ID *(often mapped from the P6 Activity ID)* * Package * Folder If one of these Properties are edited, this update will automatically apply to the Parent and all its Subtasks. All other Task Properties can be individually allocated to Subtasks.
Parent Task Bar & Dates **Parent** **Start Date** = Start date of the earliest visible Subtask **Parent End Date** = End date of the latest visible Subtask These values update automatically when filters or date range settings are applied. See more about Group Durations & Dates
## Moving Subtasks to a Different Parent Task *** Subtasks can be moved from one Parent Task to another, as long as a few conditions are met.
#### **To move a Subtask:** * Click the column picker towards the top left of the Gantt * Toggle on the `Parent` column * Click into the cell for the Subtask you want to move * Select the new Parent Task from the list * The Subtask will move under the selected Parent
Requirements for Moving Subtasks * The destination Parent Task must already be broken down (with at least one Subtask) * Both Parent Tasks must be Owned by the same User
## Duplicating Tasks ***
#### To duplicate multiple Tasks: * Use the ![](/files/W63jVJIU3eRvJn70mxG8) to select all Tasks you want to duplicate * Hold `Shift` on your keyboard to quickly select everything in between * Once selected, the multi-select toolbar will appear at the bottom of the Gantt * Click to duplicate all selected Tasks #### To duplicate an individual Task: * Hover over the Task Name * Select * Select `Duplicate`
Duplicated Task Rules * Tasks can be duplicated by any User who holds a Task Role * All Task properties will be duplicated automatically, excluding: * Progress Updates * Comments * Documents * Milestone History * Material Actuals * All Relationship Links between the duplicated Tasks will be duplicated
## Deleting Tasks ***
#### To delete multiple Tasks: * Use the ![](/files/W63jVJIU3eRvJn70mxG8) to select all Tasks you want to delete * Hold `Shift` on your keyboard to quickly select everything in between * Once selected, the multi-select toolbar will appear at the bottom of the Gantt * Select * Click `Delete Tasks` to delete all selected Tasks #### To delete an individual Task: * Hover over the Task Name * Select * Select `Delete Task`
Deleting Tasks Rules * Deleted tasks can’t be restored unless you undo the action during the same session * Only the Task Owner, an Owner Delegate, or a Project Admin can delete a Task
## Copying Tasks Between Projects *** If you have multiple Aphex Projects, you may want to move Tasks & assets from one to another. We'll show you how.
#### To Copy Tasks into a different Project: * Use the ![](/files/W63jVJIU3eRvJn70mxG8) to select all Tasks you want to copy * Hold `Shift` on your keyboard to quickly select everything in between * Once selected, the multi-select toolbar will appear at the bottom of the Gantt * Click the and select `Copy to an Aphex Project` * Pick an existing Project or create a new one * Select whether to copy all Task Properties or pick from a custom list * Review the 'Copy Task Summary' and Click * Open the destination project: your tasks will be waiting on the Gantt
Copying Tasks Rules * Links between selected Tasks will always be copied across * Task history (the activity log & progress updates) will not be copied over * If you do not select a property to be copied, a default option will be applied to the property * Copied Assets will match to existing Assets (if the Name or Code matches), otherwise new Assets will be created in the destination Project * Tasks can only be moved into Projects within the same Organisation
## Task Panel *** You can open a Task from anywhere; Gantt, Map, Board, or List View.\ Just click the task to open the full Task Panel, right on top of your current view so you won’t lose your place. Reorder the panel sections to keep the most relevant info where you need it.
#### To open a Task from the Gantt: * Right-click any Task and select `View Details` * The Task Panel will open #### To open a Task from Map * Click any Task Card from the section on the left hand-side * Or, click the Work Area on the Map and then the ![](/files/HocErWel4G4ECeEk9Vn6) icon * The Task Panel will open #### To open a Task from Board * Click any Task Card on Board * The Task Panel will open #### To open a Task from List * Click the name of any Task in your List * The Task Panel will open
Task Panel Preferences * The Task Panel is made up of sections that can be collapsed or reordered * Drag and drop sections to arrange them however you like * Your custom layout is saved to your user - it stays consistent across all Projects and Views, including Mobile * The layout will apply every time you open a task, until you change it again * There are different task panel layouts for Tasks, Parent Tasks, and Packages
## Task Activity Log *** The Task Activity Log shows a full history of every change, from edits and delays to comments & documents, with who made the change and when.
#### To open the Activity Log: * Right-click any Task and select `View Details` * The Task Panel will open * Click to toggle the Activity Log on or off #### To comment on a Task: * Right-click any Task and select `View Details` * The Task Panel will open * Start typing into the `Add Comment` box at the bottom of the panel #### To upload a Photo or Document to a Task: * Right-click any Task and select `View Details` * The Task Panel will open * Click the ![](/files/RJM8VhnCgRhrTjHUs8r9) at the bottom of the panel * Select or ![](/files/u5JFmd8k13r6EAsCl8Xv) to upload an image or document * Uploaded files will appear in the Task Activity Log * Use filters to show only ![](/files/ZfBSTrZ947HCrRZT0Pbu) # Blockers {% hint style="info" %} **Who can use this feature?** Task Owners, Assignees and Admins can add Blockers to their Tasks, and Resolve Blockers. *** All Project members can Create & Manage the Blockers Library by default. This can be changed to Admins only in the Project Settings. {% endhint %} Blockers help you surface, monitor & resolve anything that needs to happen before a Task can start (or finish). Use them to stay on top of permits and sign-offs to stop delays before they occur. Add due dates, get visibility on what’s overdue, and tick things off once they’re sorted. ## Creating Blockers *** Set up a library of Blockers that can be used across the Project. Give each Blocker a name, category, and an optional due date rule so deadlines stay in sync automatically as the plan evolves.
#### To create a new Blocker type * Click your Project Title in the top left, then select `Project Assets` * Select `Blockers` from the menu * Click * Configure your Blocker by entering a name, selecting a category, choosing a colour & setting an optional `Automated Due Date` * The Blocker is added to the library of Blockers the team can assign to their Tasks
Blocker Categories Blockers can be assigned to a category that aligns with their type: | Blocker Type | | -------------------- | | Design | | Safety | | Environmental | | External Stakeholder | | Quality | | Resource | | Other Permit | | N / A |
Due Date Rules * If a Blocker Asset has a Due Date rule set, the Blocker’s Due Date will be applied automatically when added to a Task, based on the Task’s start or end date. * You can edit or remove the Due Date at any time. * Overriding the Due Date will lock it to a specific date. It will no longer update automatically if the Task’s dates change. * Resetting the Due Date will restore the dynamic behaviour: updating automatically based on the Task’s dates and the original Due Date rule.
## Assigning Blockers to Tasks *** One or more Blockers can be assigned to a Task at any time. **To assign Blockers:** * On the Gantt, use the Column Picker to enable the `Blockers` column * Click the Blocker cell for your Task and choose a Blocker type from the dropdown * The Blocker will be added to the Task with a status of `Open` or `Overdue` depending on its Due Date settings **To override or reset the Due Date:** * On the Gantt, use the Column Picker to enable the `Blockers` column * Click into the Blocker cell * Select the `...` next to the relevant Blocker * Select `Set Due Date` * Pick a new Due Date from the calendar, or select `Reset Due Date` to re-apply the Blocker Due Date rule to the Task See also: Bulk Edits
Blocker Status Blockers always hold 1 status out of Open, Overdue or Resolved.
Blocker StatusDescription
OpenThe Blocker has a Due Date that lies anywhere from Today and into the future.

Blockers without Due Dates also hold the Status of Open
OverdueThe Blocker has a Due Date that lies anywhere from Yesterday and into the past
ResolvedThe Blocker has manually been marked as completed by a Project User
## Finding Overdue Blockers *** Overdue Blockers are the early warning signs of delay. Whether you're clearing your own list or reviewing risk across the plan, it's easy to surface overdue Blockers and get ahead of what's slipping. **To see Overdue Blockers from the Gantt:** * On the Gantt, open the menu in the top right * Toggle `Show Overdue Blockers` * Task Bars with Overdue Blockers will now be marked with an next to them #### **To see a list of all Overdue Blockers:** * Click the icon to open the Blockers Panel * A list of all Overdue Blockers and associated Tasks will appear Overdue Blockers form part of an owner’s Unresolved Issues - items they need to clear before Making Ready, ahead of the weekly Published Version deadline. See also: Make Ready ## Resolving Blockers *** Mark a Blocker as Resolved so your team knows that it has been actioned.
#### To Resolve a Blocker: * Navigate to the Blocker Task Cell or double click on the Task Gantt bar to open it * Click the ![](/files/o4o2T2wP55uyHVdVcyS0) next to the Blocker to Resolve it * A date stamp is added to the Task history to indicate when it was marked as Resolved ## View all Blocker information *** The Blockers Panel gives you a focused view of everything that’s overdue or upcoming. Filter to see just your own Blockers or the full Project list. You’ll see due dates, task names, and a live view of anything at risk of causing delays - with quick access to resolve things as they’re sorted.
#### **To open the Blockers Panel:** * Open the right hand panel * Click the icon to open the `Blockers Panel` * Blockers will be listed and grouped by Blocker Type * Click the ![](/files/o4o2T2wP55uyHVdVcyS0) to resolve a Blocker directly from the list * Use the to choose which Blockers to display * Change the `Owner` dropdown from `My Tasks` to `All Tasks` to view Blockers across the entire project * Toggle `Overdue Blockers only` on or off to switch between seeing just overdue Blockers or all open and overdue Blockers for Tasks in your current view See also: Export Blockers ## Blocker Summary *** Switch to Summary Mode to get a traffic-light view of each Task. Strip all the Blocker information back to just see a quick count of Blockers, colour coded by status.
**Turn on Summarise Blockers from Board:** * On Board, open the menu * Locate `Blockers` and select the `>` * Toggle `Summarise Blockers` * See the ![](/files/2X4xMniaeKfczXo3Unzt) Blockers Summary for each Task **Turn on Summarise Blockers from the Gantt:** * On the Gantt, use the Column Picker to enable the `Blockers` column * Hover over the column name & click the `...` * Toggle `Summarise Blockers` * See the ![](/files/2X4xMniaeKfczXo3Unzt) Blockers Summary for each Task
Summary Icon meanings * Open Blockers appear orange * Overdue Blockers appear red with an exclamation point * Resolved Blockers appear green with a tick & the text struck through
## Filter by Blocker *** Filter by Blocker type to focus on Tasks needing a specific permit or sign-off, or by Blocker Status to see what’s still Open, Overdue, or Resolved. #### To set a Blocker Filter: * Click and * Select `Blockers` in the first dropdown * Select from `Is`, `Is Not`, `Is Empty` or `Is Not Empty` * Select your desired Blocker Type in the third dropdown **To Filter by Blocker Status:** * Click and * Select `Blocker Status` in the first dropdown * Select from `Is` or `Is Not` * Pick from `Open`, `Overdue` or `Resolved` in the third dropdown See also: create & share Views
Filter Breakdown | Filter | Operator | Value | | -------------- | -------------------------------------------------- | ------------------------------ | | Blockers |

Is
Is Not
Is Empty
Is Not Empty

|

Multi-Select


| | Blocker Status |

Is
Is Not

|

Multi-Select


|
# Calendars {% hint style="info" %} **Who can use this feature?** Admin users can create, edit and archive the library of available Calendars. *** Task Owners, Assignees and Admins can change the Calendar allocated to their Tasks. {% endhint %} Calendars define your project’s working and non-working days. Task durations are based only on the working days set in the assigned Calendar, so Tasks won’t be scheduled on non-working days. ## Creating Calendars *** Create a custom Calendar to set specific working and non-working days that match your project’s schedule.
#### **To create a Calendar:** * Click your Project Title in the top left, then select `Project Assets` * Select `Calendars` from the menu * Click * Add a name and choose a colour to represent the Calendar * Pick your base Working Days * Click specific days on the Calendar to mark them as `Working` or `Non-Working` exceptions * Optionally, * Click `Done` once you're finished editing * The Calendar is added to the library of Calendars the team can assign to their Tasks See also: Group Calendars
Aphex provided Calendars | Name | Working Days | | --------- | -------------------------------------------------------------- | | Five Day | Monday, Tuesday, Wednesday, Thursday, Friday | | Six Day | Monday, Tuesday, Wednesday, Thursday, Friday, Saturday | | Seven Day | Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday |
Project Default Calendar * The default Calendar will be applied to all New Tasks created in the Project * If you change the default later, it won’t affect existing Tasks, they’ll stay on the calendar they were originally assigned
Non-Working Days Adding non-working days to a Calendar will automatically prevent tasks from being scheduled on those days. You can create multiple calendars with different non-working patterns to suit your project.
## Edit an existing Calendar *** You can edit an existing Calendar to update working days, non-working days, change its name or colour. #### To edit a Calendar: * Click your Project Title in the top left, then select `Project Assets` * Select `Calendars` from the menu * Hover over the existing Calendar * Click then select `Edit` * If the Calendar is already in use, select whether to apply changes to existing Tasks or keep their current dates unchanged
Editing a Calendar in use Making changes and saving a Calendar that is in use generates a prompt with the following options: | Prompt | Function | Exceptions | | ---------------------------------------- | ----------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------ | | Save and hold dates on existing Tasks | The edited calendar will not be applied to any existing Tasks | Making any changes to the start date, end date or duration of a Task will apply the updated calendar to the Task | | Save and force reschedule existing Tasks | The edited calendar will be applied to all future planned tasks and Tasks with days in progress | The edited calendar will not automatically be applied to any Tasks that have finished (no working days in progress or in the future) |
## Assigning Calendars to Tasks *** Assigning a Calendar to a Task sets its working days and controls when it can start or finish.
#### **To update the Calendar on a Task:** * On the Gantt, navigate to the column picker and toggle on `Calendar` * Click a cell in the column to add a Calendar to the Task from the dropdown * See the non-working days appear with reduced opacity on the Task Bar ![](/files/xvcgSSkwGFmZp6ywcost) See also: Bulk Edits
Calendar Property Rules * Each Task can have one Calendar assigned, you can’t add multiple calendars to a single Task * Archived Calendars will no longer appear as an available option to add to tasks, but will still exist on any tasks they were assigned to before they were archived
## Filter by Calendar *** Filter by Calendar to focus on Tasks working to a certain schedule.
#### To set a Calendar Filter: * Click and * Select `Calendar` in the first dropdown * Select from `Is` or `Is Not` in the second dropdown * Select your desired Calendar in the third dropdown See also: create & share Views # Clashes & Work Area {% hint style="info" %} **Who can use this feature?** Task Owners, Assignees and Admins can add Work Areas to tasks. *** Clashes are visible to everyone on the Project. Admins and Task Owners can resolve Clashes. {% endhint %} **Work Areas** let you define the physical space each Task needs to take place. Once a Task is assigned to a Location, you can draw its Work Area on the map. That shape stays linked to the Task and automatically updates as dates change - helping you communicate exactly where work is planned to happen. **Clashes** are triggered when two tasks are scheduled to use the same space at the same time. If their Work Areas overlap and their dates intersect, a Clash is flagged - giving teams a chance to coordinate early and avoid planning conflicts on site. ## Marking up a Work Area *** To create a Work Area, open a Task and draw the shape directly on the Map. #### To draw a Work Area on the Map: * On the Map, click the work area cell * Select the , or `tool` to draw a Work Area * Adjust the work area shape by dragging and dropping if needed, click on the fab to exit #### To draw a Work Area on the Gantt: * On the Gantt, open the column picker and toggle `Location` and `Work Area` * Make sure the Task you want to mark up has the correct Location assigned * Double-click the Work Area cell to open the drawing window * Select the `pen tool` to draw a Work Area and click to mark each corner of the shape - no need to click and drag * Once the shape is complete, the cell will show that a Work Area has been added * The task can now be viewed on the Map #### Add a Work Area to multiple tasks on the Gantt: You can easily add the same Work Area to multiple Tasks by copying and pasting from the Work Area column: * In the Work Area column, select the cell with the Work Area to copy and press `CTRL + C` on your keyboard * Select the Work Area cell of the desired Task and press `CTRL + V` to paste the Work Area {% hint style="success" %} **Tip!** If you have multiple Tasks in a row that need the same Work Area: * Hold `SHIFT` between selecting the top and bottom cell to highlight everything in between, then `CTRL + V` will paste the Work Area into all of the Tasks at once {% endhint %} See also: open a Map View
Work Area Rules & Behaviour * Each task can have **only one Work Area** * To represent multiple areas, break the task into subtasks and assign a different Work Area to each * Work Areas must be **complete shapes** * You’ll need to draw a closed polygon, open shapes aren’t supported * **Snapping helps prevent accidental clashes** * While drawing, your cursor will snap near the edges of existing shapes (but never directly on top) to help avoid overlap * You can use **drawing tools** like pen, rectangle, or circle to mark up the shape * Use the hand tool to pan around the map * Zoom controls help you focus on the right area before you start drawing * To edit a Work Area, just open it and **drag the points** to adjust the shape * To remove a Work Area, **right-click the cell** and select **Clear** * If no Work Area is needed, you can set the cell to **No Work Area Required** * This completes the field without drawing anything on the map
## Identifying Clashes in the Plan *** If a Task clashes with another, you’ll see it right away on the Gantt. Clashing Task Bars turn red instantly, and selecting a Task highlights which days are safe to move to, and which would still result in a clash.
#### To spot clashes on the Gantt: * Clashing Task Bars ![](/files/ClEbTwMlmbFy0EJtizpY) always appear red regardless of your settings or overlays * Single click a clashing Task Bar to see available dates on the Gantt * Aphex scans the full project and highlights cells behind the Task: * `Red` = moving here would still cause a clash * `Blue` = safe to move, no clash detected #### To highlight clashes on Map: * Open a Map View * Click * Select `Highlight Issues` * Pick `Clashes` * Tasks with clashes will have their Work Areas shown in red #### To see clashes on Board and List: * Tasks with Clashes will display this icon
Clash Detection Rules A clash will only be triggered when all of the following are true: * The Tasks are in the present or future * The Tasks have overlapping Dates * The Tasks are on the same Shift * The Work Areas overlap * The Tasks haven't been marked as Non-Conflicting with each other in the past
## Find Clashes within the project *** The Clashing Tasks panel shows every active clash across your project. Filter by owner, location or date range, and resolve Clash pairs directly from the panel in both Gantt and Map views.
#### To open the Clashes Panel: * Click the Clashes Iconin panel toward the right of the Gantt * The Clashes Panel will open * Choose between `Clashes` , `Non-Conflicting` & `For Review`
Clashing states | State | Tab | What it means | | --------------- | -------------------------------------------- | ------------------------------------------------------------------------------ | | Clashing | Clashes | Detected clash, not yet resolved | | Pending Review | For Review (recipient) / Clashes (requester) | One owner has requested non-conflicting status; the other hasn't responded yet | | Non-Conflicting | Non-Conflicting | Both parties have agreed the pair is not a real conflict |
Clashes Panel Rules & Logic * Use the config icon in the top-right of the panel to adjust what you see. Filters apply across all three tabs simultaneously and are saved per user * For review shows your personal inbox for incoming non-conflicting requests from other Task Owners. Only shows requests relevant to your Tasks. Admins have no visibility of all requests. * You are able to revert clashes that have been marked as non conflicting
See also: Make Ready ## Bulk Resolving Clashes *** Once you’ve identified a clash, there are a few ways to resolve it.\ You can adjust the Dates, Shift, or Work Areas of the Tasks involved, helping create clear separation in time or space. If the clash isn’t actually a problem, and both Tasks can go ahead as planned, you can mark them as non-conflicting.
#### To mark Tasks as non-conflicting: * Click the Clashes Iconin panel toward the right of the Gantt * Click ![](/files/Doj8psX8p6ipjLauwaI8)and bulk select the pairs you want to resolve * Click * Pairs you fully own resolve immediately, pairs you only partially own send a request to the other owner
Non-Conflicting Rules **Permissions:** * Admins can mark any Clash as Non-Conflicting * Users who are Owners or of **both** clashing Tasks or or owns one task and the other is owned by an Admin or Task Delegate can mark their own Clashes as Non-Conflicting * Users who are Owners of **one** clashing task can request to mark a Clash as Non-Conflicting * Users who are Owners of **one** clashing task and are a Task Delegate of the other task can mark their own Clashes as Non-Conflicting **What happens when a clash is marked as Non-Conflicting:** * The two Tasks are permanently linked as non-conflicting * Even if the Dates or Work Areas change in the future, they will not trigger a clash again
## Filter for Clashes *** You can filter any view to show just the clashing Tasks.\ It’s useful for Task Owners working through their own issues, or for Reviewers/Admins checking the plan’s readiness across the project.
#### To filter to Tasks with Clashes: * Click and * Select `Issue` in the first dropdown * Select from `Is` or `Is Not` in the second dropdown * Select `Clash` in the third dropdown #### Pre-made Clashes View: Your Project comes with a pre-made Clashing Tasks View. * Click `+ Views` within the open View Tabs * Select `Clashing Tasks View` See also: create and share Views # Exports {% hint style="info" %} **Who can use this feature?**\ All Project users can export Project data. {% endhint %} Exporting lets you download key project data from live plans and published versions to Resources, Folders, Blockers, and Milestones. ## Exporting Live Plans *** You can export your live plan from the Gantt, Map, Board, or List views. The export will reflect whatever filters and dates you’ve set at the time.
**To export a Live plan:** * Open your preferred view and click * Select
Exporting Live Plans Rules * Data included in the file is defined by the Filters and Dates set at the time of the export. * The export includes three files: one for Tasks, one for Progress Updates and one for Folders
## Exporting Published Versions *** Exporting a published version lets you download plan data exactly as it was at the moment it was published. The export will reflect whatever filters and dates you’ve set at the time.
**To export a Published version of a plan:** * Open any Published version and Click * Select `Export Tasks to CSV` See also: Publishing
Exporting Published Versions Rules * Data included in the file is defined by the Filters and Dates set at the time of the export. * The export includes three files: one for Tasks, one for Progress Updates and one for Folders
## Exporting Resources *** Export the Resource Overlay to get a daily breakdown of Labour, Plant, Materials, or Subcontractors based on your current view and filters.
**To export Resources:** * Navigate to the Gantt view and select * Click and select the desired resource * Select and click See also: Resource Overlay
Resource Utilisation Tool | Option | Meaning | | ------------------------------------ | ----------------------------------------------------------- | | Total Task Utilisation | The number of Tasks that have the Resource assigned per day | |


Total Project Utilisation

| The daily allocation of the Resource |
Exporting Resources Rules * Data included in the file is defined by the Filters and Dates set at the time of the export. * The export includes two files: one for Total Task Utilisation and one for Total Project utilisation.
## Exporting Folders *** Exporting a project’s folder structure creates a CSV file with each Folder’s name and code, making it easy to review or reuse your Folder setup.
**To export Folders:** * Click your project title in the top left * Select `Project Assets` * Open the `Folders` page from the menu * Select See also: Folders
Exporting Folders Rules * A Folders CSV will be downloaded
## Exporting Blockers *** You can export Blockers from the live Gantt, and the file will match whatever filters and dates you’ve set at the time.
**To export Blockers:** * Navigate to the right-side of the Gantt and click * Click the configuration icon and select See also: Blockers
Exporting Blockers rules * Data included in the file is defined by the Filters and Dates set at the time of the export. * A Blockers CSV is downloaded
## Exporting Milestones *** You can export Milestones from the live Gantt, and the export will reflect the filters and date range you’ve set at the time.
**To export Milestones:** * Navigate to the right-side of the Gantt and click * Click the configuration icon and click
Exporting Milestones Rules * Data included in the file is defined by the Filters and Dates set at the time of the export. * A Milestone CSV is downloaded
See also: Milestones ## Exporting Clashes *** You can export Clashes from the live Gantt and Map, and the export will reflect the filters and date range you’ve set at the time.
**To export:** * Navigate to the right-side and click * Click in the top-right of the Clashing Tasks panel * Click
Exporting Clashes rules * A ZIP file downloads containing three CSVs, one for each tab * All active filter values are applied consistently across all three files * If a Task clashes with multiple other Tasks, it appears on a separate row for each clash partner * For Non-Conflicting rows, Overlap Start, Overlap End and Overlap Duration are left blank * Group By and Overlay Property are UI-only and do not affect the CSV structure * Each CSV includes: Task Name, Activity ID, External ID, Owner, Owner Email, Start Date, End Date, Duration, Location, Folder, Subcontractor, and the matching fields for the clashing Task, plus Clash Status, Overlap Start, Overlap End and Overlap Duration.
See also: Clashes # Folders {% hint style="info" %} **Who can access this feature?** Project Admins can run Master Schedule Imports. {% endhint %} In Aphex, the project’s WBS is built using Folders**.** Folders and Subfolders are how teams organise and group Tasks across the plan - whether you're pulling in a detailed structure from P6 or Asta, or building a more streamlined setup to suit daily and weekly site planning. ## Create a Root Folder *** Root Folders sit at the top of your Folder hierarchy - everything else rolls up into them. You can create one directly from the Gantt while planning, or use the Folders Management page to build out your structure more intentionally. #### **From the Gantt** * Make sure that your set to `Folders` * An option to `Add Root Folder` will appear on the Gantt #### **From the Folders Management Page:** * Click your Project Title in the top left, then select `Project Assets` * Select `Folders` from the menu * Click create new root * Add a Folder Name and update the code if needed * Click `Save` * The Folder is added to the project structure, ready for the team to add Tasks into
Folder Code Logic * Each Folder has a unique code * If a duplicate code is attempted to be created, the code will autocorrect to `[duplicate]` until it is edited back to a unique code * Folders use a tree-style structure - each level down the tree adds another decimal place to the code, showing its position in the hierarchy
## Create a Subfolder *** Subfolders help you build out your Folder Structure with as much detail as your plan needs. You can nest Subfolders as deep as required - there's no limit!
**From the Folders Management Page:** * Click your Project Title in the top left, then select `Project Assets` * Select `Folders` from the menu * Hover over the Folder you would like to add a Subfolder to * Click on the `+` symbol * Select `Add Sub-Folder` * Add a Folder Name and update the code if needed * Click `Save Changes` * The Subfolder is added to the project structure, ready for the team to add Tasks into #### **From the Gantt:** * Hover over the Folder you are adding to * Click on the `+` symbol * Select `Add Subfolder` * Type in the Subfolder Name & select the `Create [Folder Name]` button ## Protect a Folder *** If parts of your Folder Structure need to stay exactly as they are, you can apply Folder Protection. You can lock down changes to names, codes, position, or structure - including the ability to add Subfolders. #### To Protect a Folder: * Click your Project Title in the top left, then select `Project Assets` * Select `Folders` from the menu * Locate the Folder you'd like to Protect * Click the ![](/files/ZlIjxH4TZSiuma4UG0Ih) in the `State` column to cycle through the various Protected States: * ![](/files/ZlIjxH4TZSiuma4UG0Ih) `Default` * ![](/files/FKbsn55lGp5umyw3jmgT) `Semi-Protected` * ![](/files/zZQGv0KF4KCH075CGrKb) `Protected` * Click `Save Changes`
Protected Folder State Definitions Folders will have one three states:
StateEdit Name & CodeMoveDeleteAdd Subfolder
Default✓✓✓✓
Semi-Protected---✓
Protected----
## **Moving Folders** *** Reordering Folders is quick and flexible. Move a single Folder or an entire branch - just remember that the Folder Structure is shared with everyone on the project, so your updates will apply project-wide. #### **To move a Folder using Drag & Drop** * Click your Project Title in the top left, then select `Project Assets` * Select `Folders` from the menu * Hover over the Folder name & click and hold to the left of the checkbox * Drag the Folder to move it * Click `Save Changes` **To move a Folder using the Overflow Menu** * Hover over the Folder & click the `...` * Select `Move` to bring up the menu * Click on the Folder you want to move to & confirm using the button * Click `Save Changes`
Moving Branches and Individual Folders * Folder codes update to match their new Parent. If you move a Folder, its code prefix will adjust to reflect its new location. **Move the entire Folder Branch:** * All your selected Folders (& contained Subfolders) will keep their original nested positions after being moved under the destination Folder. **Move the selected Folders only:** * All your selected Folders (& contained Subfolders) will be flattened to the same level under the destination Folder.
## Duplicating Folders *** You can duplicate Folders to help build out your Folder Structure faster – avoiding the need to recreate similar setups manually.
**From the Folders Management Page:** * Click your Project Title in the top left, then select `Project Assets` * Select `Folders` from the menu * Hover over the Folder & click the `...` * Choose one of the two duplication options: * `Duplicate` – duplicates only the selected Folder. * `Duplicate Branch` – duplicates the Folder and all its Sub-Folders. * Click `Save Changes`
Folder State & Naming * All duplicated folders are created in an unprotected state, regardless of the original folder's status. * The duplicated folder will copy the name and colour from the original. * The folder code will receive a `[duplicate]` suffix.
Permissions Folder duplication permissions vary based on your role and whether Root Folder Creation is enabled: | Project Setting | Admin User Action | Member User Action | | ------------------------------------------------------------- | ----------------------------------- | -------------------------------------------------------------------------- | | Admins Only | Can duplicate any folder or branch. | All duplication options are disabled. | |

Admins & Members
(Allow Root Folders: On)

| Can duplicate any folder or branch. | Can duplicate any folder or branch. | |

Admins & Members
(Allow Root Folders: Off)

| Can duplicate any folder or branch. | Cannot duplicate root-level folders, but can duplicate any nested folders. |
**From the Gantt:** * Locate the Folder(s) you want to duplicate. * Hover over the Folder & click the `...` * Choose one of the two duplication options: * `Duplicate` – duplicates only the selected Folder and the tasks visible within it. * `Duplicate Branch` – duplicates the Folder, all its Sub-Folders, and the tasks visible within them. * Choose one of the two options in the Task Ownership Modal * `Keep original Owners` * `Assign Ownership to me` * Click `Confirm Duplicate`
Folder State & Naming * All duplicated folders are created in an unprotected state, regardless of the original folder's status. * The duplicated folder will copy the name and colour from the original. * The folder code will receive a `[duplicate]` suffix.
Permissions & Task Ownership Folder duplication permissions vary based on your role and whether Root Folder Creation is enabled: | Project Setting | Admin User Action | Member User Action | | ------------------------------------------------------------- | ----------------------------------- | -------------------------------------------------------------------------- | | Admins Only | Can duplicate any folder or branch. | All duplication options are disabled. | |

Admins & Members
(Allow Root Folders: On)

| Can duplicate any folder or branch. | Can duplicate any folder or branch. | |

Admins & Members
(Allow Root Folders: Off)

| Can duplicate any folder or branch. | Cannot duplicate root-level folders, but can duplicate any nested folders. | When duplicating tasks, ownership is handled differently depending on your role and selected option: | User Role | Keep Original Owners | Assign Ownership to Me | | ---------------------------------- | -------------------------------------------------------------------------------- | --------------------------------------------- | | Admin | All duplicated tasks will keep their original owners. | All duplicated tasks will be assigned to you. | | Member (No Delegate Permissions) | Tasks owned by other users will be skipped and not duplicated. | All duplicated tasks will be assigned to you. | | Member (With Delegate Permissions) | Tasks owned by other users will be skipped unless you have delegate permissions. | All duplicated tasks will be assigned to you. |
## Import Folders from a CSV *** To use the Folder Importer, upload a spreadsheet with both a Code and Name for each Folder. #### To format your Import File: The importer works with CSVs exported from other planning tools. If your system doesn’t support folder exports, you can copy folder codes and names manually into our template.

Sample Folder Import

https://get.aphex.co/hubfs/Lead%20Gen%20Forms,%20Templates%20and%20Tools%20(Do%20not%20edit)/Import%20Templates/Template%20-%20Import%20WBS.csv
#### To run a Folder Import: * Click your Project Title in the top left, then select `Project Assets` * Select `Folders` from the menu * Click * Choose either `Upload a File` or `Copy and Paste` * Add your data (upload CSV or copy and paste) * Map both the `Folder Code` and `Name` fields * Review your data * Complete the Import See also: import Folders from your Master Schedule
Folder Import Data Format | Property | Format | | ----------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Folder Code |

A period-separated code (sometimes called WBS path)

Example; East.123.A.1

This would be imported as

  • East

    • 123

      • A

        • 1
| | Folder Name | Any String |
Importer Logic: Duplicates & Branch Creation * The importer automatically warns and excludes any duplicate Folder codes * The importer will autocomplete branches where they are missing in the source file. For example, a Folder Code imported as East.123.A.1 will automatically create the parent nodes of East, East.123, and East.123.A if they are not included in either the source file or the existing Aphex project
## Deleting Folders *** Folders can be deleted one by one or in bulk - whatever works best for your clean-up. #### To delete a Folder: * Click your Project Title in the top left, then select `Project Assets` * Select `Folders` from the menu * Hover over the Folder you wish to delete * Select `...` and then `Delete Folder`
Folder Deletion Rules * Folders that contain Tasks can not be deleted - the Tasks need to be ejected from the Folder first * Deleted Folders are automatically removed from the Project's Structure and Gantt * Deleted Folders cannot be restored * Opting to delete the entire Folder branch will delete the selected row, and all Folders nested underneath
## Group by Folder *** This organises your Tasks by the Folders they belong to. It's a simple way to view your plan in the same structure used across the Project.
#### To Group By Folder on the Gantt: * Click the menu in the top left of the Gantt * Pick `Folder` as a Primary Grouping #### To switch between Folder Tree and Flattened Folders: * Click the menu in the top left of the Gantt * Select the button next to `Folder` to switch to `Flattened Folders` * `Flattened Folders` shows only the lowest level Folder for each Task in a single row * The full Folder path appears above the Folder Name, saving vertical space * Click the same icon again to return to `Folder Tree` mode * `Folder Tree` shows your full Folder hierarchy, one row per level, so you can see exactly where each Tasks sits in the structure. ## Filter by Folder *** Apply a Folders Filter to see only the Tasks sitting in certain parts of your Project structure.
#### To set a Folder Filter: * Click and * Select `Folder` in the first dropdown * Select the Operator in the second dropdown * `Is Within` to reveal Tasks that sit inside the selected branch * `Is` to reveal Tasks that belong to the specific Folder * Pick your Folders in the third dropdown * Click `Apply Selected` See also: create & share Views
Filter Breakdown | Filter | Operator | Value | | ------ | ----------------------------------------------------------------------------- | ------------ | | Folder |

Is
Is Not
Is Within
Is Not Within
Is Empty
Is Not Empty

| Multi-select |
# Labour & Plant {% hint style="info" %} **Who can use this feature?** All project users can add Labour and Plant to their Tasks. *** Project Admins can create new Labour and Plant resources. {% endhint %} Labour and Plant can be added to Tasks to track and forecast your daily resource demand. ## Create Labour Resource *** Creating Labour resource lets you build a reusable library of Labour to assign to Tasks.
#### To create Labour: * Click your Project Title in the top left, then select `Project Assets` * Select `Labour` from the menu * Click * Create your custom Labour resource by entering the `Name`, `Labour Type` and a `Colour` * The Labour resource is added to the library of Labour the team can assign to their Tasks
Labour Types | Labour Types | | ------------------- | | Individual Resource | | Crew |
## Create Plant Resource *** Creating Plant resource lets you build a reusable library of Plant to assign to Tasks.
#### To create Plant: * Click your Project Title in the top left, then select `Project Assets` * Select `Plant` from the menu * Click * Create your custom Plant resource by entering the `Name`, `Plant Type` and `Colour` * The Plant resource is added to the library of Plant the team can assign to their Tasks
Plant Type | Plant Types | | ------------------------------ | | Access Equipment | | Backhoe | | Compacting Equipment | | Concrete Placement | | Concrete pumps | | Cranes | | Dozers | | Dumper | | Earthmoving Equipment | | Excavators | | Forklifts | | Graders | | Lifting Equipment | | Marine Equipment | | Other | | Painting and Coating Equipment | | Piling Equipment | | Piling Rigs | | Rollers | | Small or Hand Tools | | Tipper Lorrys (20 Tonne) | | Trucks and Lorries | | Wheeled Loaders |
## Assign Labour Resources to Tasks *** You can assign as many Labour resources to each Task as you need. Once added to the task, they’re assumed to be needed for the entire working duration - keeping things simple and helping teams plan ahead.
#### To add Labour to a Task: * On the Gantt, navigate to the column picker and toggle `Labour` * Click the Labour cell for your Task & select the relevant Labour option from the dropdown menu * Use the `+` / `-` buttons to increase or decrease the Labour quantity needed for the duration of the Task See also: Bulk Edits ## Assign Plant Resources to Tasks *** You can assign as many Plant resources to each Task as you need. Once added, they’re assumed to be needed for the entire working duration - keeping things simple and helping teams plan ahead.
#### To add Plant to a Task: * On the Gantt, navigate to the column picker and toggle `Plant` * Click the Plant cell for your Task & select the relevant Plant option from the dropdown menu * Use the `+` / `-` buttons to increase or decrease the Plant quantity needed for the duration of the Task See also: Bulk Edits
Plant & Labour Property Rules * Labour & Plant are multi-select properties * You can assign multiple types of labour or plant to each Task * Each assigned item can have its own quantity * Quantities are applied per day * A quantity of 5 means 5 units are required for each day of the Task's duration * Quantities cannot vary across the days of a Task * Archived Labour & Plant resources will no longer be available to add to Tasks but will still exist on tasks it was assigned to before the resource was archived
## View Forecasted Resources on the Gantt *** Use the Resource Overlay in the Gantt to forecast Labour & Plant demand day by day. You'll see how much of each Labour or Plant is needed across the project, with a clear breakdown of which Tasks are driving that usage and who's using it.
#### To turn on the Labour Resource Overlay * Click and select `Resources` * Use the icons on the left to view `Labour` * Hover over the numbers to view your **Total** and **Project Utilisation** * Click to filter to either `Crew` or `Individual Resource` * Click the Resources Configuration icon to switch between `Tasks in View` and `Project Utilisation` * Hover over to see the daily breakdown #### To turn on the Plant Resource Overlay * Click and select `Resources` * Use the icons on the left to view `Plant` * Hover over the numbers to view your **Total** and **Project Utilisation** * Click to filter to a specific Plant Type * Click the Resources Configuration icon to switch between `Tasks in View` and `Project Utilisation` * Hover over to see the daily breakdown See also: Export Resource Demand
What's Shown on Hover On hover, the daily breakdown includes: * **Utilisation** * Quantity of Material used by Tasks in your current View (respects filters) * **# no of Tasks** * Number of Tasks in your current View using that Material on the selected day (respects filters) * **Project** **Utilisation** * Total quantity used across the entire project (ignores filters) * **# no of Project Tasks** * Number of Project-wide Tasks using that material on the selected day (ignores filters) * **Task Owner Breakdown** * Lists each Task Owner contributing to Project usage * Includes Task Count and percentage of total utilisation for that day and Material * **Cell shading** * **Darker = higher quantity** * Lighter - lower quantity * Scale is relative to the values shown in the current overlay * **Quantity values** are only shown in Day View * In Week, Month or Year mode, cell shading remains but numeric values are hidden
Resource Overlay Configuration Options | Option | Function | | ------------------------------ | -------------------------------------------------------------------------- | | **Total** | The demand for tasks in your current view | | **Project Utilisation** | The demand for your entire project | | **Hide Un-utilised resources** | Removes resources that aren’t assigned to any Tasks from the resource list |
## Filter by Labour *** Filter by Labour to quickly review and manage work related to a particular Labour item across your plan.
#### Filter by Labour: * Click and * Select `Labour` in the first dropdown * Select from `Is`, `Is Not`, `Is Empty`, `Is Not Empty` in the second dropdown * Select your desired Labour item in the third dropdown ## Filter by Plant *** Filter by Plant to quickly review and manage work related to a particular Plant item across your plan.
#### To filter by Plant: * Click and * Select `Plant` in the first dropdown * Select from `Is`, `Is Not`, `Is Empty`, `Is Not Empty` in the second dropdown * Select your desired Plant item in the third dropdown See also: create & share Views
Filter Breakdown | Filter | Operator | Value | | ------ | -------------------------------------------------- | ------------------------------ | | Labour |

Is
Is Not
Is Empty
Is Not Empty

|

Multi-Select


| | Plant |

Is
Is Not
Is Empty
Is Not Empty

| Multi-Select |
## Report on Labour and Plant Demand ***
#### Power BI Connect your Project as a datasource for Power BI to report on Labour & Plant Demand. #### Aphex Insight Utilise Aphex Insight to track Labour & Plant Resource Demand. See trends and drill down into specific Tasks to identify where each Labour and Plant Resource is allocated. See also: Connect to Power BI # Locations {% hint style="info" %} **Who can use this feature?** All Project Users can allocate a Location to their Tasks. *** Project Admins can create and manage the Library of available Locations and External Map Layers. {% endhint %} The Location library is where you create and manage all Locations for your Project. Locations can be geolocated maps that connect to external layers like ArcGIS or drone flyovers, or static images to represent a zone, floor, or layout. Each Task can be assigned to a Location - which can then be used in filters, to group the plan, or to open Map Views. ## Creating a Location *** Pick a Location type, set a name and save it to your Project's library.
#### To create a Location: * Click your Project Title in the top left * Select `Project Assets` * Select `Location` from the menu * Click * Pick a Location Type; `Model Space`, `Real World` or `Off Site` * Give your Location a name and select See also: open a Map View ## Map Space Locations *** These are real-world Locations with coordinates - similar to Google Earth. You can switch between base maps (satellite or street), and connect external layers to give the team extra context while they’re planning. ### Add External Map Layers You can connect up to 10 external map layers to a Map Space Location. These layers come from tools like ArcGIS or drone services like Propeller, and let your team overlay context - like utilities, survey data, or design drawings - directly in the Map. Layers can be shown or hidden as needed to help mark up work areas or communicate plans more clearly.
#### To add a Map Layer: * Click your Project Title in the top left * Select `Project Assets` * Select `Location` from the menu * Click into your Map Space Location * Select * Paste in your Layer URL and click `Continue` * If required, select the correct Credential to access the layer * Review the Layer Summary and click to add the layer to the Location See also: Connect to ArcGIS ### Layer Policies When you connect a layer, Aphex will detect all available sublayers. Layer Policies help you control which ones are brought into your project - and whether they stay synced automatically or not.
#### Set a Layer Policy * Open the `Configure Location Layer` menu * Click into the `Layer Policy` dropdown * Make a selection from: `Most Recent`, `Change Over Time`, `All Layers` or `Custom Selection` * If you select `Custom`, use the ![](/files/W63jVJIU3eRvJn70mxG8)checkboxes to manually pick sublayers * If you select `Most Recent`, define the `Layer Quantity` * Click to add the layer to your Location * The selected policy will apply to both existing and future sublayers These policies & selected Sublayers can be changed at any time.
Layer Policy Definitions & Behaviour **Most Recent\*** * Automatically updates with your most recent sublayers - choose up to 3 **Change Over Time\*** * Automatically updates to include your newest, median and oldest sublayers **All Layers** * Includes all sublayers and automatically connects to new sublayers **Custom Selection** * Choose which sublayers you want included - selected sublayers will update automatically, but new sublayers require manual selection \**Temporal order is inferred from the layer order (bottom = oldest, top = newest) as dates aren’t always available* Sublayers that were not successfully connected will display a ![](/files/L071R2R8W4s6ZNOaUuS8) icon next to the sublayer name - please check your source Layer service for more information.
## Model Space (Drawing) Locations *** Model Space Locations use a single uploaded image, like a site GA, floor plan, or layout export as the base for marking up Work Areas. #### Uploading a Location Image * Click your Project Title in the top left * Select `Project Assets` * Select `Location` from the menu * Click into your Map Space Location * Select * Select the file you want to upload * Select to add the image to the Location #### Replacing a Location Image * Locate the Location you'd like to replace * Hover the Image layer and click `...` * Select `Replace File` * Upload your replacement image and confirm {% hint style="danger" %} **Be careful when replacing the Location Image** Image replacements must match the original dimensions exactly. Work Areas are fixed to points on the image, if the scale or aspect ratio changes, Tasks risk being misaligned and may need to be redrawn. {% endhint %}
Supported Model Space File Types * PDF, JPEG (JPG), and PNG are the accepted file types for uploading images to Model Space (drawing) locations
## Off Site Locations *** Off Site Locations are simple placeholders for areas that aren't part of the site map. They're helpful for tagging work that happens elsewhere (like a precast yard) without need for a visual representation. Off Site Locations cannot be opened in a Map View, and no Work Areas can be marked up on them. ## Archiving a Location *** Archiving a Location removes it from active use - it can't be opened in Map View or assigned to Tasks. The data is still part of the project's history and you can restore it at any time if you need to bring it back. #### To archive a Location: * Locate the Location you'd like to replace * Hover the Image layer and click `...` * Select `Archive` ## Assigning a Location to your Tasks *** Each Task can be assigned to a Location from your Project's library - the first step in showing that Task on the Map. **To assign a Location:** * On the Gantt, use the Column Picker to enable the `Location` column * Click the Location cell for your Task and choose a Location from the dropdown See also: mark up a Work Area ## Group by Location *** Group Tasks by Location to organise your plan by where work is happening. It's possible in all View Types, but let's first take a look at grouping by Location on the Gantt: #### Group by Location on the Gantt: * Open a Gantt View * Click the menu in the top left * Select `Location` as the primary grouping * Tasks will be arranged into groups based on their assigned Location * Use the **`⋮⋮`** to drag and reorder groups as needed ## Filter by Location *** Filter by Location to focus on Tasks happening in a specific area or zone. #### To set a Location Filter: * Click and * Select `Location` in the first dropdown * Select from `Is`, `Is Not`, `Is Empty` in the second dropdown * Select your desired Location in the third dropdown See also: create & share Views # Master Schedule Import {% hint style="info" %} Project Admins or Members with Additional Permissions can run Master Schedule Imports. {% endhint %} Bring selected parts of your Master Schedule into Aphex using XER, XML, or MPP files from P6, Asta, or MS Project. Import only the activities your team needs - this helps seed the lookahead plan with the right level of detail or key Milestones - just enough for the team to breakdown, adjust and build from. ## Upload your File *** The first step is to upload your file.
#### To upload your XER, XML or MPP file: * Click your Project Title in the top left * Select `Master Schedule Import` from the dropdown menu * Click * Upload your File
Prepare your file before exporting ### Filter (Optional) UDFs allow you to filter to the specific data you want to import into Aphex: * In your master schedule, create a User Defined Field (you might want to name this something straightforward: Aphex Filter) * In this UDF assign a consistent value against the activities you would like to import and ones you would not (this could simply be "Yes" and "No") ### Project Assets (Optional) Save time during your import by including Owners and Project Assets in your import file. You can add the email address of the user’s you’d like to assign imported work to automatically, and the subcontractor and location of each task. * Create a UDF for each attribute (i.e. Subcontractor, Location and Owner) you wish to pre-populate. * Name each UDF something memorable, like “Aphex Subcontractor”. * In each UDF (eg. Subcontractor or Location), insert the field (Subcontractor, location etc.) for each activity. This should be consistent with the name in your Aphex project (if not, Aphex will create a new one) * In the Owner UDF, insert the email address of the activity’s owner. Check that this matches the email address the team member uses for Aphex.\ If not, the address entered will receive an invite to join the project.
## Filter your Import Scope *** Choose exactly which Tasks to bring into Aphex. Use a custom field (like a UDF in P6) to flag only the relevant Tasks you want to import; for example, bringing in Construction activities while skipping Design or Procurement.
#### To filter what Tasks are imported into Aphex: * Click the `Column` dropdown and select the UDF column you want to filter by * Click the `Value` dropdown and choose the value you want to import * Click * You can also skip this step by leaving both dropdowns blank and clicking ## Select your Date Range *** Importing your schedule in smaller timeframes helps keep things tidy. Most projects avoid bringing in the entire long-range plan at once. By importing just what's needed for the next stage, then running regular imports (e.g. monthly) to add the next few weeks as the project moves forward, you give the team relevant, up to date data they can build from.
#### To select a Date Range * Select from `Next 4 Weeks`, `Next 12 Weeks`, `All Future`, `All Past and Future` * Click
Rules for New vs Existing Tasks * Only Tasks that match your chosen filter and fall within the selected date range will be considered for import. * You’ll see a count of how many new Tasks will be imported, based on your selection. * Aphex will only import Tasks that don’t already exist in the project - we identify matches by Activity ID (mapped to Aphex External ID) * * If a Task has already been imported before (based on its Activity ID), it will be skipped - even if it’s since been updated in the source tool. * Imported Tasks are treated as the source of truth from the time they’re brought into Aphex - they won’t be overridden or replaced by future imports.
## Smart Checks for Unsupported Data & Variance Detection *** To keep Aphex simple & intuitive, some Master Schedule features aren’t supported. During import, you’ll be prompted to make smart decisions about how to handle things like actual dates, or LoE / WBS Summary Bars that don’t translate 1:1. This helps ensure Tasks still land on the dates they’re supposed to.
{% tabs %} {% tab title="1" %} ### Check Unsupported Task Types If your Import file contains **WBS Summaries** or **Level of Effort (LoE) Tasks**, you can choose how to handle these tasks. For **WBS Summaries**, you can choose to: * Ignore them from the import so they will be excluded. * Import as Tasks. If imported, WBS summaries will convert to Task Dependant types. For **Level of Effort (LoE) Tasks** you can select from: * Ignore all LoE tasks and these will not be imported (this is the recommended option) * Import LoE tasks as task dependant types without links * Import LoE tasks as task dependant types with links - Selecting this option may cause variance in your import Once you've made your selection, select to move to the next step {% endtab %} {% tab title="2" %} ### Check Driving Predecessors There may be some Tasks that are being driven by Tasks outside of your import dates. This can sometimes result in variance. The decisions for this step include: For **Driving Predecessor Tasks**, you can choose to: * Add missing Tasks to the import scope (this is the recommended option) * Remove non-driving Links between selected Tasks. * Do nothing For **Driving Predecessors Level of Effort Tasks** you can select from: * Remove non-driving Links between selected Tasks (this is the recommended option) * Add missing Tasks to the import scope * Do nothing Once you've made your selection, select to move to the next step {% endtab %} {% tab title="3" %} ### Handle Actual Dates Aphex uses Task Status to define a Task state & scheduling behaviour. Decide how you would like to handle tasks with Actual Dates. For **Actual Starts**, you can choose to: * Import without Predecessor Links (this is the recommended option) * Import with Predecessor Links For **Actual Finishes** you can select from: * Set Task Status to Done (this is the recommended option) * Do nothing Once you've made your selection, select to move to the next step {% endtab %} {% endtabs %} {% hint style="info" %} Please note that you will only see the steps that apply to your Import. If your Import doesn't contain Unsupported Task Types, Driving Predecessors, Actual Dates or Milestones, it will skip these steps. {% endhint %} ## Automatically set Milestone Target Dates *** Milestones in your file will always be imported as Milestones in Aphex. You can also choose to set the imported Milestone date as a Target Date - this gives you a stable benchmark to compare against, so you can easily see how the Milestones in the short-term plan are tracking against your baseline or contract dates.
#### Make a selection from: * Set Milestone Target Date from the imported Dates * Do nothing * Click
Target Date Creation * All Milestones in your file will be created as Milestones in Aphex. * Target Dates are automatically set to the Milestone’s end date on import. You can update these later if needed. * Aphex doesn’t support zero-duration tasks; so Milestones are converted to one-day activities. * If a one-day duration is applied, Aphex will automatically add a -1 day lag to any successor links to prevent introducing variance.
## Bring in your WBS & Other Properties *** Map the right data across. Task names, logic, and calendars come through automatically, but you can also import WBS structure, assign Owners, Notes, Locations, or Subcontractors based on your UDFs, and bring over key metadata that helps delivery teams plan faster.
#### Map Folders * To import your current WBS into your Project's Folder tree, select the `WBS` option from the `Folder Code` drop-down list. #### Map Other Aphex Properties * Additionally, you can also import `Subcontractor`, `Location`, `Owner` and `Notes`, if you've predefined these in your source tool before exporting.
Asset Creation & Mapping Rules * Only data associated with activities you are importing will be included. i.e Folder codes unrelated to any imported activities will not be brought into Aphex. * If a Folder code already exists in the project, imported activities with that code will be grouped into the existing Folder, even if the Folder names don’t match. * If an Asset (like a Subcontractor or Owner) already exists with an exact name match, the imported tasks will be assigned to it. Otherwise, a new Asset will be created. * The Owner field must contain email addresses. If the email matches an existing user in the project, the task will be assigned to them. If not, they’ll be invited as a new user.
## Complete & Review your Import *** This is your final review before Tasks are imported into the Project. You'll see a summary of what's about to be created, including Task counts & any new assets. If any changes were made during the process, you can download a CSV to review the modifications. Nothing has been created yet - confirm when you're ready.
#### To complete the import * Review the data you're importing * Download the skipped tasks, folders or modifications CSV * Select
What Aphex Creates Automatically * **Calendars** are created if a Task uses a calendar that doesn’t already exist in the project. * This includes all custom working calendars, with their non-working days, RDOs, and exception rules (e.g. site shutdowns, public holidays). * If a calendar with the same name already exists in the Aphex project, imported Tasks will be assigned to the existing calendar instead. * **Relationship links** between Tasks in your import scope are created automatically. * If both linked Tasks are imported at the same time, the relationship is created during import. * If the successor is imported later, Aphex will automatically stitch the existing predecessor and the newly imported successor back together once both Tasks exist. * **Shifts** are assigned to every Tasks. * `Day Shift` is assigned by default. * Depending on task timing, Aphex may assign `All Shift` or `Night Shift` automatically. * **External IDs** are generated automatically: * If **Primavera P6** is the source, the Activity ID becomes the `External ID`. * If **Microsoft Project** is the source, the `External ID` is built from the *Project Name + ID*.
Skipped & Modified CSV Format **Key columns in both files typically include**: * `ID` * `Name` * `Task Type` * * `Modification Reason` (for Modified): * Why the task was changed (e.g., "Task type changed", "Links removed", "Status changed to Done", "Target Date set") * Skipped Reason (for Skipped): * Why the task was skipped (e.g., "LoE Tasks Skipped", "WBS Summary Skipped") Folders Skipped CSV: * There is also a report for skipped folders, with folder-level details, e.g., folder code, name, and reason for skipping⁠
## Add Imported Tasks to the Plan *** Before your newly imported work appears on the Gantt, your next step is to distribute tasks to the team. Then, once tasks have been assigned to an owner, the user will be notified that they have newly imported work waiting for them to add to the plan. {% stepper %} {% step %} ### Assign Ownership
#### Here's how to allocate activities to the users responsible: * Click your Project Title * Click `Master Schedule Imports`, then navigate to the `Project Data` page using the side-menu * Open the `Unassigned` tab * Select an owner for each task with the drop-down menu * Click {% endstep %} {% step %} ### Add Tasks to the Plan If you're a user who has been assigned new tasks from an import, they'll appear in your Backlog. All you need to do is pull them onto the Gantt. #### To add your Tasks to the Plan: * Click your Project Title * Click `Master Schedule Imports`, then navigate to the `Project Data` page using the side-menu * Click {% endstep %} {% endstepper %} # Materials {% hint style="info" %} **Who can use this feature** Admins can create and manage Materials *** All project users can add Materials to their Tasks and log actuals {% endhint %} Materials can be added to Tasks to forecast your daily resource demand and track planned vs actual quantities. ## Creating Materials *** Creating Materials lets you build a reusable library of Materials to assign to Tasks.
**Creating New Materials:** * Click your Project Title in the top left, then select `Project Assets` * Select `Materials` from the menu * click * Create your custom Material resource by entering the name, unit, Material type and colour * The Material is added to the library of Materials the team can assign to their Tasks
Material Type Each material needs a Material Type from one of the following categories: | Material Type | | ------------- | | Concreate | | Piles | | Earthworks | | Roadworks | | Electrical | | Drainage | | Steel | | Other |
Material Unit Each material needs a Material Unit from one of the following categories: | Material Unit | | -------------- | | Item | | Metres | | Metres Squared | | Metres Cubic | | Kilometers | | Kilograms | | Tonnes | | Tons | | Yards | | Yards Squared | | Yards Cubic |
## Assigning Materials *** Assigning Materials to tasks helps plan how much is needed for each one, making it easier to manage demand across your project.
**To add Planned Materials to a task:** * On the Gantt, navigate to the column picker and toggle `Materials` * Click the Material cell for your task & select Materials from the dropdown menu See also: Bulk Edits
Material Property Rules * Materials are a multi-select property * A Quantity of the Material can be inputted when adding Materials to tasks * Quantities are applied per day * The unit quantity is split across the task's duration * Archived Material resources will no longer be available to add to tasks but will still exist on tasks it was assigned to before the resource was archived
## Editing Planned Daily Quantities *** When you add a planned Material, Aphex spreads the total amount across the Task’s planned days. If you expect to use more or less of a material on a certain day, you can adjust the daily quantity to match.
#### To adjust the daily planned quantities: * Double-click your task bar on the Gantt to open the right-hand panel * Scroll down to `Planned Resources` and click to expand your chosen Material * Click into the Quantity box and change the value ## Material Actuals *** Material tracking doesn't just stop at forecasting demand. Use Actuals to log what was used each day, directly on the Task - giving you a clear picture of performance over time, and use the inputs to automatically generate planned vs actual quantity reports.
**Adding Actuals to Tasks:** * Double-click your task bar on the Gantt to open the right-hand panel * Scroll down to `Actual Materials` and click to expand your chosen Material * Click and select a planned material * Pick a day to record the Actual against, enter the Quantity and click to confirm ## View Forecasted Materials on the Gantt *** Use the Resource Overlay in the Gantt to forecast Material demand day by day. You'll see how much of each Material is needed across the project, with a clear breakdown of which Tasks are driving that usage and who's using it.
**View the Resource Overlay by Material:** * Click and select `Resources` and click Material * Hover over the numbers to view your `Total` and `Project Utilisation` * Click to filter to a specific Material type * Click the Resources Configuration icon to switch between `Tasks in View` and `Project Utilisation` * Hover over to see the daily breakdown See also: Export Material Demand
What's Shown on Hover On hover, the daily breakdown includes: * **Utilisation** * Quantity of Material used by Tasks in your current View (respects filters) * **# of Tasks** * Number of Tasks in your current View using that Material on the selected day (respects filters) * **Project** **Utilisation** * Total quantity used across the entire project (ignores filters) * **# no of Project Tasks** * Number of Project-wide Tasks using that material on the selected day (ignores filters) * **Task Owner Breakdown** * Lists each Task Owner contributing to Project usage * Includes Task Count and percentage of total utilisation for that day and Material * **Cell shading** * **Darker = higher quantity** * Lighter - lower quantity * Scale is relative to the values shown in the current overlay * **Quantity values** are only shown in Day View * In Week, Month or Year mode, cell shading remains but numeric values are hidden
Resource Overlay Configuration Options | Option | Function | | ------------------------------ | -------------------------------------------------------------------------- | | **Total** | The demand for tasks in your current view | | **Project Utilisation** | The demand for your entire project | | **Hide Un-utilised resources** | Removes resources that aren’t assigned to any Tasks from the resource list |
## Filter by Material *** Filter by Material to quickly review and manage work related to a particular Material items across your plan.
#### Filter by Material: * Click and * Select `Material` in the first dropdown * Select from `Is`, `Is Not`, `Is Empty` or `Is Not Empty` in the second dropdown * Select your desired Material item in the third dropdown See also: create & share Views
Filter Breakdown | Filter | Operator | Value | | -------- | -------------------------------------------------- | ------------------------------ | | Material |

Is
Is Not
Is Empty
Is Not Empty

|

Multi-Select


|
## Report on Planned vs Actual Material *** Once Materials have been assigned to Tasks, all updates (including Delays, On Track & Improvement events) can be traced back to each Subcontractor. This makes it easy to understand how each Subcontractor is performing across the project.
#### Power BI Connect your Project as a datasource for Power BI to report on Material Demand, and track Planned vs Actuals. #### Aphex Insight Utilise Aphex Insight to track Material Demand. See trends and drill down into specific Tasks to identify where each Material Resource is allocated. See also: Connect to Power BI # Milestones {% hint style="info" %} **Who can use this feature** All Project users can convert a Task to a Milestone. *** Task Owners, Assignees and Admins can edit the Milestone Target Date. {% endhint %} Milestones mark critical points in your project, from contract deliverables to site handovers. In Aphex, they work just like Tasks, so you can assign all the same details: like Owners, Resources, Subcontractors, Blockers, Work Areas, and Delays. Milestones can include a fixed Target Date, giving you a reference point to track progress against. The Gantt will summarise & highlight whether you're on track or slipping, across all your Milestones. ## Creating Milestones *** To create a Milestone, convert any existing Task or Subtask, or import Milestones directly from your Master Schedule.
**Create a Milestone from the Gantt:** * Hover over the task name * Click and select `Convert to Milestone`
Milestone Conversion Logic * Each Milestone spans at least one day, just like every Task in your plan. * Only Tasks and Subtasks can be converted to Milestones * When converted, the Milestone keeps all its original Task properties, including duration, delay history, owner, and assigned resources * Attempting to set the Duration to 0 will also trigger the Convert to Milestone flow * You can convert a Milestone back into a Task or Subtask at any time
## Milestone Target Dates *** Each Milestone can be assigned a Target Date: the original or ideal date you’re aiming for, often pulled from a Master or Contract Schedule. The Target Date marker changes colour based on performance, helping you see at a glance how things are progressing against the plan. #### **To set a Target Date:** * Right click a Milestone and select `View Details` * In the Task Panel that opens, locate the `Target Date` section * Toggle `Set Target Date` * Pick the date #### **To See Target Date Variance on the Gantt:** * If your Milestone has slipped the Target Date marker will appear as * If your Milestone is on track, Target Date marker will appear as ![](/files/iqGsnNt7mH46xc2ZLMQI) * Use the `+`/`-` indicators to see how many days a Milestone is ahead or behind
Target Date Logic * Target Dates will show green if: * The Milestone End Date matches the Target Date * The Milestone End Date is before the Target Date * Target Dates will show red if: * The Milestone End Date is after the Target Date * On the Gantt, a Variance Number will show how many days the Milestone has slipped or improved by * Target Date Icons & Variance update in real time as changes are made to the plan
## Tracking Milestone Performance *** Use the Milestone Panel to compare current Milestone Dates to Target Dates, or pervious Weekly Versions to see how things have shifted over time - and spot the impact of today's changes on future Milestones, even if they're outside of your View.
#### Open the Milestone Panel: * On the Gantt, select the ![](/files/vxiafyHk2siy0UfaH73x) Milestone Icon in the right-hand panel * This opens the `Milestone Panel`, showing Milestones across the Project * Click the `⌄` next to any Milestone to expand its history and see how it’s changed over time * Open the config menu to toggle filters for delayed or improved Milestones #### Target Date Comparison: * In the Milestones Panel, click into the `Compare To` dropdown * Select `Target Date` * Instantly see how many days ahead/behind for each Milestone, compared to their Target Dates #### Baseline Comparison: * In the Milestones Panel, click into the `Compare To` dropdown * Select `Previously Published Version` * Instantly view the variance between current and baseline dates See also: Export Milestone Data
Configuring the Milestone Panel **Date Range:** Controls which Milestones appear in the list. You can show only those within your current Gantt view, all future Milestones, or every Milestone in the project.\ \ **Group By:** Organises your Milestones into sections. Choosing Performance vs Target splits them into four groups based on how the Milestone's end date compares to its Target Date: * **Approaching Target**: the end date is before the Target Date * **On Target**: the end date matches the Target Date exactly * **Behind Target**: the end date has passed the Target Date * **No Target**: no Target Date has been set You can also group by Owner, Subcontractor, Folder, or Package.\ \ **Sort By**: Controls the order Milestones appear within each group. Sort by date or variance, in ascending or descending order.\ \ **Spotlight Milestones with Variance**: When toggled on, this highlights Milestones that have slipped or improved. You can choose to spotlight just slippage, just improvements, or both.\ \ Your configuration is saved automatically per user, so the panel will remember your preferences next time.
## Critical Path Overlay *** Turn on the Critical Path Overlay to highlight the short term path to any Milestone. The critical path will light up in gold, and everything else fades to blue - so it's easy to see what's critical and what's not. You can view paths for all Milestones or focus on one at a time. **To turn on the Critical Path** * Open the Gantt and click * Select `Critical Path` to highlight all Milestone paths in gold * Or click the `>` to choose specific Milestone pathways to highlight individually ## Filter to Milestones *** #### To set a Milestone filter: * Click and * Select `Milestone` in the first dropdown * Select from `Is True` or `Is False` in the second dropdown #### Pre-made Milestones View: Your Project comes with a pre-made Upcoming Milestones View. * Click `+ Views` within the open View Tabs * Select `Upcoming Milestones View` See also: creating & sharing Views
Filter Breakdown | Filter | Operator | Value | | ---------- | -------------------------- | ------------ | | Milestones |

Is True
Is False

| Multi-Select |
# Owner, Assignee & Teams {% hint style="info" %} **Who can use this feature?** Task Owners, Assignees and Admins can edit Task Assignees. *** Task Owners and Admins can update Task Ownership. *** All project users can create Teams. {% endhint %} Every Task in Aphex has an **Owner**: the person ultimately accountable for that scope of work. Owners can add **Assignees** to help update and progress the Task. **Teams** are collections of Tasks Owners you can use as quick filters, making it easy to see work owned by a specific group of Users. ## Updating Task Ownership *** Every Task will always have an Owner, but Ownership can be changed at any time. You can reassign Tasks individually or in bulk to reflect who’s now responsible. #### To change Task Ownership: * Open the column picker and toggle `Owner` * Click into the Owner cell * Select a different user from the dropdown Need to give another user the same permission as the Owner so that User A can always edit User B's tasks? Set up Owner Delegates. See also: Bulk Edits and Task Delegates and Task Permissions
How Task Ownership Works * Every Task must have an Owner - and can only have one Owner at all times. * The person who creates the Task is automatically set as the Owner. * Ownership can be reassigned to any other User on the Project at any time. * The Owner has full permissions on the Task. They can edit, delete update progress, resolve clashes and mark it as Ready. * As the Owner, you're accountable for making sure your Tasks meet the standards for being included in the next Published Version. * By default, Task Bar colour is tied to it's Owner's user colour, unless custom colouring has been applied to your View * Tasks can be grouped by Owner across all View types
## Adding Task Assignees *** Assignees are collaborators on a Task. You can Assign one or more people to help update the Task - they’ll then see it in their daily Task List, can report progress, and make edits if needed. #### To add Task Assignees: * Open the column picker and toggle `Assignee` * Click into the `+` Assignee cell * Select all the users you want to set as Assignees See also: Bulk Edits and Task Delegates and Task Permissions
How Assignees Work * You can add as many Assignees to a Task as needed - there's no limit. * Assignees can edit most properties of a Task, including updating Progress. * Assignees can't delete a Task, change the Owner, breakdown a Task, Make Ready or mark clashes as non-conflicting. * Adding someone as an Assignee also adds that Task to their daily Task List. * You can assign someone to a Parent Task or Package. They're automatically assigned to all Tasks underneath.
## Creating a Team *** Create a Team to group Task Owners for quick filtering. A team can be used in filters like “Owner = Civils Team” to show related work.
#### To create a Team: * Click your Project Title in the top left and select `Users` * Select `Teams` from the menu * Click * Pick the Team Members and name your Team * Click `Create Team`
How Teams Work * Teams are a collection of Users - you can make as many as you need. * Teams are used to filter Tasks or share Views * Teams don't affect Task Permission - they're for filtering and sharing Views only. * Adding someone to a Team won't let them edit more Tasks
## Filter by Owner, Assignee or Team *** You can filter any View by who Owns the Task, who's been Assigned to it, or which Team they're part of. It's a simple way to focus on just your scope, or keep track of work across different roles. #### To set an Owner Filter: * Click and * Select `Owner` in the first dropdown * Select from `Is` or `Is Not` in the second dropdown * Select from `Me`, any combination of specific Users, or any Team on the project #### To set an Assignee Filter: * Click and * Select `Assignee` in the first dropdown * Select from `Is` , `Is Not`, `Is Empty` or `Is Not Empty` in the second dropdown * Select from `Me`, any combination of specific Users, or any Team on the project See also: create & share Views
Filter Breakdown | Filter | Operator | Value | | -------- | ------------------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------- | | Owner |

Is
Is Not

|

Single-Select from the Project User list, Teams or Me (dynamic - will always show Tasks owned by the logged in user)


| | Assignee |

Is
Is Not
Is Empty
Is Not Empty

| Multi-Select from the Project User list, Teams or `Me` (dynamic - will always show Tasks assigned to the logged in user) |
## Group By Owner *** Grouping by Owner arranges the Plan by the person responsible for each Task. This is possible across all View types, but let's start by looking at Group By Owner on the Gantt: #### To Group By Owner on the Gantt: * Open a Gantt View * Click * Select `Owner` * Optionally, select a different Primary Group, and select `Owner` as the Sub-Group ## Group By Assignee *** Grouping by Assignee organises your Board by the person(s) each task is assigned to, so you can quickly see who’s working on what (and what’s still unassigned): #### To Group By Assignee on the Board: * Open a Board View * Click * Select `Assignee` * Optionally, select a different Primary Group, and select `Assignee` as the Sub-Group ## Colour by Owner *** Make it easier to see which Owner is responsible for an activity by changing your Task or Work Area colour according to which Owner is completing the Task #### To colour by Owner on the Board: * Open a Board View * Click * Click `Task Card Colour` and select `Owner` #### To colour by Owner on the Gantt: * Open a Gantt View * Click * Click `Bar Colour` and select `Owner` #### To colour by Owner on the Map: * Open a Map View * Click * Click `Work Area Colour` and select `Owner` ## **Performance Breakdown by Owner** *** Because every Task has a clear Owner, it's easy to track how each person is performing across the Project - not just in terms of delays, but also how consistently they're keeping their part of the plan up to date. #### Aphex Insight Aphex Insight gives you a live snapshot of Owner performance - no set up required. Automatically see which Owners are responsible for the highest shares of delay and why. #### Power BI User Power BI to build custom reporting on Owner delays and performance, based on data in your weekly Published Versions. Aphex provides free templates as a starting point but everything can be customised to suit your project reporting requirements. See also: Connect to Power BI # Packages {% hint style="info" %} **Who can use this feature?** All project users can create & own Packages. *** Project Admins can edit and archive Packages. {% endhint %} Packages give you a flexible way to organise your Tasks without changing the project’s core structure. While the Folder tree typically remains the shared backbone of the plan, Packages let anyone group Tasks by whatever makes the most sense for delivery: zones, trades, phases, disciplines - you decide. They’re easy for anyone to create, drag into a custom order, and use to shape views that are more practical for how you plan and build. ## Creating Packages *** Packages can be created at any time while planning. Just give it a name and you're ready to start grouping Tasks in a way that works for you.
#### To create a Package from the Gantt: * Make sure that your is set to `Package` * An option to `Create Package` will appear on the Gantt * Click this and give your new Package a name
How Packages Work * Once a Package is created, it becomes available to everyone on the Project * Any user can assign their Tasks to an existing Package * A Task can only belong to one Package at a time * Packages are seperate from the Folder structure - assigning a Package does not change where the Task sits in the WBS * Each Package has a Name and an automagically generated Code to help distinguish between similarly named Packages * Archived Packages will no longer be available to add to tasks but will still exist on tasks it was assigned to before the Package was archived
## Adding Tasks into a Package *** Once your Packages are set up, it's easy to start using them. Add new Tasks straight into a Package, or update existing Tasks to move them into the right Package.
#### Move existing Tasks into a Package: * On the Gantt, open the column picker and toggle `Package` * Click the Package cell for your task & select a Package from the dropdown menu * Alternatively, use drag and drop to move a Task into a Package See also: Bulk Edits
Package Properties | Property | Description | | ------------------ | --------------------------------------------------------------- | | Name | Descriptive name given to the Package | | Package Tag Colour | User-selected colour to represent the Package | | Owner | User that is accountable for the Package | | Start | Start date of the first Task within the Package | | End | End date of the last Task within the Package | | Assigned to | User(s) that have been assigned to all Tasks inside the Package | | Notes | Additional text notes that can be attached the Package | | Comments | Thread of communications on the Package | | Documents | Documents that have been uploaded and attached to the Package |
## Group By Package *** Group by Package gives you a simple way to lay out your plan around the Packages you're using. This is possible across all View types, but let's start by looking at Group By Package on the Board.
#### To Group By Package on the Board: * Open a Board View * Click * Select `Package` * Optionally, select a different Primary Group, and select `Package` as the Sub-Group Packages are flat and do not allow for sub-packages to be created. If you need more hierarchy, it's best to use Subfolders to build out your plan. ## Reorder Packages *** Change the order of Packages in your Plan by dragging and dropping them. #### To reorder Packages: * Hover over the Package you want to move * Use **`⋮⋮`** to drag your Packages in the order in which you want them to be displayed * Drop the Package to a new location
Package Order Behaviour * The Package order is unique to each user, so moving them has no impact on how other users view them in the plan * For each View, you have have a custom Package order
## Filter by Package *** Apply a Package filter to see only the Tasks sitting in specific Packages in your Project .
#### To filter by Package: * Click and * Select `Package` in the first dropdown * Select from `Is`, `Is Not`, `Is Empty` or `Is Not Empty` in the second dropdown * Select your desired Package in the third dropdown See also: create & share Views
Filter Breakdown | Filter | Operator | Value | | ------- | -------------------------------------------------- | ------------------------------ | | Package |

Is
Is Not
Is Empty
Is Not Empty

|

Multi-Select


|
# Printing {% hint style="info" %} **Who can use this feature** All Project users are able to print from the Project. *** Guests and Non-Aphex Users are able to print Shared Published Versions. {% endhint %} Print the Gantt, Map, Board, and List views to capture exactly what you see on screen. Aphex will print configured overlays, grouping and tasks from your current view. ## **Print Gantt View** *** Print to PDF the live Gantt to share the most up-to-date view of your plan.
#### To print the Gantt: * Open a Gantt View * Set your Filters, Date Range, Columns, and other View Settings to match how you want your output to look * Click and select `Print View` to open the Print Menu * From the Print Menu, you can make further adjustments to the `Date Range`, `Page Size`, and optionally toggle * Click to view more printing options * Click to download the PDF to your device
Advanced settings | Setting | Description | | ----------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Delay Data | Delay data includes Progress Update colours, Done & Promised bars and Delay icons. | | Bar colour | Pick from either `Owner`, `Subcontractor` or `Shift` for the Bar Colour on the Gantt print. Owner will be selected by default. | | Group Dates & Durations | Select whether to print Filtered or Total `Start Dates`, `End Dates`, and `Durations` for Folders, Packages, and Parent Tasks. This lets you control whether your printout shows only visible tasks or the whole group span. | | Include footer | To Include/Exclude the Footer at the bottom of the page | | Logo | The PDF can be generated with either the Organisation Logo, or the Project's logo. | | Print Size | | ---------- | | A0 | | A1 | | A2 | | A3 |
## **Print Map View** *** Print to PDF your Map View as a staging-diagram flipbook or a single page with all your Tasks and Work Areas mapped out.
#### To print the Map: * Open a Map View * Set your Filters, Date Range, and other View Settings to match how you want your output to look * Click and select `Print View` to open the Print Menu * Position the map and click * Optionally and select from `Day`, `Week` or `Month` * Click for additional printing options, like adding extra columns to the output * Click to download the PDF to your device
Advanced settings | Setting | Description | | ---------------- | ------------------------------------------------------------------------------------------------------------------------ | | Work Area Colour | Pick from either Owner, Subcontractor or Shift for the Bar Colour on the Gantt print. Owner will be selected by default. | | Show Clashes | To Include/Exclude clashes in the print. | | Column Data | Up to three additional data points can be shown next to their tasks on the Map Print. | | Include footer | To Include/Exclude the Footer at the bottom of the page | | Logo | The PDF can be generated with either the Organisation logo, or the Project's logo. | | Map Print Page Size | | ------------------- | | A0 | | A1 | | A2 | | A3 |
Sequencing Outputs | Sequence | Output | | -------- | ----------------------------------------------------------------------------------------------------- | | Day | A new page for each working day. Only tasks taking place on the specific day will appear on the page. | | Week | A new page for each week. Only tasks taking place within the specific week will appear on the page. | | Month | A new page for each month. Only tasks taking place within the month week will appear on the page. |
## Print Board View *** Print to PDF the Board View for a quick, whiteboard-style snapshot of the week ahead.
#### To print Board: * Open a Board View * Set your Filters, Group By, and other View Settings to match how you want your output to look * Click and select `Print View` to open the Print Menu * Select your `Page Size` & `Layout` * Click to view more printing options * Click to download the PDF to your device
Advanced Settings | Setting | Description | | -------------- | ---------------------------------------------------------------------------------- | | Include footer | To Include/Exclude the Footer at the bottom of the page | | Logo | The PDF can be generated with either the Organisation logo, or the Project's logo. | | Board Print Size | | ---------------- | | A0 | | A1 | | A2 | | A3 |
## Print List View *** Print to PDF the List View to get a clear, daily to-do list of upcoming work.
#### To print List: * Open a List View * Set your Filters, Group By, and other View Settings to match how you want your output to look * Select the `Page Size` * Click to download the PDF to your device
Advanced Settings | Setting | Description | | -------------- | ---------------------------------------------------------------------------------- | | Include footer | To Include/Exclude the Footer at the bottom of the page | | Logo | The PDF can be generated with either the Organisation logo, or the Project's logo. | | List Print Size | | --------------- | | A3 | | A4 |
## Print Published Versions *** Need a hard copy of your published plan? You can print to PDF a published version to share a snapshot of the project exactly as it was at the time it was published.
#### To Print the Published Gantt: * Open the Published Version * Click and select `Print Gantt` * Select the **Date Range** you want to print, page size, and optionally toggle * Click to view more printing options * Click to download the PDF to your device
Advanced settings | Setting | Description | | ----------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Bar colour | Pick from either Owner, Subcontractor or Shift for the Bar Colour on the Gantt print. Owner will be selected by default. | | Group Dates & Durations | Select whether to print Filtered or Total Start Dates, End Dates, and Durations for Folders, Packages, and Parent Tasks. This lets you control whether your printout shows only visible tasks or the whole group span. | | Include footer | To Include/Exclude the Footer at the bottom of the page | | Logo | The PDF can be generated with either the Organisation logo, or the Project's logo. | | Gantt Print Size | | ---------------- | | A0 | | A1 | | A2 | | A3 |
#### To Print the Published Map: * Open the Published Version * Click and select `Print Map` * Position the map and click * Optionally and **s**elect from `Day`, `Week` or `Month` * Click for additional printing options * Click to download the PDF to your device
Advanced settings | Setting | Description | | ---------------- | ------------------------------------------------------------------------------------------------------------------------ | | Work Area Colour | Pick from either Owner, Subcontractor or Shift for the Bar Colour on the Gantt print. Owner will be selected by default. | | Show Clashes | To Include/Exclude clashes in the print. | | Column Data | Up to three additional data points can be shown next to their tasks on the Map Print. | | Include footer | To Include/Exclude the Footer at the bottom of the page | | Logo | The PDF can be generated with either the Organisation logo, or the Project's logo. | | Print Size | | ---------- | | A0 | | A1 | | A2 | | A3 |
Sequencing Outputs | Sequence | Output | | -------- | ----------------------------------------------------------------------------------------------------- | | Day | A new page for each working day. Only tasks taking place on the specific day will appear on the page. | | Week | A new page for each week. Only tasks taking place within the specific week will appear on the page. | | Month | A new page for each month. Only tasks taking place within the month week will appear on the page. |
## Printing Errors *** Notifications appear during loading to keep you informed of progress and potential delays. #### Processing Print
This is taking longer than normal due to external layers A `Print with Loaded Data` button will appear and allow you to generate a print with the data that has already loaded. Your printout will show a `Data partially loaded` label beside the timestamp to show that the loading process was stopped before completion
#### Processing Print Failed
Internal Server Error - please try running your print again This could be an issue with Aphex’s printing server. Please try your print again after a short wait, or get in touch with support if the error persists
Memory Timeout - reduce the amount of data you're printing or run your print in batches This means that the generated PDF was too large to load. Please try reducing the date range, sequencing frequency, or map layer quantity
Network Issue - please contact your IT team/network team to check our printer functions have access This is a connection issue that could be caused by a poor wifi signal or an internal firewall blocking our print server. Please get in touch with your IT team to troubleshoot Network Troubleshooting
# Progress Updates {% hint style="info" %} **Who can use this feature?** Admins, Task Owners and Assignees can add Progress Updates to Tasks. {% endhint %} Progress Updates can be recorded to represent any delays and improvements made to a Task over time. As the plan progresses the team can log updates to keep the plan accurate and allow for a deeper understanding of the leading causes of delay and who's responsible. ## Adding Delays to Tasks *** Delays can be added to any day of a Task to show it's no longer on track to finish as planned. Just hit the Thumbs Down, choose a Delay Reason, log the days of impact and add optional comments or photos. It'll update the schedule automatically ad start building your delay history. Delays can be added to a Task from anywhere in the project, but let's start by looking at recording a Delay from List View.
#### To Delay a Task from List View: * Open a List View * Click on the Task card * Configure your delay by selecting a `Delay Reason`, `impact type`, `days of impact`, `comments`, `images` and `record date`
Delay Types | Type | Description | | ------ | -------------------------------------------------------------------- | | Extend | A task’s end date has been delayed from the prior plan or commitment | | Move | A tasks's start and end date has been moved (pushed later) |
Progress Update Data For each working day of a Task, Progress Updates can be recorded to indicate performance. Each Progress Update includes the following data: | Progress Update Property | Description | | ------------------------ | ------------------------------------------------------------------------------------------------------------------------------------ | | Date | Selected working day to record the event against | | Type |

Delayed On Schedule
Improved

| | Reason | Reason for the change. This can be configured by each project individually and typically contains reasons such as "Awaiting Access". | | Amount | Impact of the update is recorded in a Value that represents a duration in working days (+ or -) | | Amount by | User who recorded the update | | Created at | Timestamp of when the update was recorded |
## Adding Improvements to Tasks *** Use the Thumbs Up to mark a Task as On Schedule. You can log that work went ahead as planned or even ahead of schedule, and optionally pull the end date in if things are moving faster than expected. Improvements can be added to a Task from anywhere in the project, but let's start by looking at recording one from List View.
#### To Improve a Task from List View: * Open a List View * Click on the Task card * Configure your `On Schedule` or `Shorten` event by selecting an `impact type`, `days of impact`, `comments`, `images` and `record date`
Positive Impact Types | Name | Description | | ----------- | ------------------------------------------------------------- | | On Schedule | A task’s end date is confirmed as achievable. | | Shorten | A task’s end date has been improved (brought earlier). | | Move | A tasks's start and end date has been moved (brought earlier) |
## Delaying Promised Tasks *** Changing the dates of a Promised Task will automatically trigger a Progress Update. Changing the dates of Promised Tasks in a chain will trigger an option to apply Progress Updates to other Tasks that are Promised in the chain.
#### To delay a promised Task: * Update the end of a Promised Task * Configure your Delay by selecting a Delay Reason, impact type, days of impact, comments, images and record date * If you have additional Promised Successors, choose `Yes` to apply the same delay to the linked Tasks * Select `No` to only apply the delay to the specific Task you edited See also: Promised Tasks ## Progress Update Visualisation *** When a Progress Update is added, the Task Colour for that day will change to show the Progress Update added for that day. Red represents a Delay and green represents On Track or Shortened.
#### To see Progress Updates from the Gantt: * Open * Make sure that `Show Progress Updates` is enabled * Days with delays turn red * Days that are On Track or Improved turn green * The Net Delay Number is shown as a ![](/files/61GblQOcdmoQR7UruTwa) on the end of the Task Bar ## View the Delay History of a Task *** Each Task keeps a running record of delays, improvements and updates - including who made the change, when it was logged and what the impact was.
#### To see the log of all Task Progress Updates: * Right Click a Task and select `View Details` * Click the icon to open the Activity Log * See a chronological list of all Delays and Improvements added to the Task over time See also: Activity Log ## Deleting Progress *** If a delay or improvement was logged by mistake, it can be removed from the Task. The original event itself will still be visible in the Task's activity log as a past record, but the delay & impact will not count on the Task any longer. #### Delete a Progress Update: * Open the Task in the right-hand panel and click * Hover over the Progress Update and click the `...` * Click `Delete`
Deleting Progress rules * Deleting Progress will not impact the dates of the task, however it does delete the record and will not appear in any reporting. * The Progress Update Visualisation from the Task bar will be removed and the activity log stricken out.
## Create Custom Delay Reasons *** Creating Delay Reasons lets you build a reusable library of Delay Reasons to add when adding a delay to Tasks.
#### Creating a new Delay Reason: * Open the Delay Reasons page, then click * Create your custom Delay Reason by entering a name and selecting a category
Delay Categories Each delay reason needs to belong to one of the following categories: | Delay Categories | | ------------------------ | | Delay Categories | | Environmental | | Inadequate Planning | | Insufficient Resources | | Prior Work | | Quality | | Safety | | Scope Change | | Submittals and Approvals |
## Filter by Delay Reason *** Once Delays have been logged, you can filter any View to show Tasks impacted by specific Delay Reasons - or simply highlight all Tasks that have recieved any Delay at all.
#### Filter by Delay Reason: * Click and * Select `Delay Reason` in the first dropdown * Select from `Is`, `Is Not`, `Is Empty` and `Is Not Empty` in the second dropdown * Select your desired Delay Reason in the third dropdown See also: create & share Views
Filter Breakdown | Filter | Operator | Value | | ------------ | -------------------------------------------------- | ------------ | | Delay Reason |

Is
Is Not
Is Empty
Is Not Empty

| Multi-select |
## Report on Delays *** As the team starts to record delays against Tasks, all updates (including Delays, On Track & Improvement events) can be traced back to the responsible Task Owner or Subcontractor. This makes it easy to understand how all parties are performing across the project.
#### Power BI User Power BI to build custom reporting on delays and performance, based on data in your weekly Published Versions. Aphex provides free templates as a starting point but everything can be customised to suit your project reporting requirements. #### Aphex Insight Utilise Aphex Insight to track Delay Concentration by Delay Reason. See trends and drill down into specific Tasks to identify which Delay Reason has the highest delay concentration. See also: Connect to Power BI # Publishing {% hint style="info" %} **Who can use this feature?** Project Admins can configure the publishing routine, publish the plan for the project and enable Share to Web. *** All Project users can open Published Versions, and copy the public URL. {% endhint %} Publishing takes a snapshot of your plan at a specific moment. It’s great for sharing, keeping the team aligned, or using as a baseline to compare progress. ## Set up the Publishing Routine *** Creating a publication routine lets you set recurring deadlines for task updates, helping keep the whole project team aligned and on track.
**Setup a Publishing Routine:** * Click your Project Title in the top left and select `Publishing` * Click the settings icon in the top right * Configure the Publishing Routine by setting a `Lookahead Period`, `Publication Frequency`, and `Publication Requirements`
How the Publishing Routine Works * Setting a Publication Frequency triggers notifications to all Task Owners that they need to Ready their plan before the deadline each week * Adds a Due Date above the Gantt, counting down till when you're expecting to create the next Published Version * Teams typically set the Publishing Frequency to align with their weekly planning meetings. E.G if your Lookahead meeting is on a Friday, set the Publishing Deadline for Thursday at 5pm so you can ensure all Task Owners have updated their plans ahead of the meeting, and so that you can create the offical weekly Publish in time for the session
Publishing Routine Settings | Option | Function | | ------------------------ | ------------------------------------------------------------------------------------------------------------------------------------------------- | | Lookahead Period | The lookahead period is the window of time where all plans are expected to be kept up to date. | | Publication Frequency | Projects set a recurring target for when users should create a new Published Version. | | Time | The time of the next Publication deadline. | | Timezone | The timezone for the project | | Frequency | A recurring target for when users should create a new Published Version. | | Publication Requirements | Set specific fields which are required for publishing. As users update their plans these will flag as missing data if fields are left incomplete. |
## Check if the Plan is ready to Publish *** Before publishing, check that your team has updated their part of the plan and that there are no outstanding issues. When you're ready, just hit ‘Publish’, you can do this anytime, even if some team members haven’t marked their work as ready.
**Check the Plan:** * Click your Project Title in the top left and select `Publishing` * Click into the `Next Scheduled Publication` * Check the user table to see if the team have readied/reviewed their plan, if they have any Clashes, Overdue Blockers or Missing Data * Decide if you're happy to Publish or if more updates are needed first See also: Make Ready ## Publishing the Plan *** Once you're happy with the plan, Publishing takes a snapshot of it at that exact moment in time.\ Published Versions are shared with everyone on the project and stored as a historical record - capturing how the plan looked, week by week. **How to Publish the Plan:** * Click your Project Title in the top left and select `Publishing` * Click into the next scheduled publication * Select `Publish` in the top right * A menu will appear with a summary of the data you're about to Publish * Select when you're ready to create the weekly version
How Publishing Works * Published Versions include all project data, not just the lookahead or Made Ready tasks. * You can publish at any time, even if teams haven’t marked their work as ready or it’s not the Target Date. * Versions are created manually; they won’t be published automatically on the Target Date. * Each version is numbered by default (e.g. *Published Version 1*), but you can rename them at any time. * Creating a Version adds it as a historical record within the Project.
## Publishing Automations *** During the Publishing process, Automations let you optionally set historic tasks to ‘Done’, locking them in place or mark Tasks within a set window as ‘Promised’. A Promised Line will appear on the Gantt to show where commitments end, helping track delays and their impacts. **To Mark Historic Tasks as Done:** * Open your upcoming Published Version and click * Toggle `Set Historic Tasks to Done` **To set a Promised Period:** * Open your upcoming Published Version and click * Toggle `Promise Tasks` * Pick a date for the Promised Period to end **To send a notification:** * Open your upcoming Published Version and click * Toggle `Send Notification` See also: Task Status
How Publishing Automations Work | Property | Description | | -------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | Promise Tasks | Tasks will be promised up to the date set. Promised Tasks will require statuses when editing their dates. | | Set Historic Tasks to Done | All Tasks prior to the Publication Date (Today) will have their Status set to ‘Done’. This will lock Progress Updates and Start & End Dates. Task Status can be changed at any time. | | Send Notification | All users added to the Project Users list will receive an email with a link to the most recent Published Version |
## Compare the Live Plan to a Published Version *** Compare the live plan with any Published Version to see how things have moved. Spot where Tasks have slipped or improved as the plan progresses.
#### To turn on a Published Version Baseline: * Click at the top off the Gantt * To compare the Live Plan to a previous week, select `Baseline` * This will show a list of all Published Versions on the Project * Select any option to see how how your current plan compares to your Baseline #### To turn on the Baseline start and finish column : * Click at the top off the Gantt * Toggle `Baseline` ## Open Published Versions *** You can open any historical Published Version to view the full plan exactly as it was at the time of publish. It’s fully interactive so you can use filters, open Task Details, view the Map - just like the live plan. The only difference is that everything is read-only, like an interactive PDF. **Open a Published Version:** * Click your Project Title in the top left and select `Publishing` * Locate the list of all Published Versions in your Project * Hover over an existing published version and click `...` * Select `View Version` See also: Print Published Versions
What’s Not Included in a Published Version Everything in the Live Plan is mirrored in the Published Version, aside from a fey key exceptions: | Not Included | | ----------------------- | | Clashes | | Documents | | Comments | | Saved Column Configs | | Blocker Summary Panel | | Milestone Summary Panel | | Board View | | List View |
## Shared Published Versions *** Published Versions can be Shared to Web to allow anyone (including non-Aphex users) to view the plan.
**Enable sharing:** * Click your Project Title in the top left and select `Publishing` * Locate the list of all Published Versions in your Project * Hover over an existing published version and click `...` * Toggle on `Share to Web` * Optionally toggle `Include Baselines` or `Include Progress Updates` * Copy the URL and share with anyone
Controlling Public Data * At any time, Admins can turn Share to Web off. This will mean no-one can access any data via the Shared URL. | Included Data (optional) | Information shared | | ------------------------ | ---------------------------------------------------------------------------------- | | Baselines | Allow guests to see all historic baselines from previous versions and imports | | Progress Updates | Allow guests to see all Progress Updates (delays & improvements) recorded on tasks |
# Readying & Reviewing {% hint style="info" %} **Who can use this feature?** Task Owners can make their part of the plan Ready *** Reviewers and Admins can approve plans on behalf of other Task Owners. {% endhint %} Before a plan is published, you can mark your part as Ready to signal it’s up to date and good to go. Even if you don’t mark it as ready, your tasks will still be included in the published version. ## Unresolved Issues *** If you own Tasks in the lookahead period, it's your responsibility to make sure they're accurate, up to date and don't have any outstanding Unresolved Issue. This means Task Owners need to be mitigating any Clashes, adding Missing Data and resolving any Overdue Blockers.
#### To see unresolved issues in your Plan: * Click your Publishing Deadline in the top right of the page * This will open the `Make Ready Window` * You'll see a count of all your `Clashes`, `Missing Data` and `Overdue Blockers` * Click any of the counts to open the relevant panel and start resolving issues
Issue definitions | Issue | Meaning | | ------------ | -------------------------------------------------------------------------------------------------------------- | | Clashes | Any unresolved clashes within the lookahead period | | Blockers | Any overdue Blockers within the lookahead period | | Missing Data | Any tasks missing Publication Requirements set on the publication routine that are within the lookahead period |
### **Missing Data Panel** *** The Missing Data Panel highlights tasks you own that are missing required info, based on the lookahead set in the publishing schedule. **Open the Missing Data panel:** * Open the Gantt * Towards the right-hand side, select * This will open the `Missing Data Panel` * Click into any Task Name in this panel to automatically open the specific columns you need to complete ### **Blockers Panel** *** The Blockers Panel highlights Open and Overdue Blockers, with Overdue ones always visible even if they fall outside the lookahead window so nothing critical gets missed.
**Open the Blockers Panel:** * Open the Gantt * Towards the right-hand side, select * This will open the `Blockers Panel` * Click the ![](/files/o4o2T2wP55uyHVdVcyS0) next to the Blocker to Resolve it See also: Blockers ### **Clashes Panel** *** The Clashes Panel shows Tasks in your lookahead that share the same work area, helping you spot and resolve scheduling conflicts. **Open the Clashes panel:** * Open the Gantt * Towards the right-hand side, select * This will open the `Clashes Panel` * Click any Task Name in the panel to see which Task it’s clashing with, and who owns it. See also: Clashes ## **Filter by Unresolved Issue** *** Filtering by Issue lets you focus on specific Tasks based on what issues they have. It’s a quick way to review and manage work related to a particular issue across your plan.
#### Filter by Issue: * Click and * Select `Issue` in the first dropdown * Select from `Is`, `Is Not`, `Is Empty` or `Is Not Empty` in the second dropdown * Select your from `Clashes`, `Overdue Blockers` or `Missing Data` in the third dropdown #### Pre-made Unresolved Issues View: Your Project comes with a pre-made Unresolved Issues View. * Click `+ Views` within the open View Tabs * Select `Unresolved Issues View` See also: create & share Views
Filter Breakdown | Filter | Operator | Value | | ------ | -------------------------------------------------- | ------------------------------ | | Issue |

Is
Is Not
Is Empty
Is Not Empty

|

Multi-Select


|
## Make Ready *** Marking your part of the plan as Ready lets your team know your Tasks are up to date and good to go for publishing.
**How to Make Ready:** * Click your Publishing Deadline in the top right of the page * This will open the `Make Ready Window` * Select * Additionally, if you’re confident in your plan, you can still choose to `Make Ready` even if some issues haven’t been resolved. * Select `Make Ready with Issues` See also: Publishing
Make Ready Rules * If you make changes to the plan after marking it as ready, it will automatically be un-readied. * You can only Ready Tasks that you own, and that fall within the Project’s Lookahead Period.
## Reviewing Plans *** You can assign a Reviewer to any User, ideal for reviewing Subcontractor's plans, or if someone on the Project is away. Reviewers are notified when plans are Ready and can either approve them or mark them Ready on the User’s behalf.
#### To set a Reviewer: * Click your Project Title in the top left then select `Users` * Find the user you want to assign a Reviewer to * Click the `+` in the `Reviewer` column * Select the User you'd like to set as the Reviewer #### To mark Plans as Reviewed: * Click the `0/X Reviewed` button in the top right of the page * Find the `Work for Review` section in the menu that opens * Use the ![](/files/mrJxy69SSOjyZ2iR5E1h) to view each User's plan * Tick off their plan once you're ready to mark it as Reviewed See also: Plan Reviewer # Relationship Links {% hint style="info" %} **Who can use this feature?** Task Owners, Assignees and Admins can add relationship links between tasks {% endhint %} Relationship Links in Aphex allow you to establish task dependencies, ensuring tasks are completed in the correct order. Whether you need tasks to start together, finish together, or follow one another, Relationship Links help keep your project on track and aligned. ## Drawing Relationship Links *** You can draw links directly on the Gantt - just click and drag from one bar to another. The link type is set based on where you start and end. It’s quick, visual, and often the easiest way to build out your logic as you go.
#### **How to Draw a Relationship Link:** * Hover over the Predecessor Task Bar and click the * Click and drag from the predecessor to the successor * Release the mouse to automatically create the relationship.
Link Type and Direction | Direction | Visual | Explainer | | ------------------------ | -------------------------------- | ------------------------------------------------------ | | **Start > Start (SS)** | ![](/files/trU3Ku3M0rEfxFmGXNTb) | The second task starts when the first task starts. | | **Start > Finish (SF)** | ![](/files/nkmC1AtJDvsaWP4NlWbz) | The second task finishes when the first task starts. | | **Finish > Start (FS)** | ![](/files/vRpBgR0J0BNaaYQROyMT) | The second task starts when the first task finishes. | | **Finish > Finish (FF)** | ![](/files/gIe8BIjGWHkcCKuMFlDJ) | The second task finishes when the first task finishes. |
Scheduling Behaviour * Moving a driving task will reschedule all dependent successors in the chain * Tasks won’t lose their link logic - rescheduling respects the original structure * Updates happen in real time as you adjust dates, add delays or drag bars on the Gantt
## Highlight Linked Tasks on the Gantt *** Spotlight Mode helps you quickly see how a task connects to the rest of the plan.\ Instead of manually tracing arrows or opening extra panels, you can highlight a task and follow its linked pathway directly on the Gantt, with hints showing where the sequence continues off screen.
#### Turn on Spotlight Mode * Select a Task Bar on the Gantt * Click the Spotlight Button that appears next to the Task * The linked pathway will be highlighted immediately #### Use pathway hints * Look for the small Pathway Hint tags at the edges of the screen * These show how many linked Tasks sit just out of view * Click a hint to preview the linked Tasks or jump directly to them #### Exit Spotlight Mode * Click the `X` in the banner * Refreshing the page or logging out will also disable Spotlight Mode
Spotlight Mode Behaviour **While Spotlight is active** * Clicking another task switches the spotlight to that pathway * Up and down arrow keys change the spotlighted task * You can pan, scroll, and switch Views without disabling Spotlight * All normal task interactions remain available **Selection behaviour** * Spotlight follows the currently selected Task * Clicking into empty space deselects the Task and clears the Pathway Spotlight **Printing** * Spotlight is not included in print outputs * Printing does not disable Spotlight * Returning to the Gantt keeps Spotlight active
## Linking Multiple Tasks *** Checkboxes let you select multiple Tasks and build logic between them all at once. Set the sequence, adjust the link type & lag, and apply. It’s the fastest way to build out a full section of your plan.
#### **To Link Multiple Tasks:** * Hover over tasks and click ![](/files/W63jVJIU3eRvJn70mxG8) * Click the Link icon in the multi-select toolbar * Choose the link type (`SS`, `SF`, `FS`, `FF`), add any lag if needed and confirm ## Link Search *** If the Task you want to link to isn’t visible, drop your link on the blue search icon. A menu will open so you can quickly search and select the right Task without changing your filters or losing your place.
#### **How to Link Tasks using the Link Modal:** * Hover over the Predecessor Task and click the * Click and drag to * The Link Search Modal will appear. Use the search bar or filters to find the task you want to link * Select the task, choose the link type, and apply the relationship ## Creating Links from a Specific Task *** When you open a Task, you’ll see a full list of its linked Tasks including Link Type, Lag and Float/Driving. From here, you can make changes or add new relationships; no dragging or switching views required. #### **Adding a Relationship Link from the Task Panel:** * Open the Task Panel for the task you want to link. * Scroll to Related Tasks and click * The Link Search Menu will appear. Use the search bar or filters to find the task you want to link. * Select the task, choose the link type, and apply the relationship. ## Add or Remove Lag *** Lag lets you add a space between linked Tasks, helping account for handovers, wait times, or real-world gaps without shifting tasks manually. As you adjust Tasks, Aphex gives you a quick visual cue showing how much lag you’ve just added or removed.
#### **Add Lag to Relationship Links from the Gantt:** * Use the `Task Bar`, or `Start` and `End` properties to edit the dates of the successor Task * The Lag Change Indicator appears, showing the number of lag days added or removed #### **Add Lag to Relationship Links from the Task Panel:** * Open the Task Panel for the Task you want to link. * Scroll to `Related Tasks` and click into the `Lag` field and enter a value #### **Add Lag to Relationship Links from the Link Modal:** * On the Gantt, click a Link Line * In the `Link Modal`, click into the `Lag` field and enter a value * Select to apply the Lag change to the relationship
Lag Rules * The Predecessor Task Calendar is used to determine lag when added to a relationship link * When drawing Links on the Gantt, Aphex automatically applies zero-day lag, snapping the successor to come immediately after the predecessor * Hold `Shift` while drawing the link to keep the existing gap - Aphex will automatically calculate and apply the right lag to preserve the spacing between tasks * The Lag Change Indicator will be visible on the Gantt for a few seconds after the change is applied
## **Identifying Driving Tasks** *** Each relationship between Tasks shows whether it’s Driving or how much Float it has.\ A Driving relationship means the predecessor has zero float - any change to it will move the successor.\ Links with float display how much flexibility exists before the successor is affected.\ \ These values update automatically as Task dates, link type, or lag change, helping you see which parts of the schedule are fixed and which still have room to move.
#### To reveal Driving Tasks & Float from the Gantt: * Click any relationship link on the Gantt - single or multiple * In the `Link Menu` that opens, Driving Tasks are marked with ![](/files/HDycUNSy8OxedkV3xH1I) * Links that aren’t driving display their Float Value ![](/files/ChmNriR9M8NQBpmRgIni)
How Driving Tasks & Float are calculated * **Float** is the amount of time a predecessor task can move without delaying its successor * It’s calculated automatically using the **start and finish dates** of both tasks, the **relationship type**, and any **lag** that exists between them * When **Float = 0**, the predecessor is considered **Driving** - any change to it will immediately shift the successor’s dates * When **Float > 0**, the predecessor is **non-driving** and has flexibility before it impacts the successor * Float and Driving values update **dynamically** whenever task dates, relationship types, or lag are changed **Example** * Predecessor task finishes on: **1 September** * Successor task starts on: **6 September** * Lag: **1 day** * Assume all days are working days **Step-by-step:** * Days between 1 Sep and 6 Sept (inclusive): 5 days * Float = 5 - 0 - 1 = **4 days** The predecessor has 4 days of float. It can finish as late as **5 September** without delaying the successor
## Editing & Breaking Links *** You can edit or break existing relationship links at any time to update or remove connections between Tasks. #### **How to edit an existing Link:** * On the Gantt, click a Link Line * In the Link Modal that opens, you can either: * edit the Link Type (FS, SF, FF, SS) * edit the Lag * Click to apply edits to the relationship #### **Breaking Relationship Links:** * On the Gantt, click a Link Line * In the Link Modal that opens, click `Remove Link` ## **Understanding Scheduling Behaviour** *** Understanding scheduling behaviour helps you predict how linked tasks behave when dates change based on whether they're Planned, Promised, or Done. It’s the key to controlling movement, Ripple Status, and Progress Updates in your plan. {% tabs %} {% tab title="If the Predecessor is Planned" %} * **Successor is Planned:** * Both tasks reschedule freely. * Successor follows any changes to the Predecessor. * **Successor is Promised or Done:** * Successor won’t move. * Only the Predecessor shifts. {% endtab %} {% tab title="If the Predecessor is Promised" %} * **Successor is Planned:** * Successor moves freely and reschedules based on new Predecessor date. * **Successor is Promised:** * You’ll get a Ripple Status prompt. * Optionally apply the delay to the Successor. * **Successor is Done:** * Successor won’t move. Only the Promised Predecessor shifts. {% endtab %} {% tab title="If the Predecessor is Done" %} * The task is locked. You can’t move it. * Any changes must start from its Successors. {% endtab %} {% endtabs %} See also: Task Status # Shift {% hint style="info" %} **Who can use this feature?** Admins, Owners and Assignees can update the Shift on a Task. {% endhint %} Shifts help you show when work is planned to happen whether it’s during the day, in the afternoon, overnight, or across multiple shifts. ## Assigning a Shift to Tasks *** Assigning a Shift to a task helps clearly communicate when the work is planned to happen.
#### Change the shift of the Task: * On the Gantt, navigate to the column picker and toggle `Shift` * Click a cell in the column and select from `Day`, `Night`, `Afternoon` or `All` See also: Bulk Edits
Shift types | Option | Meaning | | --------- | ------------------------------------------------------------------------------------------------------------------- | | Day | Used for tasks planned during the daytime. Typically, for tasks within standard site hours. | | Afternoon | Applies to work scheduled later in the day. Ideal for teams running extended hours beyond the usual daytime window. | | Night | Covers tasks planned to take place overnight. Common for work that needs to happen outside normal site hours. | | All | Used when a task spans multiple shifts or doesn’t fit neatly into a single timeframe. |
Shift Rules * When a task is created Day shift is automatically assigned * Shifts are hard coded in Aphex and new shifts cannot be created
## Group By Shift *** Group by Shift gives you a simple way to lay out your plan by all the different Shifts the team is working. This is possible across all View types, but let's start by looking at Group By Shift on Board.
#### Group by Shift on Board: * Click * Select `Shift` ## Colour by Shift *** Increase visibility of Shifts by updating the task bar, card colour, or work area based on shifts assigned to Tasks.
#### Colour by Shift on Gantt: * Open a Gantt View * Click * Click `Bar Colour` and select `Shift` #### Colour by Shift on Board: * Open a Board View * Click * Click `Task Card Colour` and select `Shift` #### Colour by Shift on Map: * Open a Map View * Click * Click `Work Area Colour` and select `Shift` ## Filter by Shift *** Filter by Shift to see Tasks planned for a specific time of day, perfect for coordinating teams across different shifts.
#### Filter by Shift: * Click and * Select `Shift` in the first dropdown * Select from `Is` or `Is Not` in the second dropdown * Select from `Day`, `Night`, `Afternoon` or `All` in the third dropdown See also: create & share Views
Filter Breakdown | Filter | Operator | Value | | ------ | --------------------- | -------------------------------------------- | | Shift |

Is
Is Not

|

Day, Night, Afternoon, All


|
# Spreadsheet Import {% hint style="info" %} **Who can use this feature?** All Project Users can import Tasks via CSV. {% endhint %} If your plan already lives in Excel, you don’t need to start from scratch.\ Quickly import Task names, dates and more - turn your spreadsheet into a live plan in Aphex. ## Upload or Paste your Spreadsheet *** Start by selecting your CSV file or copying data directly from your spreadsheet.
#### To upload your data: * Click your Project Title in the top left * Select `Import Tasks` * Choose between `Upload a CSV` or `Copy and Paste` * Upload your CSV file, or paste your data into the importer * Select
Supported Migration Sources The migration tool is built to support CSV formatted data. If your plans are in any system with rows and columns, you can most likely either export the data directly to CSV or copy the data from the interface and paste it into a CSV or other spreadsheet. Should your existing data be inconsistently structured due to headings or another formatting technique, you can download an example CSV template below and paste your relevant data before importing. Sample CSV Import File
What can you import? The importer supports mapping of the following six properties on imported tasks. At least one mapping is required for a valid import: | Property | Accepted Format | Default Value | | --------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ------------- | | `Task Name` | Any String | "New Task" | | `Start` |

dd/MM/yyyy',

'dd/MM/yy',

'yyyy/MM/dd',

'dd-MM-yyyy',

'dd-MM-yy',

'yyyy-MM-dd',

'ddMMyy',

'yyyyMMdd',

Prefix of the day are also supported i.e. "Tue ddMMyyyy"

| Today | | `End` | Same as Start | Same as Start | | `Shift` |

'Day',

'Afternoon',

'Night',

'All',

| Day | | `Package` | Any String | N/A | | `Subcontractor` | Any String | N/A | Imported tasks will be assigned to the project's default calendar and the owner undertaking the migration.
## Map your data to Aphex *** Aphex will scan your spreadsheet and show the columns it found. Just match each one to the right Aphex property - like Task Name, Start Date, or Shift. You only need to map what you’re using.
#### To map properties: * Choose which columns in your spreadsheet match Aphex properties like `Task Name`, `Start Date`, `End Date`, `Subcontractor`, `Shift`, or `Package`. * If needed, toggle `Exclude up to row` to skip up to the first 10 rows - handy if your file includes notes or headers before the actual data starts * Select ## Confirm your Tasks *** Get a quick sense check of what you’re about to create. We’ll show you a preview of the task names, dates, and any mapped fields so you can confirm it’s all as expected.
#### To complete the import: * Review the Tasks you're about to import * If you're happy, select to add your Tasks to the Plan
What happens after the import is complete? * Imported tasks will be assigned to the project's default calendar and the owner undertaking the migration. * Assigned Project Assets, such as Packages or Subcontractors will be created automatically if required. * Tasks will be created in the plan immediately
# Status {% hint style="info" %} **Who can use this feature?** Admins & Owners can update Task Status. This can be changed to Admin only and Admins, Owners & Assignees in the Project Permissions *** Admins can regress Task Status, this can be changed to All Members in the Project Permissions {% endhint %} Task Status helps track the lifecycle of work, from planning, to commitment, to completion. It’s a simple way to bring structure and accountability to the plan. ## Updating Task Status to Promised *** Promised Tasks are commitments. If the committed dates are changed, a delay reason must be recorded in order for the update to save.
#### Change Task Status to Promised: * On the Gantt, use the Column Picker to toggle `Status` * Click the Status cell for your task & select `Promised` from the dropdown menu See also: Bulk Edits
How Promised Tasks Look in the Plan | Status | | Visual | | -------- | -------------------------------- | --------------------------------------------------------------------------------------------------- | | Promised | Start and End Date Visualisation |
| | Promised | Task Bar Visualisation |
|
## Updating Task Status to Done *** Done Tasks are those determined to have actualised start and end dates. Done Tasks are locked in place so no date changes or Progress Updates can be made.
#### Change Task Status to Done: * On the Gantt, use the Column Picker to toggle `Status` * Click the Status cell for your task & select `Done` from the dropdown menu See also: Bulk Edits
How Done Tasks Look in the Plan | Status | | Visual | | ------ | -------------------------------- | --------------------------------------------------------------------------------------------------- | | Done | Start and End Date Visualisation |
| | Done | Task Bar Visualisation |
|
## Revert a Task Status to Planned *** Planned Tasks are those not yet promised to be delivered, and can be moved freely. This is the default state of all tasks.
#### Revert Task Status to Planned: * On the Gantt, use the Column Picker to toggle `Status` * Click the Status cell for your task & select `Planned` from the dropdown menu
How Planned Tasks Look in the Plan | Status | | Visual | | ------- | -------------------------------- | --------------------------------------------------------------------------------------------------- | | Planned | Start and End Date Visualisation |
| | Planned | Task Bar Visualisation |
|
## Promised Period *** The promised Period can be set when Publishing. The Promised Period is shown as a hatched section on the Gantt, ending with a solid purple Promised Line.
* On the Gantt, Hover over and Click * A menu will appear, on the menu click See also: Set Promised Period ## Filter by Status *** Filtering by Status lets you show or hide Tasks based on whether they're Planned, Promised or Done.
**Filter by Status:** * Click and * Select `Status` in the first dropdown * Select from `Is` or `Is Not` in the second dropdown * Select from `Planned`, `Promised` or `Done` in the third dropdown See also: create & share Views
Filter Breakdown | Filter | Operator | Value | | ------ | -------------------- | ------------ | | Status |

Is
Is Not

| Multi-Select |
# Subcontractor {% hint style="info" %} **Who can use this feature?** Task Owners, Assignees and Admins can allocate a Subcontractor to their Tasks. *** Project Admins can create and manage the library of available Subcontractors. {% endhint %} Subcontractors can be assigned to Tasks to show who’s delivering the work. They help teams organise, group, and colour Tasks by Subcontractor, making it easier to coordinate and track progress across your plan. ## Creating Subcontractors *** Creating Subcontractors lets you build a reusable library of Subcontractors to assign to Tasks.
#### Creating new Subcontractors: * Click your Project Title in the top left, then select `Project Assets` * Select `Subcontractors` from the menu * Click * Create your Subcontractor by entering a name and assign a colour * The Subcontractor is added to the library of Subcontractors the team can assign to their Tasks
How Subcontractors Work * Subcontractors are a single-select property * Subcontractor acts as a tag to show which company is delivering the work - it’s not a permission-setting field. If you want someone from that company to be able to update progress or edit the Task, add them as an Assignee or an Owner. * Tasks can be coloured by or grouped by Subcontractor across all View types * Archived Subcontractors will no longer be available to add to tasks but will still exist on tasks it was assigned to before the resource was archived
## Assigning Subcontractors to Tasks *** Assigning a Subcontractor to a Task can show who’s responsible for the work and helps with organising and visualising your plan.
#### Adding Subcontractors to Tasks: * On the Gantt, use the column picker to toggle `Subcontractor` * Click a cell in the column and add a Subcontractor to the Task from the dropdown See also: Bulk Edits ## View Tasks by Subcontractor Colour *** Make it easier to see which Subcontractor is responsible for an activity by changing your Task or Work Area colour according to which Subcontractor is completing the Task.
#### To colour by Subcontractor on the Gantt: * Open a Gantt View * Click * Click `Bar Colour` and select `Subcontractor` #### To colour by Subcontractor on the Board: * Open a Board View * Click * Click `Task Card Colour` and select `Subcontractor` #### To colour by Subcontractor on the Map: * Open a Map View * Click * Click `Work Area Colour` and select `Subcontractor` ## Organise your plan by Subcontractor *** Grouping by Subcontractor arranges the Plan by who's delivering each Task. This is possible across all View types, but let's start by looking at Group By Subcontractor on Board.
#### To Group by Subcontractor on Board: * Click * Select `Subcontractor` * Optionally, select a different Primary Group, and select `Subcontractor` as the Sub-Group ## View Subcontractor Demand on the Gantt *** Turn on the Resources Overlay to see how many Tasks are planned each day per Subcontractor. You’ll get a clear view of daily workload, plus a breakdown of which Tasks are contributing to it.
#### View the Resource Overlay by Subcontractor: * Open a Gantt View * Click and select * Click the icon on the left to view your Subcontractors * Hover over the numbers to view your **Total** and **Project Utilisation** * Click the Resources Configuration icon to switch between `Tasks in View` and `Project Utilisation` * Hover over the daily quantity value to see the daily breakdown
What's Shown on Hover On hover, the daily breakdown includes: * **# of Tasks** * Number of Tasks in your current View assigned to that Subcontractor on the selected day (respects filters) * **# no of Project Tasks** * Number of Project-wide Tasks using assigned to that Subcontractor on the selected day (ignores filters) * **Task Owner Breakdown** * Lists each Task Owner contributing to Project usage * Includes Task Count and percentage of total utilisation for that day * **Cell shading** * **Darker = higher quantity** * Lighter - lower quantity * Scale is relative to the values shown in the current overlay * **Quantity values** are only shown in Day View * In Week, Month or Year mode, cell shading remains but numeric values are hidden
Resource Overlay Configuration Options | Option | Function | | ------------------------------ | -------------------------------------------------------------------------- | | **Total** | The demand for tasks in your current view | | **Project Utilisation** | The demand for your entire project | | **Hide Un-utilised resources** | Removes resources that aren’t assigned to any Tasks from the resource list |
## Filter by Subcontractor *** Filter by Subcontractor to review and manage Tasks related to particular Subcontractors across your plan.
#### Filter by Subcontractor: * Click then * Select `Subcontractor` in the first dropdown * Select from `Is`, `Is Not`, `Is Empty` or `Is Not Empty` in the second dropdown * Select your desired Subcontractor in the third dropdown See also: create & share Views
Filter Breakdown | Filter | Operator | Value | | ------------- | -------------------------------------------------- | ------------------------------ | | Subcontractor |

Is
Is Not
Is Empty
Is Not Empty

|

Multi-Select


|
## **Performance Breakdown by Subcontractor** *** Once Subcontractors have been assigned to Tasks, all updates (including Delays, On Track & Improvement events) can be traced back to each Subcontractor. This makes it easy to understand how each Subcontractor is performing across the project.
#### Aphex Insight Aphex Insight gives you a live snapshot of Subcontractor performance - no set up required. Automatically see which Subcontractors are responsible for the highest shares of delay and why. #### Power BI User Power BI to build custom reporting on Subcontractor delays and performance, based on data in your weekly Published Versions. Aphex provides free templates as a starting point but everything can be customised to suit your project reporting requirements. See also: Connect to Power BI # Tags {% hint style="info" %} **Who can use this feature?** Task Owners, Assignees and Admin users can add Tags to Tasks. *** All Project Users can create and edit Tags by default. This can be changed to Admins only in the Project Settings. {% endhint %} Tags give you a way to label Tasks with anything that matters to your team, from safety and risk, to key priorities, review flags, or anything else. They’re multi-select, fully custom, and can be used to filter views to suit different meetings, roles, or priorities. ## Creating Tags *** Creating tags lets you build a reusable library of Tags to assign to Tasks.
**To create a new Tag:** * Click your Project Title in the top left, then select `Project Assets` * Select `Tags` from the menu * Click * Create your custom Tag by entering the name and assign a colour * The Tag is added to the library of Tag the team can assign to their Tasks ## Assigning Tags to Tasks *** Tags can be added to Tasks to help group and organise work across your plan, they’re a flexible way to highlight key information without changing the structure.
**To assign Tags to Tasks:** * On the Gantt, open the column picker and toggle `Tags` * Click a cell in the column to add a Tag to the Task from the dropdown See also: Bulk Edits
How Tags Work * Tags are a multi-select property * Archived Tags will no longer be available to add to tasks but will still exist on tasks it was assigned to before the resource was archived
## Filter by Tag *** Filtering by Tags lets you focus on specific Tasks based on what’s been added to them. It’s a quick way to review and manage work related to a particular Tag across your plan.
#### To Filter by Tag: * Click then * Select `Tag` in the first dropdown * Select from `Is`, `Is Not`, `Is Empty` or `Is Not Empty` in the second dropdown * Select your desired Tag in the third dropdown See also: create & share Views
Filter Breakdown | Filter | Operator | Value | | ------ | -------------------------------------------------- | ------------------------------ | | Tag |

Is
Is Not
Is Empty
Is Not Empty

|

Multi-Select


|
# Views {% hint style="info" %} **Who can use this feature?** All Project Users can create and share Views. *** Project Users with Full Planner Access can open Gantt, Map & Board Views. Limited Planner Access Users can open List Views. {% endhint %} Views let you customise how you see the plan, from full project Gantt charts, to Maps, Board Views, or focused daily Task Lists. Every View draws from the same underlying project data but can show different filters, groupings, overlays and layouts. Views can be saved for quick access - build Personal Views as shortcuts for your own use, or Shared Views to create standardisation for meetings or collaborative sessions. ## **Create a New View** ***
#### To Create a View: * Click `+ View` at the top of your page * Click `Create new View` * Choose from `Gantt`, `Map`, `List` and `Board` * Enter a name for your new View * Click `Create View` See also: how to use the Gantt, Map, List& Board
View Access * Project Users with Full Planner Access can open and create Gantt, Map & Board Views. Limited Planner Access Users can open List Views * Every newly created View begins as a Personal View * Personal views are only visible in the project's Views List to the view's author and Project Admins. Other users won't see someone else's personal view in the Views List, but they can still access it if they have been given the direct URL
## **Share a View** *** Shared Views are great when a group of people (or the whole project) will need to see the plan data & layout set up in a specific, consistent way.
#### To Share a View: * Open the View you'd like to share * Select `View Options` on the right-hand side * Click `Shared with` and toggle on `Shared View` * Choose to share your View with `Everyone` or specific `Users & Teams` * Select if users can `Edit View` or have `View Only` access
Who can change the Sharing Controls * The user who creates the View is the View Author * View Authors can toggle between Personal/Shared, set editors, rename, delete, convert, and override the saved definition * Project Admins have the same permissions as View Authors, and can change sharing controls for all views in the project
Author, Editor & Viewer Permissions * Adding a user or team to Shared with makes that view available in their Shared with you section. The next time they create or open a view, it’ll appear at the top of their suggested views. * **View Authors:** The user who initially created the View will become the View Author. * View Authors can: * Open the View from the View List * Toggle their view between Personal & Shared * Specify certain Users & Teams as 'View Editors' * Rename the View * Delete the View * Convert the View * Duplicate the View * Save as New View * Override the Saved View Definition Project Admins have the same permissions as View Authors * **Editors:** A User or Team who have been named as an Editor on a specific Shared View. * Editors can: * Open the View from the View List * Duplicate the View * Save as New View * Override the Saved View Definition * **Viewers:** All Users & Teams who are not the Author or Editor for a specific View. * Viewers can: * If Shared, they can open the View from the View List * If Personal, they can open the View from direct URL * Save as New View * Duplicate the View
## **Saving & Resetting Views** *** Any View you open is fully customisable. You can adjust filters, grouping, layout and view controls at any time to suit what you’re working on. If your changes differ from the Saved View definition, you can either save them (if you have edit access) or reset the view to return to its original definition. #### To override the Saved View definition: * Open a View * Make adjustments to the View Controls * Select `Save View` or `Save View for Everyone` in the top right #### To Reset the View: * Open a View * Make adjustments to the View Controls * Select `Reset View` in the top right to return the View back to the Saved View definition
Saved as part of the View Definition These settings are specific to each page type and contribute to the View Definition. Any changes made here will allow users to override the saved definition **Gantt:** * Grouping * Overlays * Filters * Columns * Custom Group Order * Date Range **Map**: * Grouping * Filters * Location **Board**: * Grouping * Filters **List** * Grouping * Filters
Saved as Personal View preference These specific settings won't prompt you to save changes, as they don't contribute to the View Definition. They will be remembered between sessions and won't reset when you refresh the page, close the view, or log out **Gantt**: * Column Widths * Group Order * Expanded/Collapsed Headers * Zoom * Work Area Panel preferences * Bar Colour * Show Progress / Relationships / Overdue Blockers **Map:** * Layer visibility & Basemap * Location / Zoom extents * Work Area Colour * Highlight Issues **Board**: * Hidden Groups * Group Order * Layout * Days * Show Relationship Links **List**: * Task Properties
## Aphex Provided Views *** Every project includes a set of pre-made views. You can adjust them as you work, or duplicate one to create your own saved version.
List of Aphex Curated Views
View NameView TypeDefiniton
All Upcoming PlansGanttGroup by Folder, All Future Tasks
My Upcoming PlanGanttGroup by Folder, Filter by Owner OR Assignee = Me, Next 6 Months
Board ViewBoardGroup by Subcontractor & Shift,This Week
Map ViewMapGroup by Owner, Today + One Week Forward
Upcoming MilestonesGanttGroup by Folder, Filter by Milestone = True, All Future Tasks
Clashing Tasks ViewGanttGroup by Owner & Folder, Filter by Issue = Clash, All Future Tasks
Unresolved IssuesGanttGroup by Owner & Folder, Filter by Issue = Clash
OR Missing Data
OR Overdue Blocker, All Future Tasks
My Daily Briefing ListListGroup by Schedule, Filter by Owner OR Assignee = Me, Today
Project Daily Briefing ListListGroup by Schedule, Filter by Owner OR Assignee = Me, Today
When a new user with Full Planner Access enters a project for the first time, the two Aphex Curated Views that will open by default are: * My Upcoming Plan * All Upcoming Plans When a new user with Limited Planner Access enters a project for the first time, the two Aphex Curated Views that will open by default are: * My Daily Briefing List * Project Daily Briefing List
## **Full Screen Mode** *** Full screen mode expands your plan by hiding page headers, giving you more room to focus on the content inside your Gantt, Board, List, and Map views.
#### To turn on Full Screen Mode: * Open a new or existing View * Select `View Options` on the right-hand side * Click `Full Screen` * Or, use the Keyboard Shortcut `Alt` + `Enter` #### To turn off Full Screen Mode: * Move your cursor to the top of the Page * In the header that is revealed, select the `Exit Full Screen Mode` button * Or, use the Keyboard Shortcut `Esc`
How Full Screen Works Full Screen Mode is in Planner only, it is available across all views but cannot be the default for a specific view. The headers displaying views, view options, Project Settings/Assets, filters etc. will be accessible when moving the mouse over to the top of the screen.\ \ **Exiting Full Screen** Hit 'ESC' on your keyboard or hover over the top section of your screen and click 'Exit Full Screen' on the revealed headers. Refreshing your browser window or navigating to Home or Insight will also exit Full Screen. **Visibility** Full Screen Mode applies only to the user who enables it and only on the specific device used.
## Managing Views *** As you open Views, they appear as tabs at the top of the page so you can quickly switch between them. You can open as many as you need, reorder them to suit how you work, and hide them when you’re done, without affecting the view itself. Your open View tabs stay just the way you left them, ready for next time. # Power BI By connecting Aphex to Power BI, you can use your weekly Published Plans to create consistent, reliable dashboards without adding extra steps. The data’s already there, this is just a way to make use of it. This page pulls together everything you need to get set up, along with links to downloadable reporting templates and supporting docs. ## Connecting Aphex to Power BI Each project can generate its own secure connection to Power BI, giving teams full control over whether and when to enable reporting. You can enable the Power BI data source from the project’s Integrations menu, then generate a token and URL to connect to Power BI. Set Up Guide ## About the API & Data Model The Power BI API is based entirely on Published Versions, meaning your reports are built from official, reviewed snapshots of the plan. Because these versions are already created as part of your planning cycle, there’s no extra work required. You get access to everything: task details, PPC, variance, subcontractor activity, who’s made ready, delays & even milestone movement. Because it’s versioned data, it’s easy to track changes over time. Published Plan API ## Free Power BI Templates To help you get started quickly, we’ve created a set of plug-and-play Power BI templates. These dashboards work with your weekly Published Pan data and cover common use cases like PPC tracking, delay trends, and subcontractor performance. Once you’ve connected your project, you can also schedule a refresh so the dashboards pull in each week’s data automatically after a new version is published. Most teams choose to align this with their weekly planning cycle. Templates are free to download and easy to customise. Resource Hub How the Project Reporting Suite works # Connect Aphex to Power BI {% hint style="info" %} **Things to know before you get started:** * You will need the [Desktop Power BI application downloaded](https://powerbi.microsoft.com/en-au/) onto your device. * You must be a Project Admin to set up the integration. {% endhint %} In addition to our built in reporting app, Aphex Insight we also provide an integration with Power BI so that teams can customise their reports and hunt for insight. In this guide we will go through the key steps to start analysing your data in Power BI. Where necessary we will include links to more advanced features throughout. ## Enable Integration *** The Power BI Integration is enabled at a project level so that every team has control over who can access their data. To start, head to your project in Aphex Planner and locate the Integrations page.
#### To enable the data source: * Open your project * Click your project title in the top left and select `Integrations` from the menu * Locate the Power BI section and toggle `Enable Source` ## Generate a Token *** Once you've enabled the Power BI source, you’ll be able to copy your project's unique URL endpoint. To keep your data secure, the endpoint won’t return any data unless the request includes a valid token. The token is shown once only, so be sure to copy it before closing the window. If it expires or you forget to save it, you can generate a new one at any time.
#### To generate a token: * On the Integrations page, click `+ Generate New Token` * Give your token a name so that people know what it's being used for * Click `Generate Token` * Select `Copy Token` * Click `Done` to close the window
How Tokens Work **Authentication**\ Power BI connects using two parts: a **project-specific URL** and a **bearer token**.\ The token acts like a secure key - it proves that the request is allowed to access the data behind the URL. **Expiry**\ Tokens expire automatically after **90 days**, or can be manually revoked at any time from the project’s Integration settings. **Multiple tokens supported**\ You can create as many tokens as you need - useful if you’re connecting different tools or templates. **Naming tokens**\ Each token must be given a name when created. This helps you track where it’s being used (e.g. “PPC Dashboard” or “Client Reporting Suite”). **Usage tracking**\ You’ll be able to see the **timestamp of last use** and the **token creator** for each token so you know what’s active and what can be cleaned up.
## Download a Template *** Next up: pick a template.\ We’ve created a set of ready-to-use Power BI dashboards so you don’t have to build your own from scratch. Choose one that fits your reporting needs, then you’ll be ready to connect your project data.
#### To download a template: * Visit [Aphex's Resource Hub](https://www.aphex.co/resources) * Pick a Template * Enter in your details & email * Open the email and click the download link * A PBIT file will download to your device Download a Template or build your own using the API Reference Doc ## Load Data into Power BI *** Next step: open your template\ Before the template can show anything, it needs to connect to your project. This is where you plug in the values you saved earlier and let Power BI load your project data into the report.
#### To connect the template to your Aphex Project: * Open the PBIT file in Power BI Desktop * You’ll be prompted to enter three values: * `Project API URL` * `Token` * `Project Name` (this is just for display inside the report) * Click `Load` * Power BI will securely request your project data and load it into the report With your data loaded, the dashboard is ready to use. If you’re familiar with Power BI, you can tweak visuals, add filters, or expand the reports to fit your project’s workflow.
Common Errors * If you receive a warning about installing the latest version of Power BI Desktop you can most likely continue on without issue (although updating your software is usually a good idea!) * Ensure your token is valid, and that you've copied the Project API URL correctly **Access Web Content Prompt**\ When Power BI prompts you with the Access Web Content window, it’s asking how to authenticate your connection to the API. Since authentication is handled through the bearer token you already entered, no additional credentials are required here: * Select “`Anonymous`” as the authentication method, then click `Connect`. This tells Power BI not to apply any other login method. Using other options like “Windows” or “Organizational Account” may block the request or cause errors.
{% hint style="info" %} Got a great report template? Why not give back to the Aphex Community and share it with us {% endhint %} ## Common Connection Issues *** Most connection issues come down to one of a few predictable causes. This section walks through the ones we see most often and how to fix them. ### Access Web Content: Use Anonymous Authentication When Power BI prompts you with the Access Web Content window, make sure `Anonymous` is selected.\ This is important because the API uses your token for authentication - selecting any other method (like Windows or Organizational Account) will block the connection.
#### To use Anonymous Authentication: * In the Access Web Content window, select `Anonymous` * Make sure no other method is selected, and that no other information has been entered into the window (like Web API Key, or Organizational Account) * You may also need to ensure the `Privacy Level` is set to `None` or `Public` to avoid errors when refreshing #### To prompt the Access Web Content window: * Open the template * Click `Transform Data` * Select `Data Source Settings` * Click `Edit Permissions` at the bottom of the window * Make sure that Credentials match: * Type: `Anonymous` * Privacy Level: `None` * If needed, select `Edit` to open the Access Web Content window
Example Errors **`“The 'Authorization' header is only supported when connecting anonymously.”`**\ \&#xNAN;*`These headers can be used with all authentication types: Accept, Accept-Charset, Accept-Encoding, etc.`* * This means Power BI tried to connect using an authentication method that doesn’t support your bearer token (such as Windows or Organizational Account). *`“We couldn’t authenticate with the credentials provided.”`* * This suggests Power BI could be using the wrong method (e.g. "Organizational Account") instead of Anonymous. *`“The remote server returned an error: (401) Unauthorized.”`* * This means the API blocked the request - often because Power BI tried to use Windows or Organizational credentials instead of the token.
### Response Size Limit (32mb) By default, your request will return data from the 5 most recent Published Versions. If your project’s dataset is too large, the connection may fail to load. Unless you're on an Enterprise plan, the API response must be under 32MB. \ You can reduce the amount of data being returned by using query parameters to limit the response size. Read more about query parameters in our API Reference Doc
Example Error Messages *`“The response payload size exceeds the limit.”`* * A clear sign the API returned more than Power BI is allowed to process. *`“DataFormat.Error: We reached the end of the buffer.”`* * This usually means the dataset was too large for Power BI to handle in one response. *`“Unable to connect to the data source. The connection was closed before the data could be retrieved.”`* * This can sometimes be triggered when the response is too large and times out during transfer.
Ways to reduce data size You can use the following parameters individually or in combination: * **Limit the number of versions**\ Append `?limit=3` or `?limit=2` to your API URL\ → Example: `https://app.aphex.co/au/power-bi...?limit=3` * **Exclude resource data**\ Append `?resource=false` to your API URL\ → Useful if you don’t need labour or plant or material reporting. * **Exclude delay status data**\ Append `?status=false` to your API URL\ → Useful if you do not need to report on delay reasons. * **Exclude blocker data**\ Append `?blockers=false` to your API URL\ → Useful if you do not need to report on blockers. You can combine parameters like:\ `?limit=3&resource=false&status=false`
### Replace Expired Credentials Bearer tokens used for the Power BI integration are valid for 90 days. After that, the connection will stop working until you generate a new token. If your token has expired, simply return to the project’s Integrations page, revoke the old token, and generate a new one. You’ll need to re-enter the new token into your report to restore the connection. #### To replace an expired Token: * Generate a new Token from inside your Aphex Project * Open your template in Power BI * Click `Transform Data` then `Edit Parameters` * Select `Edit Token` * Delete your old token and add your new one, then select `Save` * You may need to `Reload Data`
Example Errors *`“The remote server returned an error: (401) Unauthorized.”`* * This usually means the token is missing, expired, or no longer valid.
## Set up Automatic Refresh *** Once your report is connected, you can configure scheduled refresh in Power BI to keep your data up to date automatically. We suggest setting the refresh to run a few hours (or the day after) your team typically creates the weekly Published Version in Aphex. That way, your dashboard will always reflect the latest plan, without any manual updates. #### To set up Scheduled Refresh inside Power BI: * **Publish your report to Power BI Service** * In Power BI Desktop, go to `File` → `Publish` → `My Workspace` (or your team’s shared workspace). * **Open dataset settings** * In Power BI Service, go to your `workspace` → `Datasets` tab. * Find the dataset linked to your Aphex report and click the `More Options (⋯)` → `Settings` * **Set authentication method to Anonymous** * Under `Data source credentials`, confirm that the method is set to `Anonymous`. * Also check that `Privacy Level` is set to `None` or `Public`, if prompted. * **Enable “Skip test connection”** * To avoid false errors during refresh setup, make sure to enable “`Skip test connection`”. * This setting tells Power BI not to validate the connection in advance, which is fine, because the bearer token is already embedded in the query. * **Set up scheduled refresh** * Expand the `Scheduled refresh` section and turn it on: * Choose `daily` or `weekly` refresh * **Save your changes** * Your dashboard will now stay in sync with the latest Published Plan - no manual exports or updates needed. Visit the Microsoft Documentation to learn more about [Scheduled Refresh in Power BI](https://learn.microsoft.com/en-us/power-bi/connect-data/refresh-scheduled-refresh) # How the Project Reporting Suite works Here at Aphex, we aim to keep things simple! That’s why we’ve created a set of pre-designed Power BI reports that allow you to pull data and insights directly from your project. A key advantage of these templates is that they exclusively pull from your published versions, ensuring you always have the most accurate and up-to-date information at your fingertips. This feature enables confident, data-driven decision-making. Each template is fully customisable to suit your unique project needs, but you can also use them as-is for immediate reporting. ## **PPC Dashboard (Task Day)** *** This report provides a snapshot of your project's progress against its plan, tracking key metrics such as PPC (Percent Plan Complete) and identifying recorded delays within your publications.
**Key Measures:**
Leading Measure (PPC) **Leading Measure:** You can choose your preferred method for measuring PPC (Percent Plan Complete) which helps in understanding how well your project is performing against the plan: * **PPC (Task Day):** Calculates the overall average percentage of task completion by evaluating the PPC of each task. The PPC of a task represents the percentage of planned workdays that were completed between two publication dates (such as from last week to now). * **PPC (Task):** Calculates the efficiency of task completion in a project by comparing the number of tasks completed to the number of tasks planned between two publication dates (such as from last week to now).
Latest Publication **Latest Publication:** Shows the date of the most recent publication in your dataset.
Current PPC **Current PPC:** Displays the current PPC based on tasks completed between the two most recent publications selected.
Tasks Progressed **Tasks Progressed:** Calculates the number of unique tasks that have made progress (i.e., have recorded workdays) during the specified reference window, which is the period between two publication dates (e.g., from last week to now). It only considers the most recent version of each task. If no progress is recorded, it returns 0.
Unplanned Tasks **Unplanned Tasks:** Calculates the number of unique tasks that have made progress (i.e., recorded workdays) but were not included in the planned work during the specified reference window (the period between two publication dates, such as from last week to now). It only considers the most recent version of each task. If no unplanned progress is recorded, it returns
Primary Source of Delay **Primary Source of Delay:** Identifies the main reason for delays based on the amount of status logged for different reasons. It filters data by positive statuses, narrows it down to relevant owners, and returns the most significant delay reason within the reference window.
Filters A number of filters can be applied to the report. By default, all filters are set to show all data: * **Publications Included:** Displays all publications in your dataset (up to five) by default, with options to select specific ones for analysis. * **Task Owners:** Displays all Task Owners with tasks in the selected publications * **Packages:** Displays all Package Names with tasks in the selected publications * **Subcontractors:** Displays all Subcontractors with tasks in the selected publications * **Folder Code:** Displays nested folder codes for the purpose of filtering to a specific branch of the folder tree.
Overall PPC Trend **Overall PPC Trend**: Breaks down the PPC on specific publication dates within the dataset and provides a rolling average (over four weeks). Hovering over the values reveals information about the included published versions (PPC, Tasks Progressed, and Unplanned Tasks).
Performance Breakdown - Users/Subcontractors/Packages **Performance Breakdown - Users/Subcontractors/Packages:** Compares the PPC of Owners, Subcontractors and Packages within the specified timeframe and over the past four weeks (rolling average). Owners are users assigned as task owners during the specified timeframe, while Subcontractors and Packages are assigned to tasks within the same timeframe.
Delay Breakdown **Delay Breakdown**: Details the reasons for delays associated with tasks in the specific time window and shows the individual reasons for delays along with their total impact (in days) for each reason.
**Available In**: * [Project Reporting Suite Template](https://get.aphex.co/template-powerbi-project-reporting-suite) * [Percent Plan Complete Dashboard Template](https://get.aphex.co/template-power-bi-ppc-dashboard) See Also: How is PPC Calculated ## PPC Dashboard (Task) *** This report provides a comprehensive overview of your project's performance, including weekly and cumulative Percent Plan Complete (PPC) scores, reasons for non-completion (RNC), and detailed task status breakdowns.
**Key Measures:**
Leading Measure (PPC) **Leading Measure:** You can choose your preferred method for measuring PPC (Percent Plan Complete) which helps in understanding how well your project is performing against the plan: * **PPC (Task Day):** Calculates the overall average percentage of task completion by evaluating the PPC of each task. The PPC of a task represents the percentage of planned workdays that were completed between two publication dates (such as from last week to now). * **PPC (Task):** Calculates the efficiency of task completion in a project by comparing the number of tasks completed to the number of tasks planned between two publication dates (such as from last week to now).
Summary * **Latest Publication:** Shows the date of the most recent publication in your dataset. * **Planned:** Counts the number of individual tasks scheduled to occur within the specified time window. * **On Track:** Counts the number of tasks that are currently ongoing or have been completed within the specified time window. * **Delayed:** Counts the number of tasks that have been delayed (pushed out) within the specified time window. * **Unplanned:** Counts tasks that were not scheduled to start within the earlier selected publication but are now included in the most recent selected publication. * **Brought Forward:** Counts tasks that have been advanced beyond the latest publication selected. * **Deleted:** Counts tasks that existed in previous publications but have been removed from the most recent selected publication.
Filters A number of filters can be applied to the report. By default, all filters are set to show all data: * **Publications Included:** Displays all publications in your dataset (up to five) by default, with options to select specific ones for analysis. * **Task Owners:** Displays all Task Owners with tasks in the selected publications * **Packages:** Displays all Package Names with tasks in the selected publications * **Subcontractors:** Displays all Subcontractors with tasks in the selected publications * **Folder Code:** Displays nested folder codes for the purpose of filtering to a specific branch of the folder tree.
Planned Percentage Complete by Week **Planned Percentage Complete by Week:** Breaks down the PPC on specific publication dates within the dataset and provides a rolling average (over four weeks). Hovering over the values reveals information about the included published versions (PPC, Tasks Progressed, and Unplanned Tasks).
Current PPC **Current PPC:** Displays the current PPC based on tasks completed between the two most recent publications selected, according to the PPC calculation method chosen by the user.
Failed Tasks **Failed Tasks:** Counts the number of tasks where the end date has been deferred to the following week.
Reason for Non-Completion (RNC) **Reason for Non-Completion (RNC)**: Calculates the delay reasons for tasks within the selected range of publications.
Reason for Non-Completion (RNC) - Past 10 Weeks **Reason for Non-Completion (RNC) - Past 10 Weeks**: Aggregates the total delay reasons for tasks that have been delayed over the past ten weeks.
**Available In**: * [Project Reporting Suite Template](https://get.aphex.co/template-powerbi-project-reporting-suite) * [Highways Weekly Dashboard Template](https://get.aphex.co/template-powerbi-highways-reporting-template) See Also: How is PPC Calculated ## **Task Explorer** *** This report offers an in-depth analysis of your project's weekly progress, highlighting task statuses and providing insights into reasons for non-completion. With detailed visualisations, you can effectively track performance and identify areas for improvement.
Leading Measure (PPC) **Leading Measure:** You can choose your preferred method for measuring PPC (Percent Plan Complete) which helps in understanding how well your project is performing against the plan: * **PPC (Task Day):** Calculates the overall average percentage of task completion by evaluating the PPC of each task. The PPC of a task represents the percentage of planned workdays that were completed between two publication dates (such as from last week to now). * **PPC (Task):** Calculates the efficiency of task completion in a project by comparing the number of tasks completed to the number of tasks planned between two publication dates (such as from last week to now).
Filters A number of filters can be applied to the report. By default, all filters are set to show all data: * **Publications Included:** Displays all publications in your dataset (up to five) by default, with options to select specific ones for analysis. * **Task Owners:** Displays all Task Owners with tasks in the selected publications * **Packages:** Displays all Package Names with tasks in the selected publications * **Subcontractors:** Displays all Subcontractors with tasks in the selected publications * **Folder Code:** Displays nested folder codes for the purpose of filtering to a specific branch of the folder tree.
Summary * **Latest Publication:** Shows the date of the most recent publication in your dataset. * **Planned:** Counts the number of individual tasks scheduled to occur within the specified time window. * **On Track:** Counts the number of tasks that are currently ongoing or have been completed within the specified time window. * **Delayed:** Counts the number of tasks that have been delayed (pushed out) within the specified time window. * **Unplanned:** Counts tasks that were not scheduled to start within the earlier selected publication but are now included in the most recent selected publication. * **Brought Forward:** Counts tasks that have been advanced beyond the latest publication selected. * **Deleted:** Counts tasks that existed in previous publications but have been removed from the most recent selected publication.
Task ID **Task ID**: Retrieves the activity ID of the task within Aphex.
Task Name **Task Name**: Displays the latest task name based on task versions.
External ID **External ID:** Finds the most recent external ID associated with the task.
Task Start/End: **Task Start/End:** Retrieves the latest start and end dates for tasks.
Reason For Non-Completion **Reason For Non-Completion**: Identifies the most recent reason for task delays within the current window. This includes all possible reasons for delays, ensuring comprehensive analysis of task status.
**Available In**: * [Project Reporting Suite Template](https://get.aphex.co/template-powerbi-project-reporting-suite) * [Highways Weekly Dashboard Template](https://get.aphex.co/template-powerbi-highways-reporting-template) ## **Publication Summary** *** This report monitors the completion and quality of your weekly publications, tracking user involvement and identifying potential issues such as clashes or missing information. With clear visualisations, you can easily assess the status of each publication and address any concerns that may arise.
**Key Measures:**
Filters * **Publications Included:** By default, this report includes all publications within your dataset (up to a maximum of five). You have the option to select specific publications for your analysis. * **Task Owners:** By default, this report includes all task owners within your dataset. You have the option to select specific Task Owners for your analysis.
Publication Summary **Publication Summary**: This section categorises each publication as "Not Ready" or "Reviewed" at the time of publication and displays user counts. Clicking on an individual bar will highlight detailed data within the Publication Breakdown.
Publication Breakdown **Publication Breakdown**: Provides a comprehensive overview of each publication, detailing the status, clashes, missing fields, and blockers associated with each user and publication date. By clicking on an individual publication, you can focus on the corresponding data within the Publication Summary.
**Available In**: * [Project Reporting Suite Template](https://get.aphex.co/template-powerbi-project-reporting-suite) * [Publications Summary Dashboard Template](https://get.aphex.co/template-power-bi-publications-summary) See Also: Blockers Clshes & Work Area Readying & Reviewing Plans Missing Fields ## **Plan Comparison** *** The Plan Comparison report provides a comprehensive analysis of plan and milestone variances, enabling you to compare the overall plan or specific milestones effectively. By highlighting changes between any two points in time, this report helps you to make informed decisions based on real-time data insights.
**Key Measures:**
Filters * **Primary Publication Selector:** This allows you to choose the publication for analysis, with the default set to the latest publication. You can also select from Latest, Prior, or\ Rest options to customise your comparison. * **Comparison Publication Selector:** The default for this selector is set to Rest, but you can adjust it to Latest, Prior, or Rest, enabling a tailored view of your comparison data. * **Subcontractors:** By default, this report includes all subcontractors within your dataset. You have the option to select specific Task Owners for your analysis. * **Task Owners:** By default, this report includes all task owners within your dataset. You have the option to select specific Task Owners for your analysis. * **Packages:** By default, this report includes all Packages within your dataset. You have the option to select specific Packages for your analysis. * **Folder Code (tree):** By default, this report includes all Folder Codes within your dataset. You have the option to select specific Folder Codes for your analysis.
New Tasks **New Tasks:** The count of new tasks created per day between publications
Comparison Publication **Comparison Publication:** This count reflects the number of tasks present in the comparison publication that have their end dates before or on the last task date from either the primary or comparison publication, providing insight into scheduling overlaps.
Primary Publication **Primary Publication:** This measure counts the number of tasks in the primary publication, based on specific conditions such as end dates and associations with both the primary and comparison publications, facilitating detailed analysis.
Milestones **Milestones:** This section displays all upcoming milestones, highlighting the most recent end date. It also compares the end dates of milestones between the primary and comparison publications, illustrating the difference in days between the two to track progress effectively.
**Available In**: * [Project Reporting Suite Template](https://get.aphex.co/template-powerbi-project-reporting-suite) * [Plan Comparison Dashboard Template](https://get.aphex.co/template-power-bi-plan-comparison) ## **Milestone Comparison** *** The Milestone Comparison report provides a focused analysis of milestone date changes across your publication history, enabling you to track schedule progression and identify trends in milestone movement over time. By comparing milestone end dates between publications and visualising variance trends, this report helps you understand schedule stability, anticipate potential delays, and communicate milestone changes effectively.
**Key Measures:**
Filters * **Selected publication:** You can select only one Published Version at a time, with the default setting being the latest Publication Version, referred to as the Selected Publication. Options include Latest, Prior, or Rest for customised analysis. * **Milestones Ending In:** By default, the dashboard focuses on the next month, but you can adjust the timeframe to include options like Last, Next, This, Days, Weeks, Months, and Years for a more specific analysis.
WBSName (Work Breakdown Structure) **WBSName:** Filter to view tasks within a specific WBS (Folder). By default, all tasks will be displayed.
Name (Task) **Name:** The name of the Milestone.
Dates (Current/Prior) * **Current Date:** The end date of the milestone in the selected publication. * **Prior Date:** The end date of the milestone in the publication prior to the selected publication.
Trend Over Time **Trend Over Time:** Displays an in-line bar chart showing a trend in milestone variance over the publications available in your dataset (maximum 5).
**Available In**: * [Project Reporting Suite Template](https://get.aphex.co/template-powerbi-project-reporting-suite) ## Daily Task Allocation *** The Daily Task Allocation report provides a detailed view of task distribution across your team, enabling you to compare planned versus actual work execution on a daily basis. By analysing task allocation between any two publications, this report helps you identify workload patterns, capacity constraints, and deviations from your original plan, supporting more accurate resource planning and scheduling decisions.
**Key Measures:**
Filters * **Publications Included:** By default, this includes all publications within your dataset (up to a maximum of five). You have the flexibility to select specific publications to include in your analysis. The latest two selected publications are used for comparison. * **Date Range Included**: By default, the dashboard focuses on the next month, but you can adjust the timeframe to include options like Last, Next, This, Days, Weeks, Months, and Years for a more specific analysis.
Daily Task Allocation by Owner * **Date:** Shows dates in the selected range * **Owner:** The owner of the task. Alternatively, this can be set to Subcontractor or Package * **Planned Tasks:** The number of tasks planned to be worked on per day from the prior selected publication * **Actual Tasks:** The number of tasks that happened per day in the latest selected publication
Planned vs Actual Tasks per Day by Owner Over-time bar chart showing: * **Count of Tasks Planned on Given Date:** The number of tasks planned to be worked on per day from the prior selected publication * **Count of Tasks on Given Date:** The number of tasks that happened per day in the latest selected publication * The X-Axis displays dates in the selected range, as well as the Task Owners/Subcontractors/Packages working on each day
**Available In**: * [Project Reporting Suite Template](https://get.aphex.co/template-powerbi-project-reporting-suite) ## **Blockers Dashboard** *** The Blockers Dashboard provides a comprehensive overview of key details regarding blockers (issues or obstacles) that may impact your project. By tracking and analysing these blockers, you can identify potential risks and implement strategies to mitigate them effectively.
**Key Measures:**
Summary * **Open Blockers (4 Weeks):** This metric counts the number of open blockers that are due within the next four weeks, providing insight into immediate concerns. * **Overdue Blockers:** This measure calculates the total number of overdue blockers in the selected publication, helping you identify tasks that need urgent attention. * **Top Overdue Category:** This identifies the blocker category with the highest number of overdue blockers for the selected publication. The data is filtered to show overdue blockers,\ grouped by category. * **Average Days Overdue:** This metric calculates the average number of days that overdue blockers have been outstanding within the selected publication, allowing for assessment of the severity of delays. * **Top Overdue Blocker:** This identifies the specific blocker that has the highest average number of overdue days for the selected publication, highlighting the most pressing issues.
Filters * **Selected Publication:** You can select only one Published Version at a time, with the default setting being the latest Publication Version, referred to as the Selected Publication. Options include Latest, Prior, or Rest for customised analysis. * **Open Blockers Date Range**: Adjusting the date range in this section influences the graph when the status is set to Open. It affects the task results in the Open tab of the table on the right, focusing on open blockers with due dates within the specified timeframe. Note that open blockers without due dates will not be included in the graph. * **Group Blockers By**: Select how to group the information displayed in the graph - by Category, Owner, or Subcontractor. The Y-axis reflects the count of distinct blocker names based on the selected status and date range, while the X-axis displays your chosen grouping option. * **Blocker Category**: This selector allows you to focus on one category at a time. The default setting is "All Categories." When a specific category is selected, the report filters to display data exclusively related to blockers within that category. * **Blocker Status:** Use this feature to select between Open, Overdue, Resolved, or All Blockers to dynamically update the information displayed in the accompanying graph. The default setting is Overdue. * **Folder Code:** Filter to view blockers on tasks within a specific WBS (Folder) in the included publications. By default, all blockers will be displayed. * **Task Owner:** Filter to view blockers on tasks owned by a specific user. By default, all blockers will be displayed. * **Packages:** Filter to view blockers on tasks within a specific package. By default, all blockers will be displayed. * **Subcontractors:** Filter to view blockers on tasks assigned to a specific Subcontractor. By default, all blockers will be displayed
Category **Category:** The graph displays how many blockers there are in each category within the selected Publications Included, with their names listed above the bars for easy identification. Hovering over each category bar will show the category name, the individual blockers assigned to that category, and the total number of blockers in that category.
All Overdue & Open * **All Overdue:** The All Overdue tab lists all tasks associated with overdue blockers within the selected published version, providing a comprehensive view of outstanding issues. * **Open:** The Open tab displays all tasks linked to open blockers, filtered by those whose due dates fall within the specified date range set in the Open Blockers Date Range control.
**Available In**: * [Project Reporting Suite Template](https://get.aphex.co/template-powerbi-project-reporting-suite) *** ## **Material Resource** *** The Material Resource offers valuable insights into how effectively material resources are planned and utilised across your project. By comparing planned quantities against actual usage, this report helps you identify trends and discrepancies, ensuring you have a comprehensive understanding of your material distribution.
**Key Measures:**
Filters * **Selected Publication**: You can select only one Published Version at a time, with the default setting being the latest Publication Version, referred to as the Selected Publication. Options include Latest, Prior, or Rest for customised analysis. * **Date Range Included**: By default, the dashboard focuses on the next month, but you can adjust the timeframe to include options like Last, Next, This, Days, Weeks, Months, and Years for a more specific analysis. * **Resource Types**: This displays the titles of materials within your Aphex project, helping you easily identify the resources in use. * **Subcontractors:** Filter to view materials on tasks assigned to a specific subcontractor. By default, all materials are displayed * **Folder Code (tree):** Filter to view materials on tasks within a specific folder. By default, all materials are displayed * **Packages:** Filter to view materials on tasks assigned to a specific package. By default, all materials are displayed * **Task Owners:** Filter to view materials on tasks owned by a specific user. By default, all materials are displayed
Material Demand **Material Demand:** This metric sums the total planned quantities of materials for tasks recorded within your selected publication and date range. Each material type is visually represented with its own bar colour on the graph, making it easy to analyse trends at a glance.
Summary **Summary:** The summary section provides a detailed breakdown of the materials included in the selected primary publication. It showcases both the total planned quantity of materials\ and the actual quantity logged, giving you a clear picture of resource utilisation.
Tasks **Tasks:** The tasks section provides a detailed breakdown of the materials included in the selected primary publication. It showcases both the total planned quantity of materials and the actual quantity logged, giving you a clear picture of resource utilisation.
Progress Percentage **Progress Percentage:** This calculates the percentage of actual materials used compared to the planned materials in the selected primary publication. It offers a straightforward percentage score to assess how closely actual usage aligns with your plans, enabling informed decision-making for future resource allocation.
**Available In**: * [Project Reporting Suite Template](https://get.aphex.co/template-powerbi-project-reporting-suite) * [Material Resource Dashboard Template](https://get.aphex.co/power-bi-material-resource-template) ## **Labour and Plant Resource** *** The Labour and Plant Resource delivers clear visualisations and precise forecast allocations, enabling you to effectively analyse how Labour and Plant resources are planned across your projects. With this dashboard, you can easily identify trends and make informed decisions regarding resource allocation.
**Key Measures:**
Filters * **Selected Publication:** You can select only one Published Version at a time, with the default setting being the latest Publication Version, referred to as the Selected Publication. Options include Latest, Prior, or Rest for customised analysis * **Resource Types:** The Resource Types selector allows you to choose which Labour and Plant resources to display. By default, all resources are included, giving you a comprehensive overview * **Subcontractors:** Filter to view labour & plant on tasks assigned to a specific subcontractor. By default, all resources are displayed * **Packages:** Filter to view labour & plant on tasks assigned to a specific package. By default, all resources are displayed * **Task Owners:** Filter to view labour & plant on tasks owned by a specific user. By default, all resources are displayed * **Folder Code (tree):** Filter to view labour & plant on tasks assigned to a specific folder. By default, all resources are displayed
Labour & Plant Demand **Labour & Plant Demand:** This metric calculates the total planned Labour and Plant resources recorded within your selected publication and date range. Each resource type is visually represented with its own bar colour on the graph, making it easy to interpret data at a glance
Date Range Included **Date Range Included**: By default, the dashboard focuses on the next month, but you can adjust the timeframe to include options like Last, Next, This, Days, Weeks, Months, and Years for a more specific analysis.
Date **Date:** The Date section displays the specific date when the resource was included in the Planner. This information updates dynamically based on your selection in the Date Range Selector
Resource **Resource:** This field indicates the title of the Labour or Plant resource in the Planner. It also updates according to your selection in the Date Range Selector, ensuring you have the most relevant information at hand.
Amount **Amount:** The Amount metric calculates the sum of the planned quantities for resources associated with tasks in the primary publication. This value will update in real-time as you adjust your selections in the Date Range Selector, providing ongoing insights into resource planning.
**Available In**: * [Project Reporting Suite Template](https://get.aphex.co/template-powerbi-project-reporting-suite) * [Labour & Plant Resource Dashboard Template](https://get.aphex.co/power-bi-labour-plant-resource-template) # How is PPC calculated? If you've downloaded one of our [free Power BI dashboards](https://www.aphex.co/resources), you may have questions about how the PPC (Percent Plan Complete) is being calculated. #### What is PPC? PPC shows you what percentage of your planned work actually got done between two dates (usually last week and this week). There are two ways to measure it: #### PPC (Task Day) This method looks at how many work days you completed as planned. **Example:** Let's say you have three tasks: * **Task A:** 3-day task, all days planned for the reference week * **Task B:** 2-day task, all days planned for the reference week * **Task C:** 4-day task, with 2 days planned for the reference week and 2 days the following week **What actually happened:** * **Task A:** ✓ All 3 days completed during the reference week * **Task B:** ✗ Slipped—only 1 of the 2 planned days completed during the reference week * **Task C:** ✗ Slipped—only 1 of the 2 planned days completed during the reference week **How we calculate it:** * Task A: 3 / 3 days = 100% PPC * Task B: 1 / 2 days = 50% PPC * Task C: 1 / 2 days = 50% PPC **Total PPC = Average(100%, 50%, 50%) = 66%** #### PPC (Task) This method only counts tasks that were completely finished on schedule. **Example:** Let's say you have three tasks: * **Task A:** Final day planned to occur in the reference week * **Task B:** Final day planned to occur in the reference week * **Task C:** Final day planned to occur in the reference week **What actually happened:** * **Task A:** ✓ Final day of task occurred in the reference week * **Task B:** ✗ Slipped—final day pushed to the following week * **Task C:** ✓ Final day of task occurred in the reference week **How we calculate it:** * Task A: Completed = 100% PPC * Task B: Not Completed = 0% PPC * Task C: Completed = 100% PPC **Total PPC = Average(100%, 0%, 100%) = 66%** # Master Schedules
Asta Powerproject/pages/Bfg5qTaGLRjVMuTwhs6Y
Primavera P6
Microsoft Project
# Asta Powerproject This guide outlines how to prepare your Asta Powerproject file *before* importing into Aphex. We've included known quirks, export tips, supported file types and small adjustments that can make a big difference once the file is uploaded into your Aphex Project. Once you've exported your file, see how to run the import into Aphex:\ Master Schedule Import ## Supported Export Formats *** `XER` `XML` (Primavera P6 Schema) `XML` ( Microsoft Project Schema) `MPP` Visit the Asta Documentation for guidance on how to export to [XML (P6) and XER](https://help.elecosoft.com/powerproject/english/17.2/Content/HTML_Topics/Conceptual/Starting_work/Primavera/Primavera_exporting.htm) & [MPP and XML (MP)](https://help.elecosoft.com/powerproject/english/17.2/Content/HTML_Topics/Dialogs/D_XMLexportwizardobjects.htm)
Choosing the Best Export Format | File Type | Best For | Limitations | | ----------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------- | | `XER` & `XML` (Primavera P6 Schema) |
  • Selecting from WBS Code or Natural Order
  • Exporting specific branches
  • Repeating imports over time
| Cannot export filtered view | | `MPP` and `XML` (MS Project Schema) |
  • Exporting specific branches
  • Exporting filtered views
  • Using WBN or OutlineNumber
| Repeating imports over time is harder if the Asta project name changes, as it affects task identifiers and can cause duplicates |
## Filtering your Asta Export *** Often, your delivery team won't need to see every single task in the Master Schedule in Aphex - they just need the right slice of it. Filtering before you export from Asta means the plan you import into Aphex includes only relevant tasks, not cluttered with everything else, like Procurement or Design. There are three main ways to filter, let's take a look at each below. ### Export a Filtered View **Best For:** Quick exports of exactly what’s on screen **Supported Export Formats:** `MS Project XML` or `MPP` For full details, visit the Asta Documentation to see how to [Apply Filters](https://help.elecosoft.com/powerproject/english/help/Content/HTML_Topics/Conceptual/Library_Explorer/Libraries/Filters.htm) and learn more about the [Export Wizard](https://help.elecosoft.com/powerproject/english/help/Content/HTML_Topics/Conceptual/Starting_work/MSProject/MS_Project_export.htm)
How to Export a Filtered View * Open your programme in Asta * Build a filter to show just the tasks you want (for example, construction activities, a specific date range etc). * In Asta: `View` → `Filters` → `New Filter` * Apply the filter so your view shows only those tasks * Right-click anywhere in the project view (or on a summary group) and select: * `Export branch or view to Microsoft Project` * Choose `MS Project XML` as the export format. * In the export wizard, look for the option: * `Export only visible tasks` or “`Export current view`” (wording can vary by Asta version). * Make sure this is selected - otherwise, Asta will export the entire schedule. * Confirm the export - only the tasks visible in the filtered view will be included in the file.
### Export a specific WBS Branch **Best For:** Selecting a complete phase/area/discipline directly from the WBS (one or several branches) and bringing it across intact. **Supported Exported Formats:** `MS Project XML` or `MPP` For full details, visit the Asta Documentation for [exporting to Microsoft Project](https://help.elecosoft.com/powerproject/english/help/Content/HTML_Topics/Conceptual/Starting_work/MSProject/MS_Project_export.htm)
How to Export a Specific WBS Branch * In Asta Powerproject, expand the WBS so you can see the branch (summary group) you want to export * Select the WBS branch. To export more than one, hold `CTRL` and click additional branches * Right-click the branch and choose: * `Export branch or view to Microsoft Project.` * In the `Export dialog`, select `Branch` * This ensures only the chosen WBS branch (or branches) will be included * Confirm `Microsoft Project XML` as the export format
### Create a Custom Filter with a User Field **Best For:** Granular control over exactly which tasks you want to import, regardless of where they sit in the overall structure. **Supported Exported Formats:** `MS Project XML`, `MPP`, `P6 XML`, `XER` For full details, visit the Asta Documentation to see how to work with [User Fields](https://help.elecosoft.com/powerproject/english/updates/Content/HTML_Topics/Conceptual/Extend_functionality/UDFs/UDFs.htm)
How to Create a Custom Filter * In Asta, create a new `User Field`: * `Project` *→* `Properties` *→* `User-Defined Fields` * Type: `Task` * Data type: `String` * Suggested name: `Aphex_Import` * Tag tasks to import * Set `Aphex_Import` = `Yes` on every task you want to bring into Aphex. * Export the project * Use your required schema: `MS Project XML`, `MPP`, `Primavera P6 XML`, or `XER` * If the export wizard offers field options, ensure `User‑Defined Fields` are included
User Field Limitations for Milestones **In Asta, Tasks and Milestones are treated as separate object types.**\ If you create a User Field for the Task object, it won’t be applied to Milestones - even if they appear in the same activity list. This means that if you're filtering for Milestones alongside Tasks, as the User Field you’ve created is `Type = Task` and `Data type = String`, it won’t apply to Milestones - so they won’t pass the "`Aphex_Import` = `Yes`" filter during import.
See also: apply your Custom Filter during the Import Process ## Importing your Asta WBS *** Aphex can build your folder structure from your Asta hierarchy. It only creates Folders for WBS levels that have Tasks included in your import (empty branches aren’t created). Your mapping options depend on the export schema you’re using:. ### Map to WBS Code **What it is:** The formal `WBS code` in the exported file\ **Why pick this:** You want folders to follow the project’s formal WBS exactly. Only select this option if you’ve built/assigned WBS codes to activities\ **Supports:** `Primavera P6 XML` and `XER`
How to Export with WBS Codes * Export to `P6 XML` or `XER` * Select `WBS` under `WBS options`; otherwise Aphex won’t see WBS Code when you run the import * [Import to Aphex](/docs/planner/features/importing-your-master-schedule-xml#map-folders) → during the `Map Fields` step: * Map `Folders` = `WBS Code` Visit the [Asta Documentation](https://help.elecosoft.com/powerproject/english/help/Content/HTML_Topics/Dialogs/D_PrimaveraXMLXERexportoptions.htm) for more detail
### Map to Natural Order **What it is:** A hierarchy built from the chart/summary grouping at export time (the “natural” on-screen order)\ **Why pick this:** You want Folders to mirror the practical on-screen grouping you used when exporting. Select this option when you’re organising by visible grouping and don’t have WBS codes in place.\ **Supports:** `Primavera P6 XML` and `XER`
How to Export with Natural Order * Export to `P6 XML` or `XER` (with your on-screen grouping set the way you want it reflected) * Under `WBS`, tick `Natural order` to create the exported WBS from your chart/summary hierarchy * [Import to Aphex](/docs/planner/features/importing-your-master-schedule-xml#map-folders) → during the `Map Fields` step: * Map `Folders` = `Natural Order` Visit the [Asta Documentation](https://help.elecosoft.com/powerproject/english/help/Content/HTML_Topics/Dialogs/D_PrimaveraXMLXERexportoptions.htm) for more detail
### Map to OutlineNumber **What it is:** An automatic path like `1.2.3` that shows a task’s exact position in the outline\ **Why pick this:** You want Folders to mirror the on-screen outline from an MS Project-schema export\ **Supports:** `MS Project XML` and `MPP`
How to Export with OutlineNumber * Export to `Microsoft Project XML` * Make sure the `Code Libraries` box is **not** selected * [Import to Aphex](/docs/planner/features/importing-your-master-schedule-xml#map-folders) → during the `Map Fields` step: * Map `Folders` = `OutlineNumber` Visit the [Asta Documentation](https://help.elecosoft.com/powerproject/english/help/Content/HTML_Topics/Conceptual/Starting_work/MSProject/MS_Project_export.htm) for more detail
### Map to Task ID (WBN) **What is it:** Asta’s `Work Breakdown Number` assigned to each task. It’s a hierarchical, generated identifier (often looks like `1.2.3`). It isn’t the formal WBS code; it’s Asta’s task ID scheme\ **Why pick this:** If your team already references WBNs and wants that familiar structure reflected in Aphex\ **Supports:** `MS Project XML`
How to Export with Task ID (WBN) * In Asta, export to `Microsoft Project XML` * Whole project: `File` *→* `Import/Export` *→* `Export to Microsoft Project` * [Import to Aphex](/docs/planner/features/importing-your-master-schedule-xml#map-folders) → during the `Map Fields` step: * Map `Folders` = `Task ID (WBN)` There’s no additional checkbox to 'include WBN' - if WBN codes exist in your project, Asta writes them into the MS Project XML and Aphex will expose them as Task ID (WBN) during mapping. Visit the [Asta Documentation](https://help.elecosoft.com/powerproject/english/help/Content/HTML_Topics/Conceptual/Numbering_tasks/Work_breakdown_numbering/Work_breakdown_numbering.htm) for more detail
## Importing Tasks with Owners, Subcontractors, Locations or Notes *** By default, Aphex imports all core task & relationship data from your export. If you've already captured extra information in Asta, like `Owner`, `Location`, `Subcontractor` or `Notes`, you can pull these into Aphex too, using Asta's Task-level `User Fields`. If you don't - that's no problem! It's easy and quick to apply the same edits in the Aphex plan. #### To import optional properties into Aphex: * Create a User Field in Asta: * Select `Task` in the `Object type` dropdown * Choose `String` as the `Field type` * We've suggest naming it something descriptive, like `Aphex_Subcontractor` * Add this new User Field as a column in your Asta view * For each Task you're importing, add in the value (the Subcontractor name, in this example) in the relevant cell Repeat for any other optional property you want to import. Also: How to map User Fields during the Import Process {% hint style="info" %} For full details on creating and managing User Fields, visit the [Asta Powerproject documentation](https://help.elecosoft.com/powerproject/english/updates/Content/HTML_Topics/Conceptual/Extend_functionality/UDFs/UDFs.htm). {% endhint %}
How to format User Fields | Aphex Property | Value | Suggested UF Name | | ----------------- | --------------------------- | --------------------- | | **Subcontractor** | Subcontractor Name | `Aphex_Subcontractor` | | **Owner** | Owner's Aphex Email Address | `Aphex_Owner` | | **Location** | Location Name | `Aphex_Location` | | **Notes** | Free Text | `Aphex_Notes` | * For `Subcontractor` and `Location`, insert the value for each relevant activity. * If the value already exists in your Aphex Project, the imported Tasks will automatically be assigned to the relevant Subcontractor or Location * If the value is unique, Aphex will create a new Subcontractor or Location and assign the imported tasks to the newly created asset * For `Owner`, insert the email address of the activity’s owner. * Check that this matches the email address the team member uses for Aphex. This will ensure the Tasks are automatically assigned to the correct user. * If not, the address entered will receive an invite to join the Aphex project. * For `Notes`, they will automatically be added as a text note to the specific imported activity
Metadata Aphex creates by default Regardless of whether you’re using User Fields to bring in optional properties, Aphex will always automatically create the following from your Asta Powerproject file: * `Task Name` * `Start Date` * `End Date` * `Duration` * `Calendar` * `Relationship Links`
User Field Limitations for Milestones **In Asta, Tasks and Milestones are treated as separate object types.**\ If you create a User Field (UF) for the Task object, it won’t be applied to Milestones - even if they appear in the same activity list. This means that if you're importing Milestones alongside Tasks, any values for optional fields like `Subcontractor`, `Owner`, `Location`, or `Notes` won’t carry over for Milestones. You can still add them manually in Aphex after the import.
## Known Limitations and Workarounds *** ### Summary Bars Asta’s `Summary Bars` are used to group and structure Tasks in a hierarchical plan. In Asta, they’re a distinct Object Type. However, when imported into Aphex, Summary Bars are treated as regular Tasks, which can result in duplication if the Tasks they summarise are also imported.
How to avoid creating duplicates * If Summary Bars are used purely for grouping, consider filtering them out before export to avoid duplicating detail tasks. * Alternatively, if you’re looking to bring in a high-level version of the programme, you can choose to import just the Summary Bars for a top-line plan.
### Mid-Links `Mid‑Links` are a type of logic link in Asta where the dependency connects to or from the middle of an activity, rather than the start or finish. To keep things as simple as possible for end users, Aphex doesn’t handle mid‑link logic - all links must connect to either the start or end of a task. Additionally, as mid-links aren’t supported in P6 or MS Project, Asta converts them during export to XML or XER to the closest matching link type.
Things to consider if you're using mid-links There's no perfect fix for mid-links, since Aphex doesn't support them, and by the time your file reaches us, Asta has already converted them to standard logic links.\ \ Here are a few ways you can approach this: * **Review mid-links before exporting** * If there are only a few, it might be worth replacing them with simpler link types, or removing them if they're not essential * **Export a logic free version** * If you have prolific use of mid-links, you might explore exporting a copy of the file with no dependencies at all. This avoids misinterpreted links entirely, and will ensure that all imported activities land on their correct dates. This could be a good option to consider if you're only bringing in high-level activities that the team will be breaking down and detailing anyway, or just the key milestones that they can build towards * **Be ready for some variance** * If mid-links stay in, expect some differences in how tasks relate to each other in Aphex
### Partial Day Tasks In Aphex, the smallest possible task duration is one day. This works well once tasks are in Aphex, but it can cause changes if you’re importing from a Master Schedule where some tasks are shorter than a full day. Aphex automatically handles these adjustments during the import process, which should result in sequenced tasks remaining aligned on the correct dates, without you needing to do anything.
What Aphex automatically does with partial day Tasks * **Every task is rounded up to a minimum of one full day** * E.g a Task that was 3 hours becomes 1 day. * A Task that started at 9pm and finished at 9am becomes two full days * **We add -1 day lag to successor logic links to offset the extra time** * E.g if you had three 1 hour tasks linked in a F>S chain all happening on the same day, we automatically convert them each to 1 day tasks, and subtract one day of lag from each relationship. * This keeps all tasks starting on the same day, matching your Master Schedule, while still meeting our minimum duration requirement
### Constraints To keep Aphex as simple as possible, constraints are not supported (e.g., “Must Start On”, “Start No Earlier Than”). When you import from Asta, Aphex will schedule from links, durations, start date and calendars. As a result, tasks that were being “held” by constraints in the source file can move once imported and be a source of variance. ## Running Subsequent Imports from the same Asta project *** Aphex assumes the lookahead inside Aphex is most up-to-date version of the plan, once tasks are imported. On later imports, existing Aphex tasks are not overwritten. Imports only ever create new tasks (i.e., tasks that don’t already exist in Aphex).
How matching works (identity) Aphex matches “same task as before” using the `External ID` which is automatically mapped during import: * `Primavera P6 XML` / `XER`: maps `External ID` = `Activity ID` * `MS Project XML` / `MPP`: maps `External ID` = `_` * `` is the name of the MS Project file * `` is the unique task ID from the file * E.g. if you have a task with ID 123 in a file called "aphex-program-2.0", the `External ID` would be `aphex-program-2.0_123`. * (WBN / OutlineNumber / WBS Code / Natural Order control folder structure, not Task identity.) **Rule:** if the External ID in the incoming file matches an Aphex task’s External ID, Aphex treats it as “already imported” and **does not update it**.
## Use Aphex to update your Asta Schedule *** Often, your Master Schedule is contractual, so nothing should change by accident. Aphex shows what’s moved and why; updates back to Asta stay manual, deliberate, and on your terms. #### **What Aphex gives you:** * `Weekly Published Versions` & `Import Baselines` - snapshots you can compare against. * `Variance Reports` & `Exports` - quickly see what changed since the last baseline (date moves, duration changes, new/removed tasks, completion). * `External ID` awareness - imported tasks carry the Asta identity, even when imported Tasks have been broken down into subtasks, so you can still line them up 1:1 when editing in Asta.
Ways to Track Variance & Compare Baselines From the Gantt: Baseline Overlay Task Data Export From Power BI: Connect to Power BI Plan Comparison Dashboard From Aphex Insight: View the Variance Report and Download the Variance CSV
# External Map Layers
ArcGIS/pages/KogxC5yK3RDnO1gAhal7
Civillo
Sensat
Propeller
Nearmap
MetroMap
DroneDeploy
# Connect ArcGIS Layers {% hint style="info" %} **Things to know before you get started:** * This feature is available on Pro+ or Enterprise plans * You need to be a Project Admin to set up the integration * Aphex supports layers being connected from any ArcGIS service (Online or Enterprise) {% endhint %} If your team uses ArcGIS to manage design context, utilities, exclusion zones, or aerial imagery, you can bring that same data into Aphex. The ArcGIS integration allows you to overlay live GIS layers directly onto your Map, so that short-term planning happens with real site context in view. This guide walks you through how to connect your ArcGIS account, find the correct URL for your layer, add it to your project in Aphex, and manage the integration moving forward. ## Supported ArcGIS Layer Types *** Aphex supports a range of commonly used ArcGIS layer types. Here’s what you can connect and display in your project. We’ll keep this list updated as more are added: `Feature Layers` `Map Image Layers` `Tile Layers` (`Raster` and `Vector`)
Maximise Layer Loading Performance **Layer Type**: Tiled or raster image layer types generally load faster than feature layers. This is especially true for layers with many strings (lines), such as design alignments. Where possible, seek to publish layers with these types; | Layer Type | Best Use | | ---------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Map Image Layers | Designs, utilities, alignments. Anything that is suited to a feature layer will perform well in Aphex as a Map Image. | | Tile Users | Drone or other aerial imagery are often already stored as tile layers and perform well. If your company's ESRI account doesn't support this, Map Image will work, too. | **Server Selection**: If your company can publish layers to an Enterprise or ArcGIS online server, there is usually a performance difference across those. Whichever is faster for loading layers in the ESRI service will be faster in Aphex.
## Retrieving the Layer URL *** To connect a layer to Aphex, you’ll need the page URL from the ArcGIS Item Details page. This makes sure the layer metadata and access permissions load correctly.
#### To find the Layer URL: * Login to your ArcGIS instance * Navigate to the layer you want to connect to your Aphex Project * Make sure the layer is one of the supported layer types * Click into the layer to open the `Item Details Page` * Copy the URL from your browser’s address bar - this is the URL you’ll use in Aphex The ArcGIS Item Details URL will commonly appear in a format similar to the below; ``` https://.maps.arcgis.com/home/item.html?id= ``` ## Connect your ArcGIS account to Aphex *** You can connect your ArcGIS account to Aphex using either your ArcGIS login credentials or a [registered app](https://developers.arcgis.com/documentation/security-and-authentication/app-authentication/tutorials/create-oauth-credentials-app-auth/). Once linked, you’ll be able to access and validate layers tied to your connected ArcGIS account.
#### To add your ArcGIS credentials into Aphex: * Open your Aphex Project * Click your Project Title in the top left then select `Integrations` * Scroll to the `Mapping Connection` section * Click and select from: * `Registered User` * `Registered App` (Client ID and Client Secret - OAuth2) * Select
Registered User vs Registered App You can connect private ArcGIS layers to Aphex using either a registered user account or a registered app (OAuth2.0). Both options work, but the app connection is more flexible if you're managing access across multiple projects. Using a **registered app** allows you to control exactly which layers projects can access, without relying on a single user having access to everything. This is especially useful if your Organisation needs to manage permissions per project or restrict access to sensitive layers. With a **registered user**, that user account must have access to every layer being connected - which can get messy across teams or projects. Apps make it easier to scale securely.
## Add Layers to the Map *** Once you’ve got your Layer URL handy, you can plug it into any real-world Location in your Project.\ After connecting it, set a Layer Policy to control exactly which sublayers show up in Aphex, keeping things neat and relevant for your team. Aphex will then automatically pull through any updates from ArcGIS, so your map stays fresh without you needing to re-upload or re-import a thing.
Both private and public layer sources from [ESRI ArcGIS](https://www.esri.com/en-us/home) can be used as a canvas for mapping in Aphex. Each Aphex Location will accept up to 20 different layer connections. Visit our Add Map Layers doc for step by step instructions on how to add layers to the Map and define a layer policy. ## Common Connection Errors *** Aphex supports layers being connected from any ArcGIS service (Online or Enterprise); however, there are some common things to validate if you experience issues; ### Credentials do not have Layer Access Check that the ArcGIS user or app you’re using has permission to view the layer.\ Try logging into ArcGIS directly and opening the layer using the same credentials - if it works there, it should work in Aphex. {% hint style="info" %} If you are using a Registered User account for access, you can test the access level of that account by simply logging into your ESRI/ArcGIS account and attempting to open the layer you want to integrate.\ \ If you can open a layer in ArcGIS, your account has permission to view it. {% endhint %}
Example Errors "*Failed to connect to your ArcGIS Instance* *Please check your login credentials and try again or speak to your ArcGIS admin*"
### Cross-Origin Resource Sharing (CORS) Restrictions By default, ArcGIS allows CORS - meaning external services like Aphex can, with the appropriate credentials, view resources such as layers. However, some GIS administrators may disallow this feature as an added security feature. If you find that a layer connects successfully, but no data is visible on the map, it may be a result of the ArcGIS CORS policy at your company. ArcGIS supports CORS access enabled, disabled, or disabled with exceptions. Therefore you can either ask your GIS administrator to return the CORS policy to default enabled or to add the following domains as CORS exceptions; * `https://app.aphex.co` * `https://dev.aphex.co` For guides on adjusting the ArcGIS CORS policy, please refer to the ArcGIS Help Guide [here](https://enterprise.arcgis.com/en/portal/latest/administer/windows/restrict-cross-domain-requests-to-your-portal.htm#:~:text=By%20default%2C%20an%20ArcGIS%20Enterprise,connect%20to%20your%20portal's%20resources).
Example Errors **Error inside the Add Layer window:** "*Url Error - Please check the url is correct and that the server is configured to allow requests from app.aphex.co*" **Error inside the Browser Developer Console:** `Access to '' from origin 'https://app.aphex.co' has been blocked by CORS policy: No 'Access-Control-Allow-Origin' header is present on the requested resource.`
### Unsupported Layer Type or Invalid URL Make sure you're using the **Item Details page URL** (not the direct tile or REST endpoint).\ Only supported layer types (listed above) will load.
Example Errors "*Url Error - Please check the url is correct and that the server is configured to allow requests from app.aphex.co*"
## Layer Performance Tips *** Aphex is designed to be as fast and lightweight as possible for users who could be accessing their project on poor connections or underpowered devices. ArcGIS, however, is a powerful GIS service that allows its customers to create immense geographical datasets. Connecting an ArcGIS layer to Aphex will allow that layer to be loaded to an almost identical way to the way that layer is loaded from ESRI services. To keep load times as short as possible, each sublayer within a layer can be set to Hide or Show, depending on the context needed at the time. There is currently a limit of 42 sublayers per layer - any sublayers that attempt to load past this amount will not render. Therefore, teams creating layers for use in Aphex should seek to balance information and end-user performance. The more data that is included in a layer, the longer it will take to load for everyone. {% hint style="info" %} In general, Aphex should take as long to load a layer as it takes ArcGIS to load the same layer.\ \ You can test the expected load time for your users by opening a layer natively in ArcGIS first. {% endhint %} ## Reduce Server Requests (Low Data Mode) *** For ArcGIS Map Service Layers (Raster Tile Layers & Map Image Layers) you have the ability to change the request mode, once the Layer has been connected to your Aphex Location, to reduce server requests.
#### To switch to Low Data Mode: * Open your Aphex Project * Click your Project Title in the top left then select `Locations` * Locate your Layer and click `...` * Select `View Summary` and scroll to the Minimise Server Requests section. Make a choice between: * `Optimised` (default) * `Reduce Server Requests` * Click This mode is set on a layer-by-layer basis. # Connect Propeller Layers {% hint style="info" %} **Things to know before you get started:** * This feature is available on Pro+ or Enterprise plans * You need to be a Project Admin to set up the integration * WMTS is a paid-premium feature in Propeller. Check with your Propeller Customer Success Engineer if you're unsure whether your account has access {% endhint %} If your team uses Propeller to capture drone surveys and aerial imagery, you can bring that same data into Aphex. The Propeller integration uses WMTS (Web Map Tile Service) to stream live site imagery directly onto your Map, so your team plans against the most current picture of the site, without anyone downloading or re-uploading a thing. This guide walks you through how to generate a WMTS link in Propeller, add it to your project in Aphex, and set a Layer Policy to control what shows up. ## Retrieving the WMTS Link *** Propeller generates a unique WMTS link per site. You'll need this link to connect your survey imagery to Aphex.
#### To generate your WMTS link: * In Propeller, click your User Icon → WMTS and API * Click , give the link a clear name, and select the Site you want to connect * Click * Copy the generated link - this is the link you’ll use in Aphex {% hint style="info" %} Propeller WMTS links don't require a username or password, anyone with the link can access your survey imagery. Only share them with trusted teammates, and avoid sending them over email or messaging apps where possible. Each link is unique. If a link is shared accidentally, you can delete it from WMTS and API settings in Propeller to instantly revoke access. {% endhint %} ## Add the Layer to Your Aphex Map *** Once you’ve got your WMTS link handy, you can plug it into any real-world Location in your Project.
Visit our Add Map Layers doc for step by step instructions on how to add layers to the Map. ## Set a Layer Policy *** When Aphex connects to your Propeller WMTS link, it detects all available survey sublayers for that site. A Layer Policy controls which of those sublayers are brought into your project, keeping things clean and relevant for your team. Because Propeller WMTS links auto-update with each new survey upload, your Layer Policy also determines how Aphex handles those incoming datasets over time. ### To set a Layer Policy: * Open the `Configure Location Layer` menu * Click into the `Layer Policy` dropdown * Make a selection from: `Most Recent`, `Change Over Time`, `All Layers` or `Custom Selection` * If you select `Custom`, use the checkboxes to manually pick sublayers * If you select `Most Recent`, define the `Layer Quantity` * Click to add the layer to your Location * The selected policy will apply to both existing and future sublayers These policies & selected Sublayers can be changed at any time.
Layer Policy Definitions & Behaviour **Most Recent\*** * Automatically updates with your most recent sublayers - choose up to 3 **Change Over Time\*** * Automatically updates to include your newest, median and oldest sublayers **All Layers** * Includes all sublayers and automatically connects to new sublayers **Custom Selection** * Choose which sublayers you want included - selected sublayers will update automatically, but new sublayers require manual selection \**Temporal order is inferred from the layer order (bottom = oldest, top = newest) as dates aren’t always available* Sublayers that were not successfully connected will display a ![](/files/BPXAnxztTUcmbrNT2W6K) icon next to the sublayer name - please check your source Layer service for more information.
{% hint style="info" %} Most Recent is usually the best starting point for Propeller surveys. It keeps your map current without pulling in every historical dataset. {% endhint %} ## How Auto-Updates Work *** Propeller WMTS links update automatically each time a new survey is processed and published for your site. You don't need to regenerate the link or reconnect the layer in Aphex, new datasets will appear in line with your Layer Policy, with no action needed on your end. # APIs # Published Plans API ## Overview This endpoint provides access to Published Plans for a project which can be a powerful way to establish a "cadence" based reporting routine (.e.g. comparing last week's performance against the prior week's) or the extraction and storage of historical plan data. By accessing the Published Plans, you can ensure that any measurement of the data is based on reviewed and agreed plans by the project team. The most common use cases of this endpoint are; * connection to Aphex-provided Power BI templates. * connection to Excel or Power BI to create custom-built reports across a project or series of projects. * consumption and storage via an ETL operation across one or many projects within a portfolio. The Power BI API has three components. * [Authentication](#authentication) * Query Parameters * Data Model {% hint style="success" %} ## Setting Up Power BI If you are looking for the quick guide to setting up Power BI for your project, [check out this guide here](/docs/integrations-and-api/power-bi/getting-started-with-power-bi-reporting) {% endhint %} ## Authentication You can access the API by querying the endpoint URL for your desired project and providing a valid Token. #### Finding your API URL As a Project Administrator, head to your project in the Aphex Planner app. From the Integrations page the API can be enabled. This will uncover the API URL specific to that project. The URL structure will be; ``` https://app.aphex.co/power-bi/v1/ ``` #### Generating Tokens From the same location you sourced the API URL, a new Token created. Create a new Token and name it i.e. `Project Dashboard Token 1` #### Secret Token You cannot retrieve the token later so you should save it in a secret manager. If you lose the token you can generate a new one. #### Querying the API To successfully authenticate your request to the API URL, set the Token in the `Authorization` header of the request. This can be done three ways; 1. If you are using an **Aphex Power BI Template**, simply paste the URL and Token into the setup modal
2. If you are generating your **own** report in Power BI, set up a new "**Web**" source. From within the Advanced menu enter the URL and header request key of `Authorization` with `Bearer` followed by your Token as the value.
3. If you are consuming the data in **any other service** construct a valid cURL request (example below). ``` curl \ -X GET \ -H "Authorization: Bearer $" \ https://app.aphex.co/power-bi/v1/ ``` ## Query Parameters Query parameters allow you to adjust what the response shall contain. To enable projects of varying size to get the most out of this API within the single response limit of 32Mb the following query parameters are supported; | Parameter | Description | | --------------------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------- | |

Limit

limit=number

| This parameter will determine how many of the historical published versions are returned. If not provided, the response will default to `5` | |

Status

status=boolean

| This parameter will determine whether status events are included in the response. If not provided, the response will default to `true` | |

Resource

resource=boolean

| This parameter will determine whether labour, plant and material assignments are included in the response. If not provided, the response will default to `true` | |

Blockers
blockers=boolean

| This parameter will determine whether blockers are included in the response. If not provided, the response will default to `true` | {% hint style="info" %} Note to enable responses greater than 32Mb please ask about an Enterprise plan. {% endhint %} ## Data Model Valid requests to the API will return a JSON response consistent with the API data model. The Power BI API Data Model contains the following objects;
Publications The Publications are included within the response window. The API will, by default, return up to the five most recent Publications. **Response** * Publication Name * Publication ID * Publication Date\
Publication Summaries The Owner breakdown for each Publication shows ready status and related data **Response** * Owner Name * Owner Email * Ready Status * Ready Date * Missing Field * Clashes * Overdue Blockers
Tasks The unique Tasks included in the response **Response** * Task ID * Project Name * Project ID
Task Version The Versions of the Tasks included in each of the Publications along with all Task properties. **Response** * Task ID * Publication ID * Task Name * Start * End * Duration * Calendar * Shift * Owner Name * Owner Email * Subcontractor * Work Area ID * Location Name * Location Type * Folder Path * Folder Name * External ID * Package ID * Package Name * Parent ID * Milestone \* * Status * Notes * Blockers * AssigneeEmails * AssigneeNames * Tags * TargetDate \**Milestones will appear as Key Task \[true / false] in the response*
Status All Status events on each of the Tasks at each of the Publications **Response** * Task ID * Publication ID * Date * Amount * Status Type * Reason * Created At * Creator Name * Creator Email
Labour Resources All Labour assigned on each of the Tasks at each of the Publications **Response** * Task ID * Date * Publication ID * Resource ID * Resource Name * Resource Planned Quantity
Plant Resources All Plant assigned on each of the Tasks at each of the Publications **Response** * Task ID * Date * Publication ID * Resource ID * Resource Name * Resource Category * Resource Planned Quantity
Material Resources All Materials assigned on each of the Tasks at each of the Publications **Response** * Task ID * Date * Publication ID * Resource ID * Resource Name * Resource Planned Quantity * Resource Actual Quantity * Resource Unit
Blockers All Blockers assigned on each of the Tasks at each of the Publications **Response** * Task ID * Blocker Due Date * Publication ID * Blocker ID * Blocker Name * Blocker Category * Blocker Status
## Limits and Restrictions The Power BI API has a small number of restrictions and limits to ensure the availability of the system and the security of customer data. * Token Management Restrictions: As covered in [Authentication](#authentication) section, requests to the API will only succeed if they follow the correct request structure and include both a valid URL and Token. Tokens are generated **individually for a Project**, by a user with Project Admin rights. * Token Validity Limits: Generated tokens have a maximum lifespan of 3 months to ensure that over time, project data is secure by default. On expiry, or at any time, new tokens can be generated for the project. * Limits: To stay within infrastructure limits and avoid paged responses on this end point, a response limit of 32Mb exists. If you experience a server error, please try reducing you data request by passing in query parameters. There is also a hard data history limit of 6 months. * Fair Use Policy: The API endpoint is designed to support periodic (usually weekly) requests from projects. Use of the service outside that threatens the availability of the service for other projects could result in a suspension of the service for the offending project. {% hint style="info" %} Note to enable responses greater than 32Mb please ask about an Enterprise plan. {% endhint %} # Work Area API {% hint style="warning" %} This feature is only available on Pro+ or Enterprise plans {% endhint %} ## Overview This endpoint provides access to the Work Areas on Published Plans for a project. Teams generating plans utilising Map Space Locations generate a unique related dataset of real-world work areas and schedule tasks. Teams can use this location data in any of their external GIS or analytics tools with the Work Area API. The Work Area API has three components. * [Authentication](#h_1cc09f10c5) * [Data Model](#h_9a7e69599f) * [Limits and Restrictions](#h_61d6b266e4) ## Authentication You can access the Work Area API by querying the endpoint URL for your desired project and providing a valid Token. Finding your API URL As a Project Administrator, head to your project in the Aphex Planner app. From the Integrations page, the API can be enabled. This will uncover the API URL specific to that project. The URL structure will be; ``` https://app.aphex.co/work-areas/v1/ ``` #### Generating Tokens From the same location you sourced the API URL, a new Token can be created. {% hint style="danger" %} #### Secret Token You cannot retrieve the token later, so be sure to save it in a secret manager. If you lose the token, you can generate a new one. {% endhint %} #### Querying the API To successfully authenticate your request to the API, set the Token in the Query String of the URL. The example below can be used by replacing the API account ID and Token using those retrieved in the earlier step ``` https://app.aphex.co/work-areas/v1//t/ ``` ## Data Model Valid requests to the API will return a JSON response consistent with the API data model. The Work Area API Data Model contains the following objects; | Object | Example | | ------------------ | ------------------------------------------- | | Work Area ID | `HEntifOafSu297hg3oj8.2IPGEecKYBdwrpxcwXCX` | | Location Name | `Main Site` | | Location Type | `Map Space` | | Task ID | `2IPGEecKYBdwrpxcwXCX` | | Task Name | `Build Wall` | | Start | `2022-06-13 00:00:00+00:00` | | End | `2022-06-14 00:00:00+00:00` | | Duration | `2` | | Shift | `day` | | Owner Display Name | `Bruce Wayne` | | Owner Email | `bruce@wayneindustries.com` | | Subcontractor | `Batman Ltd` | | WBS Path | `12.2.3` | | WBS Name | `Factories` | | External ID | `Aiw9123` | | Package Code | `W-203` | | Package Name | `Internals` | | Task ID | `2IPGEecKYBdwrpxcwXCX` | | Key Task | `False` | | Status | `Planned` | | Notes | `Crane access at 10AM` | ## Limits and Restrictions The Work Area API has a small number of restrictions and limits to ensure the availability of the system and the security of customer data. * **Token Management Restrictions**: As covered in the Authentication section, requests to the API will only succeed if they follow the correct request structure and include both a valid URL and Token. Tokens are generated individually for a Project, by a user with Project Admin rights. * **Token Validity Limits**: Generated tokens have a maximum lifespan of 3 months to ensure that over time, project data is secure by default. On expiry, or at any time, new tokens can be generated for the project. * **Publication Limit**: To maintain system availability, a Publication Limit exists for the Work Area API. Successful API requests will return up to a maximum of five (5) of the most recent Publications of data. * **Fair Use Policy**: The API endpoint is designed to support periodic (usually weekly) requests from projects. Use of the service outside that threatens the availability of the service for other projects could result in a suspension of the service for the offending project. # Plan APIs This feature is in a closed beta phase and is available upon request only for Enterprise partners. Talk to us to learn more. ## Overview The foundation of the Aphex Planner data model are projects and tasks. Tasks reflect planned work and crucial properties such as subcontractors or shifts. For customers and partners wanting to build external or internal applications and workflows on top of planned tasks, we provide a broad set of endpoints that give access to real-time data from a Plan workspace. Typically use cases for these endpoints include; * Third-party platforms and products building integrations to Aphex * Internal customer teams using planned tasks as the trigger for internal apps or workflows ## Querying the Plan APIs Our APIs follow the essence of REST and all queries must be made via HTTPS to pass the endpoint security rules. Endpoints query rules and response structure can be accessed from the following page;
/pages/MhJaNenTuhYVOeHn86SZ
/pages/JIpUX1aUyQZN5J5nVtI3
/pages/FrlJtktJ6lklRmnfhnWM
# Authentication To generate a session token, you must provide a valid Client ID and Client Secret. While in closed beta, you can obtain your API keys by contacting our Customer Success team. ## Generate Token Use this endpoint to generate a temporary Access Token ## generate token > Generate token ```json {"openapi":"3.1.1","info":{"title":"Plan API","version":"1.3.5"},"servers":[{"url":"https://app.aphex.co/"}],"paths":{"/{region}/v1/auth/token":{"post":{"description":"Generate token","summary":"generate token","parameters":[{"enum":["gb","au"],"type":"string","description":"gb | au","name":"region","in":"path","required":true}],"responses":{"200":{"description":"OK","content":{"application/json":{"schema":{"$ref":"#/components/schemas/models.OAuth2Token"}}}},"404":{"description":"Not Found","content":{"application/json":{"schema":{"$ref":"#/components/schemas/echo.HTTPError"}}}},"422":{"description":"Unprocessable Entity","content":{"application/json":{"schema":{"$ref":"#/components/schemas/echo.HTTPError"}}}},"500":{"description":"Internal Server Error","content":{"application/json":{"schema":{"$ref":"#/components/schemas/echo.HTTPError"}}}}},"requestBody":{"content":{"application/json":{"schema":{"$ref":"#/components/schemas/handlers.GenerateTokenPayload"}}},"description":"generator token payload","required":true}}}},"components":{"schemas":{"models.OAuth2Token":{"type":"object","properties":{"accessToken":{"type":"string"},"expiresIn":{"type":"string"},"tokenType":{"type":"string"}}},"echo.HTTPError":{"type":"object","properties":{"message":{}}},"handlers.GenerateTokenPayload":{"type":"object","properties":{"clientId":{"type":"string"},"clientSecret":{"type":"string"}}}}}} ``` ## Revoke Token Use this endpoint to revoke a previously generated Access token ## revoke token > Revoke token ```json {"openapi":"3.1.1","info":{"title":"Plan API","version":"1.3.5"},"servers":[{"url":"https://app.aphex.co/"}],"paths":{"/{region}/v1/auth/token/revoke":{"post":{"description":"Revoke token","summary":"revoke token","parameters":[{"enum":["gb","au"],"type":"string","description":"gb | au","name":"region","in":"path","required":true}],"responses":{"200":{"description":"OK","content":{"application/json":{"schema":{"type":"string"}}}},"404":{"description":"Not Found","content":{"application/json":{"schema":{"$ref":"#/components/schemas/echo.HTTPError"}}}},"422":{"description":"Unprocessable Entity","content":{"application/json":{"schema":{"$ref":"#/components/schemas/echo.HTTPError"}}}},"500":{"description":"Internal Server Error","content":{"application/json":{"schema":{"$ref":"#/components/schemas/echo.HTTPError"}}}}},"requestBody":{"content":{"application/json":{"schema":{"$ref":"#/components/schemas/handlers.RevokeTokenPayload"}}},"description":"revoke token payload","required":true}}}},"components":{"schemas":{"echo.HTTPError":{"type":"object","properties":{"message":{}}},"handlers.RevokeTokenPayload":{"type":"object","properties":{"clientId":{"type":"string"},"clientSecret":{"type":"string"},"token":{"type":"string"}}}}}} ``` # Project Assets Project assets are the defined lists of objects that can be attached to tasks within a project. You can query these assets to assist in constructing more precise Task queries. ## Get Users Use this endpoint to query the list of Users on a project. ## get users > Get users ```json {"openapi":"3.1.1","info":{"title":"Plan API","version":"1.3.5"},"servers":[{"url":"https://app.aphex.co/"}],"paths":{"/{region}/v1/projects/{projectId}/users":{"get":{"description":"Get users","summary":"get users","parameters":[{"enum":["gb","au"],"type":"string","description":"gb | au","name":"region","in":"path","required":true},{"type":"string","description":"projectId","name":"projectId","in":"path","required":true},{"type":"string","description":"access token","name":"X-API-Key","in":"header","required":true}],"responses":{"200":{"description":"OK","content":{"application/json":{"schema":{"allOf":[{"$ref":"#/components/schemas/HttpResponse"},{"type":"object","properties":{"results":{"type":"array","items":{"$ref":"#/components/schemas/User"}}}}]}}}},"401":{"description":"Unauthorized","content":{"application/json":{"schema":{"$ref":"#/components/schemas/echo.HTTPError"}}}},"422":{"description":"Unprocessable Entity","content":{"application/json":{"schema":{"$ref":"#/components/schemas/echo.HTTPError"}}}},"500":{"description":"Internal Server Error","content":{"application/json":{"schema":{"$ref":"#/components/schemas/echo.HTTPError"}}}}}}}},"components":{"schemas":{"HttpResponse":{"type":"object","properties":{"paging":{"$ref":"#/components/schemas/HttpPaging"},"results":{}}},"HttpPaging":{"type":"object","properties":{"next":{"$ref":"#/components/schemas/HttpPage"}}},"HttpPage":{"type":"object","properties":{"after":{"type":"string"},"link":{"type":"string"}}},"User":{"type":"object","properties":{"displayName":{"type":"string"},"email":{"type":"string"},"id":{"type":"string"}}},"echo.HTTPError":{"type":"object","properties":{"message":{}}}}}} ``` ## Get Subcontractors Use this endpoint to query the list of Subcontractors on a project. ## get subcontractors > Get subcontractors ```json {"openapi":"3.1.1","info":{"title":"Plan API","version":"1.3.5"},"servers":[{"url":"https://app.aphex.co/"}],"paths":{"/{region}/v1/projects/{projectId}/subcontractors":{"get":{"description":"Get subcontractors","summary":"get subcontractors","parameters":[{"enum":["gb","au"],"type":"string","description":"gb | au","name":"region","in":"path","required":true},{"type":"string","description":"projectId","name":"projectId","in":"path","required":true},{"type":"string","description":"access token","name":"X-API-Key","in":"header","required":true}],"responses":{"200":{"description":"OK","content":{"application/json":{"schema":{"allOf":[{"$ref":"#/components/schemas/HttpResponse"},{"type":"object","properties":{"results":{"type":"array","items":{"$ref":"#/components/schemas/Subcontractor"}}}}]}}}},"401":{"description":"Unauthorized","content":{"application/json":{"schema":{"$ref":"#/components/schemas/echo.HTTPError"}}}},"422":{"description":"Unprocessable Entity","content":{"application/json":{"schema":{"$ref":"#/components/schemas/echo.HTTPError"}}}},"500":{"description":"Internal Server Error","content":{"application/json":{"schema":{"$ref":"#/components/schemas/echo.HTTPError"}}}}}}}},"components":{"schemas":{"HttpResponse":{"type":"object","properties":{"paging":{"$ref":"#/components/schemas/HttpPaging"},"results":{}}},"HttpPaging":{"type":"object","properties":{"next":{"$ref":"#/components/schemas/HttpPage"}}},"HttpPage":{"type":"object","properties":{"after":{"type":"string"},"link":{"type":"string"}}},"Subcontractor":{"type":"object","properties":{"id":{"type":"string"},"name":{"type":"string"}}},"echo.HTTPError":{"type":"object","properties":{"message":{}}}}}} ``` ## Get Folders Use this endpoint to query the tree of Folders on a project. ## get folders > Get folders ```json {"openapi":"3.1.1","info":{"title":"Plan API","version":"1.3.5"},"servers":[{"url":"https://app.aphex.co/"}],"paths":{"/{region}/v1/projects/{projectId}/folders":{"get":{"description":"Get folders","summary":"get folders","parameters":[{"enum":["gb","au"],"type":"string","description":"gb | au","name":"region","in":"path","required":true},{"type":"string","description":"projectId","name":"projectId","in":"path","required":true},{"type":"string","description":"access token","name":"X-API-Key","in":"header","required":true}],"responses":{"200":{"description":"OK","content":{"application/json":{"schema":{"allOf":[{"$ref":"#/components/schemas/HttpResponse"},{"type":"object","properties":{"results":{"type":"array","items":{"$ref":"#/components/schemas/TaskFolder"}}}}]}}}},"401":{"description":"Unauthorized","content":{"application/json":{"schema":{"$ref":"#/components/schemas/echo.HTTPError"}}}},"422":{"description":"Unprocessable Entity","content":{"application/json":{"schema":{"$ref":"#/components/schemas/echo.HTTPError"}}}},"500":{"description":"Internal Server Error","content":{"application/json":{"schema":{"$ref":"#/components/schemas/echo.HTTPError"}}}}}}}},"components":{"schemas":{"HttpResponse":{"type":"object","properties":{"paging":{"$ref":"#/components/schemas/HttpPaging"},"results":{}}},"HttpPaging":{"type":"object","properties":{"next":{"$ref":"#/components/schemas/HttpPage"}}},"HttpPage":{"type":"object","properties":{"after":{"type":"string"},"link":{"type":"string"}}},"TaskFolder":{"type":"object","properties":{"code":{"type":"string"},"id":{"type":"string"},"name":{"type":"string"},"parentId":{"type":"string"},"path":{"type":"string"}}},"echo.HTTPError":{"type":"object","properties":{"message":{}}}}}} ``` ## Get Packages Use this endpoint to query the list of Packages on a project. ## get packages > Get packages ```json {"openapi":"3.1.1","info":{"title":"Plan API","version":"1.3.5"},"servers":[{"url":"https://app.aphex.co/"}],"paths":{"/{region}/v1/projects/{projectId}/packages":{"get":{"description":"Get packages","summary":"get packages","parameters":[{"enum":["gb","au"],"type":"string","description":"gb | au","name":"region","in":"path","required":true},{"type":"string","description":"projectId","name":"projectId","in":"path","required":true},{"type":"string","description":"access token","name":"X-API-Key","in":"header","required":true}],"responses":{"200":{"description":"OK","content":{"application/json":{"schema":{"allOf":[{"$ref":"#/components/schemas/HttpResponse"},{"type":"object","properties":{"results":{"type":"array","items":{"$ref":"#/components/schemas/TaskPackage"}}}}]}}}},"401":{"description":"Unauthorized","content":{"application/json":{"schema":{"$ref":"#/components/schemas/echo.HTTPError"}}}},"422":{"description":"Unprocessable Entity","content":{"application/json":{"schema":{"$ref":"#/components/schemas/echo.HTTPError"}}}},"500":{"description":"Internal Server Error","content":{"application/json":{"schema":{"$ref":"#/components/schemas/echo.HTTPError"}}}}}}}},"components":{"schemas":{"HttpResponse":{"type":"object","properties":{"paging":{"$ref":"#/components/schemas/HttpPaging"},"results":{}}},"HttpPaging":{"type":"object","properties":{"next":{"$ref":"#/components/schemas/HttpPage"}}},"HttpPage":{"type":"object","properties":{"after":{"type":"string"},"link":{"type":"string"}}},"TaskPackage":{"type":"object","properties":{"code":{"type":"string"},"id":{"type":"string"},"name":{"type":"string"}}},"echo.HTTPError":{"type":"object","properties":{"message":{}}}}}} ``` ## Get Calendars Use this endpoint to query the list of Calendars on a project. ## get calendars > Get calendars ```json {"openapi":"3.1.1","info":{"title":"Plan API","version":"1.3.5"},"servers":[{"url":"https://app.aphex.co/"}],"paths":{"/{region}/v1/projects/{projectId}/calendars":{"get":{"description":"Get calendars","summary":"get calendars","parameters":[{"enum":["gb","au"],"type":"string","description":"gb | au","name":"region","in":"path","required":true},{"type":"string","description":"projectId","name":"projectId","in":"path","required":true},{"type":"string","description":"access token","name":"X-API-Key","in":"header","required":true}],"responses":{"200":{"description":"OK","content":{"application/json":{"schema":{"allOf":[{"$ref":"#/components/schemas/HttpResponse"},{"type":"object","properties":{"results":{"type":"array","items":{"$ref":"#/components/schemas/TaskCalendar"}}}}]}}}},"401":{"description":"Unauthorized","content":{"application/json":{"schema":{"$ref":"#/components/schemas/echo.HTTPError"}}}},"422":{"description":"Unprocessable Entity","content":{"application/json":{"schema":{"$ref":"#/components/schemas/echo.HTTPError"}}}},"500":{"description":"Internal Server Error","content":{"application/json":{"schema":{"$ref":"#/components/schemas/echo.HTTPError"}}}}}}}},"components":{"schemas":{"HttpResponse":{"type":"object","properties":{"paging":{"$ref":"#/components/schemas/HttpPaging"},"results":{}}},"HttpPaging":{"type":"object","properties":{"next":{"$ref":"#/components/schemas/HttpPage"}}},"HttpPage":{"type":"object","properties":{"after":{"type":"string"},"link":{"type":"string"}}},"TaskCalendar":{"type":"object","properties":{"id":{"type":"string"},"name":{"type":"string"},"type":{"type":"string","enum":["five-day","six-day","seven-day","two-day","custom"]}}},"echo.HTTPError":{"type":"object","properties":{"message":{}}}}}} ``` ## Get Locations Use this endpoint to query the list of Locations on a project. ## get locations > Get locations ```json {"openapi":"3.1.1","info":{"title":"Plan API","version":"1.3.5"},"servers":[{"url":"https://app.aphex.co/"}],"paths":{"/{region}/v1/projects/{projectId}/locations":{"get":{"description":"Get locations","summary":"get locations","parameters":[{"enum":["gb","au"],"type":"string","description":"gb | au","name":"region","in":"path","required":true},{"type":"string","description":"projectId","name":"projectId","in":"path","required":true},{"type":"string","description":"access token","name":"X-API-Key","in":"header","required":true}],"responses":{"200":{"description":"OK","content":{"application/json":{"schema":{"allOf":[{"$ref":"#/components/schemas/HttpResponse"},{"type":"object","properties":{"results":{"type":"array","items":{"$ref":"#/components/schemas/TaskLocation"}}}}]}}}},"401":{"description":"Unauthorized","content":{"application/json":{"schema":{"$ref":"#/components/schemas/echo.HTTPError"}}}},"422":{"description":"Unprocessable Entity","content":{"application/json":{"schema":{"$ref":"#/components/schemas/echo.HTTPError"}}}},"500":{"description":"Internal Server Error","content":{"application/json":{"schema":{"$ref":"#/components/schemas/echo.HTTPError"}}}}}}}},"components":{"schemas":{"HttpResponse":{"type":"object","properties":{"paging":{"$ref":"#/components/schemas/HttpPaging"},"results":{}}},"HttpPaging":{"type":"object","properties":{"next":{"$ref":"#/components/schemas/HttpPage"}}},"HttpPage":{"type":"object","properties":{"after":{"type":"string"},"link":{"type":"string"}}},"TaskLocation":{"type":"object","properties":{"id":{"type":"string"},"name":{"type":"string"},"type":{"type":"string","enum":["map","drawing","off-site"]}}},"echo.HTTPError":{"type":"object","properties":{"message":{}}}}}} ``` # Tasks Project Tasks are the core object of Aphex Plan - this endpoint will return realtime Task data for a provided query. ## Get Tasks Use this endpoint to query Tasks on a project. ## get tasks > Get tasks ```json {"openapi":"3.1.1","info":{"title":"Plan API","version":"1.3.5"},"servers":[{"url":"https://app.aphex.co/"}],"paths":{"/{region}/v1/projects/{projectId}/tasks":{"get":{"description":"Get tasks","summary":"get tasks","parameters":[{"enum":["gb","au"],"type":"string","description":"gb | au","name":"region","in":"path","required":true},{"type":"string","description":"projectId","name":"projectId","in":"path","required":true},{"type":"string","description":"YYYY-MM-DD formatted date","name":"start","in":"query"},{"type":"string","description":"YYYY-MM-DD formatted date","name":"finish","in":"query"},{"enum":["day","afternoon","night","24hr"],"type":"string","description":"day | afternoon | night | 24hr","name":"shift","in":"query"},{"type":"string","description":"comma-delimited user IDs","name":"ownerIds","in":"query"},{"type":"string","description":"comma-delimited folder IDs","name":"folderIds","in":"query"},{"type":"string","description":"comma-delimited package IDs","name":"packageIds","in":"query"},{"type":"string","description":"comma-delimited location IDs","name":"locationIds","in":"query"},{"type":"string","description":"comma-delimited calendar IDs","name":"calendarIds","in":"query"},{"type":"string","description":"comma-delimited subcontractor IDs","name":"subcontractorIds","in":"query"},{"type":"string","description":"comma-delimited user IDs","name":"assignedToIds","in":"query"},{"type":"string","description":"comma-delimited additional fields (assignees,wbs,package,parent,contractor,labourResources,plantResources,materialResources,location,workArea,progress,predecessors,successors,externalId,notes)","name":"fields","in":"query"},{"type":"string","description":"access token","name":"X-API-Key","in":"header","required":true}],"responses":{"200":{"description":"OK","content":{"application/json":{"schema":{"allOf":[{"$ref":"#/components/schemas/HttpResponse"},{"type":"object","properties":{"results":{"type":"array","items":{"$ref":"#/components/schemas/Task"}}}}]}}}},"401":{"description":"Unauthorized","content":{"application/json":{"schema":{"$ref":"#/components/schemas/echo.HTTPError"}}}},"422":{"description":"Unprocessable Entity","content":{"application/json":{"schema":{"$ref":"#/components/schemas/echo.HTTPError"}}}},"500":{"description":"Internal Server Error","content":{"application/json":{"schema":{"$ref":"#/components/schemas/echo.HTTPError"}}}}}}}},"components":{"schemas":{"HttpResponse":{"type":"object","properties":{"paging":{"$ref":"#/components/schemas/HttpPaging"},"results":{}}},"HttpPaging":{"type":"object","properties":{"next":{"$ref":"#/components/schemas/HttpPage"}}},"HttpPage":{"type":"object","properties":{"after":{"type":"string"},"link":{"type":"string"}}},"Task":{"type":"object","properties":{"assignedTo":{"description":"* Optional task fields","type":"array","items":{"$ref":"#/components/schemas/User"}},"calendar":{"$ref":"#/components/schemas/TaskCalendar"},"duration":{"type":"integer"},"externalId":{"type":"string"},"finish":{"type":"string"},"folder":{"$ref":"#/components/schemas/TaskFolder"},"id":{"description":"* Default task fields","type":"string"},"keyTask":{"type":"boolean"},"labour":{"type":"array","items":{"$ref":"#/components/schemas/TaskLabour"}},"location":{"$ref":"#/components/schemas/TaskLocation"},"materials":{"type":"array","items":{"$ref":"#/components/schemas/TaskMaterial"}},"name":{"type":"string"},"notes":{"type":"string"},"owner":{"$ref":"#/components/schemas/User"},"package":{"$ref":"#/components/schemas/TaskPackage"},"parent":{"$ref":"#/components/schemas/TaskParent"},"plant":{"type":"array","items":{"$ref":"#/components/schemas/TaskPlant"}},"progress":{"type":"array","items":{"$ref":"#/components/schemas/TaskStatusEvent"}},"relatedTasks":{"type":"array","items":{"$ref":"#/components/schemas/RelatedTask"}},"shift":{"type":"string","enum":["day","afternoon","night","24hr"]},"start":{"type":"string"},"status":{"type":"string","enum":["planned","promised","done"]},"subcontractor":{"$ref":"#/components/schemas/Subcontractor"},"workArea":{"$ref":"#/components/schemas/geojson.Feature"}}},"User":{"type":"object","properties":{"displayName":{"type":"string"},"email":{"type":"string"},"id":{"type":"string"}}},"TaskCalendar":{"type":"object","properties":{"id":{"type":"string"},"name":{"type":"string"},"type":{"type":"string","enum":["five-day","six-day","seven-day","two-day","custom"]}}},"TaskFolder":{"type":"object","properties":{"code":{"type":"string"},"id":{"type":"string"},"name":{"type":"string"},"parentId":{"type":"string"},"path":{"type":"string"}}},"TaskLabour":{"type":"object","properties":{"id":{"type":"string"},"name":{"type":"string"},"quantity":{"type":"number"}}},"TaskLocation":{"type":"object","properties":{"id":{"type":"string"},"name":{"type":"string"},"type":{"type":"string","enum":["map","drawing","off-site"]}}},"TaskMaterial":{"type":"object","properties":{"dailyActual":{"type":"array","items":{"$ref":"#/components/schemas/ResourceAllocation"}},"dailyPlanned":{"type":"array","items":{"$ref":"#/components/schemas/ResourceAllocation"}},"id":{"type":"string"},"name":{"type":"string"},"quantity":{"type":"number"},"unit":{"type":"string"}}},"ResourceAllocation":{"type":"object","properties":{"date":{"type":"string"},"quantity":{"type":"number"}}},"TaskPackage":{"type":"object","properties":{"code":{"type":"string"},"id":{"type":"string"},"name":{"type":"string"}}},"TaskParent":{"type":"object","properties":{"id":{"type":"string"},"name":{"type":"string"}}},"TaskPlant":{"type":"object","properties":{"category":{"type":"string"},"id":{"type":"string"},"name":{"type":"string"},"quantity":{"type":"number"}}},"TaskStatusEvent":{"type":"object","properties":{"amount":{"type":"integer"},"date":{"type":"string"},"name":{"type":"string"},"type":{"type":"string","enum":["delay","not-started","on-schedule","shortened","started-early"]}}},"RelatedTask":{"type":"object","properties":{"id":{"type":"string"},"lag":{"type":"integer"},"name":{"type":"string"},"relation":{"type":"string","enum":["predecessor","successor"]},"type":{"type":"string","enum":["start-start","start-finish","finish-start","finish-finish"]}}},"Subcontractor":{"type":"object","properties":{"id":{"type":"string"},"name":{"type":"string"}}},"geojson.Feature":{"type":"object","properties":{"bbox":{"type":"array","items":{"type":"number"}},"geometry":{},"id":{},"properties":{"$ref":"#/components/schemas/geojson.Properties"},"type":{"type":"string"}}},"geojson.Properties":{"type":"object","additionalProperties":true},"echo.HTTPError":{"type":"object","properties":{"message":{}}}}}} ``` # Organisation Users Each user has an Organisation Role that controls what Organisation information they can access and manage in the Admin Console. #### Organisation User Roles at a Glance: | Role | Permissions Include | | --------------------------------------------------------------------------------- | -------------------------------------------------------------------------------------------------------------- | | **Super Admin** | Everything. Full control over the Organisation, Project management, Users, Settings, Billing - even deletion. | | **System Admin** | Same as Super Admin, *except* they can’t delete the Organisation or manage billing. | | **Billing Admin** | Access to billing and subscription management only. | | **Member** | Access assigned at the project level only - no admin or billing permissions. |
Super Admin Permissions Super Admins have the highest level of control in the Organisation. This role is designed for ultimate Organisation-level oversight and responsibility. | Super Admin Permissions: | | ----------------------------------------------------------- | | Full access and management of `Organisation Settings` | | Full access and management of `Organisation Users` | | Full access and management of the `Projects` page | | Full access and management of the `Security` controls | | Ability to permanently delete the Organisation (Obliterate) | | Management of `Advanced Permissions` | | Full access and management of `Billing` & `Subscription` |
System Admin Permissions System Admins have broad access across the Organisation, similar to Super Admins. They can manage Users, Projects, Security settings, and Advanced Permissions - but cannot delete the Organisation, or manage Billing. | System Admin Permissions: | | ----------------------------------------------------- | | Management of `Organisation Settings` | | Full access and management of `Organisation Users` | | Full access and management of the `Projects` page | | Full access and management of the `Security` controls | | Management of `Advanced Permissions` |
Billing Admin Permissions Billing Admins can view and manage the Organisation’s Subscription and payment settings. They don’t have access to Project or User management. | Billing Admin Permissions | | -------------------------------------------------------- | | Full access and management of `Billing` & `Subscription` |
Organisation Member Permissions By default, every new User invited to the Organisation or to a Project is added as an Org Member. Members have core access to the Organisation and can participate in Projects they're added to. They cannot open or access any pages in the Admin Console.
Permissions Matrix
PermissionSuperSysBillingMemberNotes
Access the Orgtruetruetruetrue
Be added to Projectstruetruetruetrue
Access Aphex Insighttruetruetruetrue
Open the Admin Apptruetruetruefalse
Manage Org Settingstruetruefalsefalse
Delete the Orgtruefalsefalsefalse
Manage Org Userstruetruefalsefalse
Provision Paid Seatstruetruetruetrue

Members & Billing Admin:

Only possible via Invite User flow

Downgrade Paid Seatstruetruefalsefalse
Manage Existing Projectstruetruefalsefalse
Manage Billingtruefalsetruefalse
Invite New Members to OrgtruetruetruetruePermissions can be customised
Create New ProjectstruetruetruetruePermissions can be customised
Transfer Projects Between Orgstruefalsefalsefalse
Manage Authentication truetruefalsefalse
## Seat Entitlements *** Alongside their Organisation Role, Users can also be granted a Planner Seat. Seats are paid and will determine if the user has the possibility of accessing Planner in each Project they are invited to: | Paid Seat | Entitlement | | --------- | ----------------------------------------------------------------------------------------------------------------------------------------------------- | | Planner |
  • Can be given Full Planner Access in any Project they are a User on
  • Is able to open Aphex Insight
| Full Planner access is determined at the Project level, but Users must first be assigned the correct seat to be eligible. ## Adding or Revoking Seats *** You can assign or revoke Planner Seats individually, in bulk, or during the user invite flow. #### Adding Planner Seats: Open the Admin App and select `Organisation Users` * **Indiviual Assignment:** * Click on a specific User to open their slide-in panel * Toggle on their `Planner Seat`​ * **Bulk Assignment**: * Select multiple Users using the ![](/files/W63jVJIU3eRvJn70mxG8) checkboxes * Use the multi-select toolbar to provision Planner Seats for all selected Users⁠⁠​ * **Adding New Users**: * When using the <+ add user> flow, you can assign Planner Seats during the invitation process by toggling their `Planner Seat`​ on
How Planner Seats Work * Turning a **Planner Seat on** gives the User the ability to access Planner in any Project they’re part of, and they’ll be included in billing. * If a Planner Seat is removed, any Projects where the user had Full Planner Access will automatically downgrade them to **Limited access**. * Users with Planner Seats count toward your billed seat total - this directly affects your Organisation’s subscription cost. * Only **Super Admins** and **System Admins** can manage Planner Seat assignments at the organisation level.
## Adding Organisation Users *** #### To add a new User into your Organisation: * Open the Admin App and select `Organisation Users` * Click "Add User" to trigger the Organisation Add User window * Enter email addresses separated by commas⁠ * The system will validate email formats and check for existing users⁠ * Toggle the `Planner Seat` option as needed⁠ * Click
What is the experience for Invited Users? * Users receive email invitations automatically when added⁠ * These email invitations will have a shortcut to create an account * Once an account is created, the User will be able to access your Organisation * The invite link is optional - invited Users can also sign up directly using their invited email address at [app.aphex.co/sign-up](https://app.aphex.co/sign-up)
Default Settings for New Organisation Users When users are successfully added, they receive:⁠⁠​ * Organisation Role: Member (default) * Planner Seat: No planner seat (unless assigned) * Authentication: Matches organisation setup * Last Login: Shows as "never" until first login
Adding a User at the Organisation level gives them access to the Organisation, but they won’t see any plans until they’ve been added to a Project ## Suspending Organisation Users *** Suspending a User blocks their access to the Organisation and all associated Projects without deleting their data. Suspended Users no longer count toward your billed seat total. #### To suspend a User: Open the Admin App and select `Organisation Users` * **Indiviual Suspension:** * Click on a specific User to open their slide-in panel * Click `...` then `Suspend User`​ * Confirm * **Bulk Suspension**: * Select multiple Users using ![](/files/W63jVJIU3eRvJn70mxG8) checkboxes * Use the multi-select toolbar to choose `...` then `Suspend`​ * Confirm
What Happens When Users Are Suspended **Access Blocked** * Users are blocked from accessing all organisation projects and apps⁠ **Cannot Be Added** * Other users cannot add Suspended Users to projects⁠ **Status Indication** * Suspended users show as `Suspended` throughout the system⁠ **Billing Impact** * Suspended users are no longer billed⁠ **Records Preserved** * User data and activity history remain intact⁠
Key Rules and Restrictions **Super Admin Protection** * If suspending a Super Admin, there must be at least one other active Super Admin⁠ **Project Dependencies** * User must not be on any active or archived Projects⁠ -they must be removed as Project Users first
Restoring a Suspended User **Automatic Reactivation**: Restores access to the Organisation, Projects and billing status⁠
## Deleting Organisation Users *** Deleting an Organisation User removes all record of that User from your Organisation. Users must be suspended before they can be deleted⁠. #### To Delete Organisation Users: Open the Admin App and select `Organisation Users` * **Indiviual Delete:** * Click on an already suspended User to open their slide-in panel * Click `...` then `Delete User`​ * Confirm * **Bulk Delete**: * Select multiple suspended Users using ![](/files/W63jVJIU3eRvJn70mxG8) checkboxes * Use the multi-select toolbar to choose `...` then `Delete User`​ * Confirm
What Happens When Users Are Deleted from the Org **Permanent Removal**: * Deleting a User fully removes them from the Organisation. They can’t be restored but they can be re-invited if needed, and will need to be re-added to any Projects. **Data Impact**: * User's activity history and records are permanently deleted
## Exporting Organisation Users *** Exporting Organisation Users allows you to download a CSV file containing user data from the Organisation Users table. #### **To Export Organisation Users:** * Open the Admin App and select `Organisation Users` * Select at the top right of the table
Org Users Export Format
ColumnDescription
NameUser's chosen display name
EmailUser's email address
RoleUser's Organisation Role
LastLoginThe date of the last time the user logged in to the Organisation
Planner SeatYes/No
AuthHow users sign in to the system
Suspension Status: Shows "Suspended" for suspended users⁠
# Organisation Settings # Project Users ## Project Roles *** Each user has an Project Role that controls what Tasks they can edit, and what data they can manage inside the Project. #### Project User roles at a Glance: | Role | Permissions Include | | ------------------ | -------------------------------------------------------------------------------------------------------------------------------------------------- | | **Project Admin** |

Everything. Full control over the Project Users, Settings, Assets, Imports, Publishing & Permissions.
Can edit all Tasks in the Project.

| | **Project Member** | Can make edits to their own Tasks and add new Users to the project⁠. |
Project Role Permission Matrix
DataAdminMemberNotes
Create Taskstruetrue
Edit Taskstruetrue
Manage Project Settingstruefalse
Manage Project Permissionstruefalse
Add Project UserstruetrueOrganisation -controlled
Manage Project Userstruefalse
Create Teamstruetrue
Manage Integrationstruefalse
Import Tasks via CSVtruetrue
Import Master Schedule truetrueMembers require the Import Master Schedule additional permission to access this feature
Publish the Plantruefalse
Make Readytruetrue
Manage Publicly Shared Datatruefalse
Create and Share Viewstruetrue
Manage All Viewstruefalse
Create & Manage FolderstruetrueProject-controlled
Create & Manage Packagestruetrue
Create & Manage Labourtruefalse
Create & Manage Planttruefalse
Create & Manage Materialstruefalse
Create & Manage Subcontractorstruefalse
Create & Manage Locationstruefalse
Create & Manage Calendarstruefalse
Create & Manage Delay Reasonstruefalse
Create & Manage BlockerstruetrueProject-controlled
Create & Manage TagstruetrueProject-controlled
## Additional Permissions *** Additional Permissions allow Project Admins to grant specific capabilities to Project Members without changing their Project Role. Currently the available additional permissions include: | Permission | Description | | ---------------------- | --------------------------------------------------------------------- | | Import Master Schedule | Allows a Member to import a Master Schedule and manage imported tasks |
Behaviour for Members with Permissions Members granted the **Import Master Schedule** permission can: * Import Master Schedules (XML, XER, and MPP files) * Move imported tasks from **Unassigned → Backlog → Gantt**
## Planner Access *** Seperate from their Project Role, Users either have Full or Limited Planner Access - this defines product functionality access. | Planner Access | Entitlement | | -------------- | ------------------------------------------------------ | | Full | Complete access to all Planner features and View types | | Limited | Restricted to List View only and mobile app access⁠ | Planner access is set per Project, but requires a paid Planner Seat for Full access.
Planner Access: Full vs Limited
FunctionalityFullLimited
Aphex Plannertruetrue
Gantt Viewstruefalse
Board Viewstruefalse
Map Viewstruefalse
List Viewstruetrue
Aphex Mobile (List & Map)truetrue
Published Versionstruetrue
## Managing Planner Access *** Planner Access can be set to Full or Limited for users whether you’re updating one person, multiple users at once, or inviting someone new. #### Set Full Planner Access: Open the Project and click your Project Title in the top left, then `Users` * **Individual Assignment:** * Locate a specific User in the table * Toggle their Planner Access to `Full`​ * **Bulk Assignment**: * Select multiple Users using the ![](/files/W63jVJIU3eRvJn70mxG8) checkboxes * Use the multi-select toolbar to turn on Full Planner Access for all selected Users⁠⁠​ * **Adding New Users**: * When using the Add User flow, you can allocate Full Planner Access during the invitation process by toggling their Planner Access to `Full` These same steps can be taken to set Planner Access to `Limited`
Key Access Rules * Setting a user’s Planner Access to **Full** will automatically assign them a **paid Planner Seat** if they don’t already have one. When Organisation-level Seats are removed, Planner Access is automatically adjusted within the User's Projects:⁠ * Users with Full Planner access will be downgraded to Limited access if their Planner seat is revoked⁠ * This ensures project access never exceeds what's permitted by organisation-level entitlements
## Managing Additional Permissions *** Project Admins can grant the Import Master Schedule permission to Members either individually or in bulk. * **Individual Assignment (User Panel)** * Locate a specific User in the table * Click on the User's name * In the Extra Permissions section, toggle on `Import Master Schedule` * **Bulk Assignment (User Table)** * Select multiple Users using the ![](/files/W63jVJIU3eRvJn70mxG8) checkboxes * Click the Additional Permissions icon in the multi-select toolbar. * Toggle on `Import Master Schedule` for the selected users.
Additional Permissions Indicator Users with Additional Permissions applied will display an icon next to their Project Role. * The icon shows a n+ count of additional permissions assigned. * Hovering over the icon displays a tooltip listing the permissions. If no users have Additional Permissions, the icon column will not appear in the User Table.
## Adding Project Users *** #### To add a new User into your Project: * Open the Project and click your Project Title in the top left, then `Users` * Click "Add User" to trigger the Project Add User window * Enter email addresses separated by commas⁠ * The system will validate email formats and check for existing users⁠ * Choose between `Admin` or `Member` for their Project Role * Toggle the `Full` or `Limited` Planner Access options as needed⁠ * Click
What is the experience for newly Invited Users? * Users receive email invitations automatically when added⁠ * These email invitations will have a shortcut to create an account * Once an account is created, the User will be able to access your Organisation and Project * The invite link is optional - invited Users can also sign up directly using their invited email address at [app.aphex.co/sign-up](https://app.aphex.co/sign-up)
Adding User Rules * Adding Users to Projects automatically adds them to the Organisation as Members⁠ * Assigning Full access may trigger seat allocation and billing⁠ * Some Organisations limit who can add Users to Projects⁠
## Archiving Project Users *** Archiving a User blocks their access to the Project without deleting their data or records in the Project. #### To Archive a User: Open the Project and click your Project Title in the top left, then `Users` * **Indiviual Archive:** * Locate a specific User in the table * Hover over their row and click `...` then `Archive User`​ * Confirm * **Bulk Archive**: * Select multiple Users using the ![](/files/W63jVJIU3eRvJn70mxG8) checkboxes * Use the multi-select toolbar to choose `...` then `Archive Users`​ * Confirm
What Happens When Project Users Are Archived **Access Blocked** * Users are blocked from opening the Project **Cannot Be Allocated New Tasks** * Other users cannot add archived Users as Task Owners or Assignees **Status Indication** * Archived users show as `Archived` throughout the project **Billing Impact** * Archiving a Project User has no impact on their Paid Seat or billing status **Records Preserved** * User data and activity history remain intact⁠ on the Project **Super Admin Protection** * If archiving a Project Admin, there must be at least one other active Project Admin⁠
Restoring an Archived Project User **Automatic Reactivation**: Restores the User's access to the Project and they can plan & be assigned work as before.
## Deleting Project Users *** Deleting a Project User removes all record of that User from your Project. Users must already by archived, and not own any Tasks or Packages before they can be deleted⁠. #### To Delete a Project User: Open the Project and click your Project Title in the top left, then `Users` * **Individual Delete:** * Locate a specific User in the table * Hover over their row and click `...` then `Delete User`​ * Confirm * **Bulk Delete**: * Select multiple Users using the ![](/files/W63jVJIU3eRvJn70mxG8) checkboxes * Use the multi-select toolbar to choose `...` then `Delete Users`​ * Confirm
What Happens When Users Are Deleted from the Project **Permanent Removal**: * Deleting a User fully removes them from the Project. They can’t be restored but they can be re-invited if needed, and will need to be re-added to any Tasks. **Data Impact**: * Any changes the user made to a task remain in-tact and recorded as a historic event on the Task
## Task Delegates *** Task Delegates allow one user to edit all tasks owned by another.\ For example, if User A is set as a Task Delegate for User B, they can edit any task assigned to User B. A user can have multiple Task Delegates, and there’s no limit to how many can be assigned. #### To set a Task Delegate: * Open the Project * Click your Project Title in the top left, then `Users` * Locate the User you want to set a Delegate for * Click on the User's name to open the User Panel * Click in the Task Delegate section * Select one or more Users who should be able to edit all Tasks owned by this User See also: Task Ownership
Task Delegate Permissions Task Delegates can interact with a Task with all the same permissions as an Owner, aside from: * Making the Task Ready
## Plan Reviewer *** Plan Reviewers create a two-step approval process for weekly plan updates.\ When a Task Owner marks their work as Ready, their assigned Reviewer gets notified and should review it before the final version is published. #### To set a Plan Reviewer: * Open the Project * Click your Project Title in the top left, then `Users` * Locate the User you want to set a Reviewer for * Click on the User's name to open the User Panel * In the Plan Reviewer section, open the dropdown menu * Choose one User to act as the Reviewer for that person’s plan See also: Reviewing Plans ## Exporting Project Users *** Exporting Project Users allows you to download a CSV file containing user data from the Project Users table. #### **To Export Project Users:** * Open the Project and click your Project Title in the top left, then `Users` * Select at the top right of the table
Project Users Export Format
ColumnDescription
NameUser's chosen display name
EmailUser's email address
RoleUser's Project Role
LastLoginThe date of the last time the user logged in to the Organisation
Planner AccessFull/Limited
StatusArchived/Active
Task DelegateEmail addresses of the User's Task Delegates
Plan ReviewerEmail address of the User's Plan Reviewer
# Project Settings Projects contain all the work, routines, assets, and users needed to deliver a specific project. Projects live inside an Organisation. #### **Project Settings**
SettingDescription
Project NameCustom Project Name
Project LogoUpload a PNG or JPEG as a Custom Project Logo to be used on PDF printouts (optional)
External Project ID Custom ID used for business reference (optional)
Project LocationEntering a Location for a Project enables the Weather feature, and serves as the default position for any Real World Maps.
Project TimezoneSets the default timezone for Planner and Diary features⁠
## Project Permissions *** #### **Task Status** Project Admins can control who can edit Task Status (Planned → Promised → Done).
Task Status Permission Options
OptionDescription
Admins OnlyEditing Task Status is restricted to Admins Only
Admins & OwnersEditing Task Status is restricted to Admins and Task Owners
Admins, Owners & AssigneesEditing Task Status is available to Admins, Task Owners & Task Assignees
#### **Regress Task Status** Additionally, if `Admin & Owners`, or `Admins, Owners & Assignees` is selected, Projects can control the direction of Status changes to make sure their commitments can't be undone.
Regress Task Status Permission Options
OptionDescription
TrueAll project members can regress Task Status.
E.g:
Planned → Promised or Done
Promised → Done or Planned
Done → Planned or Promised
FalseProject Members cannot regress Task Status. Only Project Admins can.
E.g
Planned ← Promised or Done
Promised ← Done
#### Create and Manage Folders Project Admins can control who can edit Create and Manage Folders.
Folder Management Permission Options
OptionDescription
Admins OnlyCreating and Managing Folders is restricted to Admins Only
All Project MembersCreating and Managing Folders can be done by Admins and Members
\*Managing Folders includes editing all properties (name, code, colour, position) and the ability to delete folders. \ \ It does not include the permission to change Folder Protection State. This will always be reserved for Admins Only.
#### Create Root Folders Additionally, if `All Project Members` have permission to Create & Manage Folders, Projects can disable the option for Members to create Root Folders .
Root Folder Permission Options
OptionDescription
TrueMembers can create Root Folders
FalseMembers cannot create Root Folders.
(Subfolders can still be created)
#### Create & Manage Blockers Projects can control who can edit Create and Manage Blockers.
Blocker Management Permission Options
OptionDescription
Admins OnlyCreating and Managing Blockers is restricted to Admins Only
All Project MembersCreating and Managing Blockers can be done by Admins and Members
Managing Blockers includes editing all properties (name, category, colour, automated due date) and the ability to archive & delete Blockers.
#### Create & Manage Tags Projects can control who can edit Create and Manage Tags.
Tag Management Permission Options
OptionDescription
Admins OnlyCreating and Managing Tags is restricted to Admins Only
All Project MembersCreating and Managing Tags can be done by Admins and Members
Managing Tags includes editing all properties (name, colour) and the ability to archive & delete Tags.
## Transferring Projects *** Projects can be transferred from one Organisation into a different Organisation (within the same data region). All data inside a transferred Project is preserved. Transferring a Project impacts the Project URL, leaving any prior URLs to Published Versions and Shared Plans invalid. If the users on the Project do not already exist as a User inside the Destination Org, they will be automatically invited as Standard Organisation Users. In order to start a Project transfer, the user initiating must be an Organisation Admin in both Organisations. ## Archiving Projects If a project is Archived, it is no longer accessible to any users and will not appear in the Project list. Archived Projects can be restored at any time. Archived Projects can be permanently deleted. All project data will be deleted without any possibility of being restored. # Subscription & Billing # User Preferences and Notifications ## User Settings A User's Profile stores information that makes your identity on Aphex unique, and keeps your Account secure: | Setting | Description | | ----------------- | ----------------------------------------------------------------------------------- | | Avatar | An uploaded image of the User's choice. Will appear next to their work in the Plan. | | User Colour | The default colour of the User's Task Bars and Work Areas. | | First / Last Name | User's chosen First and Last Name | | Email | User's email address attached to their Aphex account. This cannot be modified. | ## Personal Date Format You can change your date range within Aphex to these two types : | Type | Format | Used by | | ------------- | ---------- | ---------------------------------- | | ISO 8601 | DD/MM/YYYY | UK, Europe, Australia, New Zealand | | Middle Endian | MM/DD/YYYY | America & Canada | ## Row Height Preference You can change the scale and spacing of Tasks on the Gantt. There are three options:
OptionFunction
ComfyLarge row height and text - fewer tasks and more space
DefaultThe default row height
CompactSmaller row height and text - fits more work on the page
Your selected Gantt scale will apply to all Projects that you view in planner, it does not change the Gantt scale for other users on the Project. ## MFA To add an extra layer of protection to an Aphex account, each User has the ability to enable on Multi Factor Authentication (also known as 2FA). This feature is available for all Users on all Aphex Subscriptions and can easily be set in the Account & Preferences menu. Accessible from the Security Menu, the following options are available to configure for MFA: * Authenticator App (like Google Authenticator) ## Email and App Notifications Users can control exactly what notifications they will receive via email, and find a feed of all their notifications in-app.
Each notification will include a unique link taking users where they are needed. | Notification | Trigger | Email | In App | | ---------------------------------- | ---------------------------------------------------------------------------------------------------- | ----- | ------ | | Mentioned in a comment or note | You were mentioned in a comment or note by other user | Yes | Yes | | Comments on your Work | Another user commented on an owned or assigned Task | Yes | Yes | | Delay or Improvement on your Work | Another user adds a Status on an owned or assigned Task | Yes | Yes | | Ready Plan Reminder | You have work in the lookahead and Publication target is in X hours\* | Yes | Yes | | Review Plans Reminder | You are the Reviewer of a user that has work in the lookahead and Publication target is in X hours\* | Yes | Yes | | Upcoming Publishing Deadline | Publication target is in X hours\* | Yes | Yes | | Publish Plan Overdue Reminder | Publication target is exceeded by 24 hours | Yes | Yes | | Version Published | A new version of the plan is published | Yes | Yes | | Your Plan Unreadied | A change was made to your readied plan | Yes | Yes | | Import Complete | A import is completed | No | Yes | | New Work Assigned to You | New tasks enter your Backlog | Yes | Yes | | Added to a Project or Organisation | You are added to a new Organisation or Project | Yes | No | \* X represents the number of hours chosen for the reminder in Notification Preferences. Version Published notifications will only be triggered if the Publishing User elects to send a notification to Project Users. Users are able to unsubscribe from specific notifications and mute notifications from individual Projects in the Notifications Preferences section under User Settings. # Task Properties {% hint style="info" %} A Task in Aphex is more than just a name and a date - this doc breaks down the core elements that make each Task functional, and who has the permission to edit them. {% endhint %} ## Task Properties *** Tasks properties are the details and metadata that can be assigned to Tasks.
PropertyDescriptionProperty TypeMandatory
Activity IDUnique identifier automatically assigned to every Task in the plan. Non-editable.Stringtrue
AssigneeUsers who can help to edit and update a TaskMulti-Selectfalse
BlockersTick-off items that need to be completed before a task proceeds or finishesMulti-Selectfalse
CalendarsWorking and non-working days of a TaskSingle Selecttrue
CommentsThread of communication on the Task, with @mentions of other users.Mentionsfalse
DocumentsDocuments that can be uploaded and attached to TasksFilefalse
DurationDuration in working days. Minimum duration of 1 day.Numerictrue
End DateEnd dateDatetrue
External IDA custom unique identifier used to connect a task to an external plan, this commonly represents an Activity ID in a master scheduleStringfalse
FolderStructure used to group and organise Tasks in the plan. Typically represents the Project WBS.Single Selectfalse
LabourHuman resources required to deliver the TaskMulti-Selectfalse
LocationVisual map of an on-site location of the Task, or description of the off-site locationSingle Selectfalse
MaterialsMaterial resources required to deliver the TaskMulti-Selectfalse
NameName given to the TaskStringtrue
NotesAdditional notes that can be attached to TasksFree textfalse
OwnerUser responsible for the TaskSingle Selecttrue
PackageCustom way of grouping related Tasks in the planSingle Selectfalse
ParentParent Task of a SubtaskSingle Selectfalse
Plant
Equipment and machinery required to deliver the TaskMulti-Selectfalse
Related TasksPredecessors and Successors. Relationships can exist between Tasks in the form of Logic LinksMulti-Selectfalse
ShiftUsed to label if work is scheduled during the Day, Afternoon, Night or All.Single Selecttrue
StartStart dateDatetrue
SubcontractorSubcontractor responsible for delivering the TaskSingle Selectfalse
StatusThe overall state of a TaskSingle Selecttrue
TagCustom labels used to group, filter, or track tasks across your ProjectMulti-Selectfalse
Target DateMilestone Target DateDatefalse
Work AreaPhysical location of a Task on-site, marked-up on a MapMark Upfalse
## Task Permissions ***
PermissionOwner / AdminAssigneeNo Task Role
Delete Tasktruetruefalse
Duplicate Tasktruetruefalse
Add Subtaskstruefalsefalse
Update Task Linkstruetruefalse
Update Task Dates, Duration, Calendar and Shifttruetruefalse
Update Task Blockerstruetruefalse
Update Task Tagstruetruefalse
Update Task Subcontractor, Labour, Plant and Materialstruetruefalse
Update Task Location and Work Areatruetruefalse
Update Task Parenttruetruefalse
Update Packagetruetruefalse
Update Foldertruetruefalse
Update External IDtruetruefalse
Mark as Non-Conflictingtruefalsefalse
Convert to Milestone truetruefalse
Update Target Datetruetruefalse
Update Task Ownertruetruefalse
Update Task Assigneestruetruefalse
Add Task Commenttruetruetrue
Update Task Notestruetruefalse
Update Task Documentstruetruetrue
Update Task Statustruetruefalse
Update Material Actualstruetruefalse
Record Progress Updatetruetruefalse
# Troubleshooting Aphex ## Quick Fixes Running Aphex on your browser requires your browser to be in good health. If not, it's possible that you may experience any of the following: * Stuck on 'Fetching Data' loading screen * Notification of Errors like 'Disconnected from Server' or 'Internal Server Error' * Unresponsive pages * Unresponsive actions * Chat / Aphex Messenger not loading Good news! We've found most of these issues are resolved after taking some minor steps below to check the health of your browser. Turn off any browser extensions when you're accessing Aphex * [Microsoft Edge](https://support.microsoft.com/en-us/microsoft-edge/add-turn-off-or-remove-extensions-in-microsoft-edge-9c0ec68c-2fbc-2f2c-9ff0-bdc76f46b026#:~:text=Turn%20off%20an%20extension%20in,you%20want%20to%20turn%20off.\)) * [Google Chrome](https://support.google.com/chrome_webstore/answer/2664769?visit_id=637518945573210143-307598212\&rd=2) Ensure your browser is updated to the latest version * [Google Chrome](https://support.google.com/chrome/answer/95414) * [Microsoft Edge](https://www.microsoft.com/en-us/edge) Clear your browser's cookies/history/cache * [Google Chrome](https://support.google.com/accounts/answer/32050?co=GENIE.Platform%3DDesktop\&hl=en) * [Microsoft Edge](https://support.microsoft.com/en-us/microsoft-edge/delete-cookies-in-microsoft-edge-63947406-40ac-c3b8-57b9-2a946a29ae09) Test accessing Aphex from another browser or from an Incognito window * [Google Chrome](https://support.google.com/chrome/answer/95464?hl=en\&co=GENIE.Platform%3DDesktop) * [Microsoft Edge](https://support.microsoft.com/en-us/microsoft-edge/browse-inprivate-in-microsoft-edge-e6f47704-340c-7d4f-b00d-d0cf35aa1fcc) [Hard refresh](https://help.aphex.co/en/articles/5816353-troubleshooting-aphex) Aphex in your browser {% hint style="info" %} [Need to reset your password? Head here.](/docs/authentication/how-do-i-reset-my-password) {% endhint %} ## Network Access Issues If you've given all the troubleshooting steps above a shot and you're still stuck, then it's likely some of the services or technology we require to run Aphex are being blocked by your device or company IT security. We'd recommended unblocking and (or) whitelisting the following domains from HTTPS/SSL inspection: * `aphex.co` * `Inc. subdomains: app.aphex.co, help.aphex.co` * `.cloudfunctions.net` * `https://firestore.googleapis.com` * `https://storage.googleapis.com/aphex-prod.appspot.com` * `https://storage.googleapis.com/aphex-prod-aus.appspot.com` * `api.workos.com` Also, if it's specifically the Aphex Chat Messenger that's not loading, unblocking and(or) whitelisting these domains from HTTPS/SSL inspection should do the trick: * `api-iam.intercom.io` * `widget.intercom.io` If you'd like a hand liaising with your company's IT tech to get things diagnosed and sorted, we're more than happy to help! Feel free to copy us in, or drop us a line directly on # Troubleshooting your ArcGIS integrations Integrating ArcGIS layers into Aphex allows construction teams to visualise their schedules on top of the actual project design, imagery or services. If you have any issues during setup, this is a really useful starting point that collects the most common problems and resolutions. ## Aphex Project Setup Requirements To set up an ArcGIS integration, make sure your Aphex project has the following; 1. **Subscription**: There is an active subscription to Pro+ or Enterprise plans (unless your project is on the Limited Beta program) 2. **Location**: A Map Space location is created from the Locations page in Aphex Planner, and you are initiating the integration from this Map Space location. ## Common Issues or Questions Aphex supports layers being connected from any ArcGIS service (Online or Enterprise); however, there are some common things to validate if you experience issues; ### Layer Access Connecting an ArcGIS layer to Aphex requires valid credentials to be provided during setup. Please make sure that the credentials provided have permission to view the layers being connected. {% hint style="info" %} If you are using a Registered User account for access, you can test the access level of that account by simply logging into your ESRI/ArcGIS account and attempting to open the layer you want to integrate.\ \ If you can open a layer in ArcGIS, your account has permission to view it. {% endhint %} ### Supported Layers Aphex currently supports the following source resources from ArcGIS; * Feature Layers * Map Image Layers * Tile Layers (Raster and Vector) * Web Map Tile Service (WMTS) ### Cross-Origin Resource Sharing (CORS) Restrictions By default, ArcGIS allows CORS - meaning external services like Aphex can, with the appropriate credentials, view resources such as layers. However, some GIS administrators may disallow this feature as an added security feature. If you find that a layer connects successfully, but no data is visible on the map, it may be a result of the ArcGIS CORS policy at your company. ArcGIS supports CORS access enabled, disabled, or disabled with exceptions. Therefore you can either ask your GIS administrator to return the CORS policy to default enabled or to add the following domains as CORS exceptions; * `https://app.aphex.co` * `https://dev.aphex.co` {% hint style="warning" %} Please ensure you add the CORS exception domains exactly as they appear above. {% endhint %} For guides on adjusting the ArcGIS CORS policy, please refer to the ArcGIS Help Guide [here](https://enterprise.arcgis.com/en/portal/latest/administer/windows/restrict-cross-domain-requests-to-your-portal.htm#:~:text=By%20default%2C%20an%20ArcGIS%20Enterprise,connect%20to%20your%20portal's%20resources). ### Layer Performance Issues Aphex is designed to be as fast and lightweight as possible for users who could be accessing their project on poor connections or underpowered devices. ArcGIS, however, is a powerful GIS service that allows its customers to create immense geographical datasets. Connecting an ArcGIS layer to Aphex will allow that layer to be loaded to an almost identical way to the way that layer is loaded from ESRI services. To keep load times as short as possible, each sublayer within a layer can be set to Hide or Show, depending on the context needed at the time. There is currently a limit of 42 sublayers per layer - any sublayers that attempt to load past this amount will not render. {% hint style="info" %} In general, Aphex should take as long to load a layer as it takes ArcGIS to load the same layer.\ \ You can test the expected load time for your users by opening a layer natively in ArcGIS first. {% endhint %} Therefore, teams creating layers for use in Aphex should seek to balance information and end-user performance. The more data that is included in a layer, the longer it will take to load for everyone. Some common tactics can be used to maximise layer loading performance in both ArcGIS and Aphex; * **Layer Type**: Tiled or raster image layer types generally load faster than feature layers. This is especially true for layers with many strings (lines), such as design alignments. Where possible, seek to publish layers with these types; * **Map Image Layers**: Designs, utilities, alignments. Anything that is suited to a feature layer will perform well in Aphex as a Map Image. * **Tile Layers**: Drone or other aerial imagery are often already stored as tile layers and perform well. If your company's ESRI account doesn't support this, Map Image will work, too. * **Server Selection**: If your company can publish layers to an Enterprise or ArcGIS online server, there is usually a performance difference across those. Whichever is faster for loading layers in the ESRI service will be faster in Aphex. # Troubleshooting Microsoft Teams External Access {% hint style="info" %} Aphex uses Microsoft Teams to communicate with customers and their users where they typically communicate internally. We do this for training, support, coordination, and analytics work. This allows us to provide real-time support with fast response times. {% endhint %} From time to time, some customers find that we're unable to create group chats due to external access restrictions in their Teams configuration. ## When You Might Need This Guide *** Your Aphex Customer Success Manager might contact you saying they're experiencing an error when trying to add team members to a Teams group chat. The error typically appears as: * "`We can't set up the conversation because your organisations are not set up to talk to each other`" * "`External access is not enabled for this organisation`" If your Customer Success Manager reports seeing these errors, it's usually caused by your organisation's Teams external access settings blocking communication with external domains. ## Prerequisites *** To resolve this issue, you'll need: * **Teams Administrator Access**: The person making these changes must have Microsoft Teams administrator privileges in your Microsoft 365 environment * **Permission to Modify Security Settings**: This change affects organisation-wide communication policies, so appropriate approval may be required depending on your company's change management process ## Enabling Aphex External Communication *** ### Step : Access Teams External Communications Settings 1. Go to 2. Sign in with Teams administrator credentials ### Step : Configure External Domain Settings You have two recommended options: **Option A: Allow All External Domains (Simplest)** 1. In the "Teams and Skype for Business users in external organisations" section 2. Select **"Allow all external domains"** from the dropdown 3. Click **Save** **Option B: Allow Specific Domains (More Restrictive)** 1. In the "Teams and Skype for Business users in external organisations" section 2. Select **"Allow only specific external domains"** 3. Add `aphex.co` to the allowed domains list 4. Click **Save**
### Step : Test the Configuration 1. **Wait 2-4 hours** for the changes to propagate across Microsoft's systems 2. **Contact your Aphex Customer Success Manager** to test group chat creation 3. **Verify functionality** by sending a test message in the group chat If issues persist after 4 hours, contact your Teams administrator to verify the configuration was saved correctly. # Troubleshooting Your SAML Single Sign-On Setup {% hint style="info" %} **Note:** SAML SSO is available on Enterprise plans only. {% endhint %} SAML Single Sign-On (SSO) integration with Aphex streamlines access management by allowing your team to use existing identity provider credentials. If you're experiencing issues with your SSO configuration or want to prevent common problems, this guide covers the most frequent issues and their resolutions. *For step-by-step setup instructions, see our* [*Setting up SAML SSO*](/docs/authentication/setting-up-saml-sso) *guide.* ## Common Issues and Questions ### Some colleagues are still using email/password authentication while others SSO **Scenario:** SSO has been enabled, but some team members continue to log in using email and password instead of being redirected to SSO. **Most likely cause:** These colleagues have email addresses from domains that weren't included in your SSO configuration. **Why this happens:** Only domains that have been verified as part of the SSO setup process will trigger enforced SSO workflows. Construction teams often use email aliases for joint venture projects or project-specific emails (e.g., `bill.smith@project1jointventure.com` vs `bill.smith@company1.com`). If the joint venture domain wasn't included when SSO was set up, those users won't be subject to SSO enforcement. **Resolution:** 1. **For administrators:** Review which domains were registered during SSO setup. You can view and modify these settings in the Aphex admin console, or contact to add any missing domains that should be subject to SSO. ### End users getting "unauthorised" error from Microsoft/IdP after login attempt **Scenario:** User attempts to log in, gets redirected to identity provider (e.g., Microsoft), but receives an "unauthorised" error screen. **Most likely cause:** The user hasn't been assigned to the Aphex application in your identity provider. **Why this happens:** For authentication to succeed, your identity provider needs to confirm both who the user is and that they have permission to access Aphex. This permission is controlled by application assignments within your IdP. **Resolution:** 1. **For end users:** Contact your internal IT team to request access to the Aphex application 2. **For administrators:** * Log into your identity provider (e.g. Microsoft Entra, Okta) * Navigate to the Aphex enterprise application * Assign the user or their group to the application * Refer to step 4 in our [Setting up SAML SSO](/docs/troubleshooting/troubleshooting-your-saml-single-sign-on-setup) guide for detailed instructions {% hint style="info" %} **Important:** Unless directly sync is being used, user management typically happens within Aphex. To avoid duplicated effort and the need to add or remove users from both within Aphex and your IdP, we recommend assigning a broad group or making the application available to everyone. If Directory Sync is enabled then the IdP becomes the primary manager of users. {% endhint %} ### Logging in with one email but accessing a different account **Scenario:** User logs in with `bill.smith@project1jointventure.com` but gets logged into an account for `bill.smith@company1.com`, or receives an error about the @company1.com account being unauthorised. **Most likely cause:** The primary identifier returned by your identity provider differs from the email address the user is attempting to use for login. **Why this happens:** When a user enters any email address from a domain configured for SSO, Aphex routes them to your identity provider. However, the identity provider returns its own primary identifier for that user (which might be their main corporate email), regardless of which alias they used to initiate login. **Resolution:** 1. **For End Users:** * Check which email address your Aphex invitation was sent to - this indicates the account you should be accessing * Ask your administrator which email address was used when your account was set up * Use that primary email address for login 2. **For administrators:** * Review what identifier field is being mapped from your IdP to Aphex (user principal name, primary email, etc.) in the Aphex admin console * Ensure users understand which email address corresponds to their Aphex account * Consider whether the current mapping strategy aligns with how your users expect to access the system * If needed, you can adjust identifier mapping settings in the admin console or contact for assistance # How to login with SSO A guide for users in accessing their accounts when Enterprise SSO is enabled {% hint style="info" %} **Who can use this feature?**\ \ SSO is available on Enterprise plans\ Your system Administrator will have to enable SAML SSO for your primary email domain. {% endhint %} Single Sign On (SSO) allows users to log into many applications or websites using an **identity provider**. Security Assertion Markup Language (SAML) is a security standard for managing authentication and access. In a SAML SSO set-up, the identity provider manages the organisation's user accounts and credentials. The **service provider** (Aphex) is the app or website that provides services to the user or organisation. When using SAML SSO, members are forced to log in to their Aphex account using the organisation's identity provider. {% hint style="danger" %} **When SSO is enabled for your domain, you will be unable to log in with any other method.**\ \ E.g. if your email is `bruce@wayneindustries.com` and SSO is enabled for `wayneindustries.com` domain, you must use SSO and cannot sign in with a password or social providers. {% endhint %} ## Log In Steps 1. Head to the Aphex log-in page ([app.aphex.co](https://app.aphex.co)) 2. Enter your email address in the login form and submit 3. You will be redirected to your Identity Provider (Microsoft, Okta, etc) to confirm your identity 4. Once completed, you will be redirected back to Aphex in a logged-in state ## Troubleshooting If you have issues with logging into Aphex via SSO, please check the following possible issues; 1. Unable to proceed past the login page with no visible errors: * This usually means you have attempted an invalid login method (such as email/password) while SSO is enabled. * The most common cause is your browser attempting to autofill and auto-submit your email and password. * To solve this, please delete the saved password in your password manager 2. User does not exist error: * This usually means that the email address returned by the Identity Provider does not exist in Aphex. * This could indicate that you are a new user and can head to the Sign Up page, or * Your Primary Email address returned by your Identity Provider is different than you expect. For example, if your Aphex account is usually accessed from `bruce@wayneindustries-batman.com` but your company identifies you as `bruce@wayneindustries.com` you will appear as a new and separate user. 3. Successful login but cannot find your usual projects * This usually means that the email address returned by the Identity Provider does not match your usual one in Aphex. # How do I set up MFA? To add an extra layer of protection to your account, you can enable Multi-Factor Authentication. Click your **User Avatar** in the top right corner Hit **Account & Preferences**
Scroll down to the bottom of Account Settings & Click **Add MFA**
On your chosen authenticator app, **scan** the QR code Enter the verification code shown on your authenticator app to complete MFA setup
# Setting up SAML SSO A guide for system administrators to configure an enable SAML based SSO for their teams. {% hint style="info" %} **Who can use this feature?**\ \ SSO is available on Enterprise plans\ You will need to have Administrator access to your company's IdP platform (Active Directory, Okta or similar) {% endhint %} Single Sign On (SSO) allows users to log into many applications or websites using an **identity provider**. Security Assertion Markup Language (SAML) is a security standard for managing authentication and access. In a SAML SSO set-up, the identity provider manages the organisation's user accounts and credentials. The **service provider** (Aphex) is the app or website that provides services to the user or organisation. When using SAML SSO, members are forced log in to their Aphex account using the organisation's identity provider. How SAML SSO works: 1. Member attempts to log in to Aphex with an email at a registered SAML SSO domain 2. Aphex enforces login via SAML SSO 3. Aphex sends a SAML request to the identity provider 4. The identity provider checks this member's credentials 5. The identity provider sends a response to Aphex to verify the member's identity 6. Aphex accepts the response and logs the member into their Aphex account 7. If the user is new, they will be provisioned in **Note**: Aphex uses **SAML 2.0** for all SAML SSO configurations. This includes configurations with supported identity providers and any custom configurations. {% hint style="info" %} Like most software services, Aphex utilises "Email" as the unique identifier of a user. {% endhint %} ## Set up SAML SSO The process for configuring SAML will depend on your specific identity provider. We've outlined the general process for implementing SAML SSO below. SAML SSO only applies to users from the organisation's registered domains. Other users (from other domains) accessing the organisation's data in Aphex can continue to log in via other methods such as email + password or Sign in with Microsoft. ### 1. Confirm domains Domains are the way we identify entities on the internet. They let Aphex know which authentication methods to allow or enforce for users. Organisations can typically have a single domain however, we do support more than one domain, including subdomains. For example: ACME Corp has three domains registered to their organisation: `acme.org`, `acme-abc-jv.com`, and `acjv.com`. Anyone with an `acme.org`, `acme-abc-jv.com`, or `acjv.com` email address will be subject to the enforced SSO rules applied. {% hint style="info" %} If you plan on using SAML SSO, you may want to consider sub-brands and joint ventures that your company controls. Be aware that email aliases will not work with SAML SSO. {% endhint %} ### 2. Request SSO to be enabled on your domains Contact your Account Manager or Customer Success Manager to request the SAML SSO setup for your domains. Once approved, you will be provided with access to an SSO which will guide you through the set up. ### 3. Add Aphex to your identity provider Within your company's identity provider, create or register a new enterprise application for Aphex. As you setup the SAML SSO for the application you will need to enter the information provided in the prior step. When you add Aphex to your identity provider, they will provide you with; * Identifier (for example: Microsoft Entra ID Identifier) * Login URL * Logout URL (optional) * Certificate (in Base64, Raw or XML format) {% hint style="info" %} Azure AD (Entra) customers can choose to simply provide their **App Federation Metadata Url** in lieu of the above. {% endhint %} You will need to save these and return them securely to your Aphex Account Manager or Customer Success Manager. Certain services allow you to customise the logo of your Enterprise application. If so, you can use this logo here. ![](https://get.aphex.co/hubfs/Logos/Aphex%20FInal%20Logos%20RGB-27.png) ### 4. Assign selected user or group in IdP Now that you have created the enterprise application, you need to assign your users/user groups to it. 1. Under the **Getting started** section, select **Assign users and groups**. 2. Select the **Add user/group** button. 3. Under **Users**, select the **None Selected** link. 4. In the search field, enter the user or group of users that you want to assign to the enterprise application. 5. Select the check box next to the user or group that you want to assign. 6. Select the **Select** button at the bottom of the page. 7. Select the **Assign** button at the bottom of the page. {% hint style="info" %} **Important:** Unless directly sync is being used, user management typically happens within Aphex. To avoid duplicated effort and the need to add or remove users from both within Aphex and your IdP, we recommend assigning a broad group or making the application available to everyone. If Directory Sync is enabled then the IdP becomes the primary manager of users. {% endhint %} ### 5. Configure Custom Claims Aphex will expect three specific properties as part of the SAML SSO configuration. You can add these as custom claims in your IdP; * firstName: The user's fist name (For example this will be mapped to `user.givenname` in Microsoft Entra) * lastName: The user's last name (For example this will be mapped to `user.surname` in Microsoft Entra) * mail: The user's unique, primary email address (For example this will be mapped to `user.userprincipalname` in Microsoft Entra) ### 6. Test Connection Once configured, the connection can be tested in a development environment with your Aphex Account Manager or Customer Success Manager. ### 7. Request Production Deployment Once tested, your Aphex Account Manager or Customer Success Manager can deploy your SAML SSO configuration. The next time users from your domains attempt to access Aphex they will be required to login again and the use of SAML SSO will be enforced (meaning they will no longer be able to use their prior authentication methods). # How do I reset my Password? Can't remember your password? We've gotcha! Follow the simple steps below to reset your Aphex account password. First head to the Aphex login page [app.aphex.co](http://app.aphex.co/) and enter your email and hit **continue**
Next, click **Forgot Password** then **Reset your Password**
Enter your email and select **Send reset instructions**
On the reset email, click **Reset Password**
\ Enter your new password, confirm it and hit **Continue**
Your Aphex password will now be updated accordingly! # Compliance and Certification At Aphex, we take the security of our customer's data very seriously. That's why we hold industry standard certifications: ISO27001 and Cyber Essentials Plus. ## ISO27001 ISO27001 is an international standard for information security management systems. It ensures that our company has implemented appropriate measures to protect the confidentiality, integrity, and availability of our customer's data.
## Cyber Essentials Plus Cyber Essentials Plus is a UK government-backed certification that demonstrates our commitment to protecting against common cyber attacks. It involves a rigorous independent assessment of our security controls, including firewalls, access controls, and malware protection.
We are committed to maintaining these certifications and continuing to prioritize the security of our customer's data. # Terms & Agreements
/pages/CaobK2Ck8ECdVIO6oPTa
/pages/9vwNMhXPOkhiNyRr82Fm
/pages/VVRU4GjHy381zzRBNVRJ
/pages/YlT7tB2NvOD058NRtqnD
# Terms of Service Overview #### *Getting started - an intro to our Terms* To help you get started with working with Aphex, we have summarised below some of the key points of our [Terms](/docs/policies/terms-and-agreements/terms-of-service). Before you sign-up to using our service it is your responsibility to review the [Terms](/docs/policies/terms-and-agreements/terms-of-service) in full and ensure you understand them as they will form part of any contract if you sign-up to use our services on a paid or a free of charge basis. If you have any questions please let us know. #### *Our offer* * We offer our services on a software as service basis. This means your business subscribes to use the service and our packages allow different number of users to access the service on behalf of your business. The service allows you to build and communicate construction plans, and to manage and understand the performance of those plans. * The specific features of your services package, the fees payable (where applicable), the start date and how many users can access the service on your behalf will be set out in an order form. * Where fees apply, we will bill you in advance for your annual subscription package. Monthly payment plans are also available. Customers typically agree to pay online by credit card or to pay our invoices with 30 day payment terms – your Order Form will confirm which applies to you. #### *Your use of the service* * You are responsible for ensuring that your users understand and comply with the Terms when they access and use our services. As with all SaaS agreements, our terms detail how you and your users can user the services (e.g. in accordance with our instructions) and what you and they cannot do (e.g. copy or modify the software, introduce viruses, etc). See clause 4 in particular for further details. #### *Customer service and support* * *Our* [*SLA*](/docs/policies/terms-and-agreements/service-level-agreement)*s and* [*Support Policy*](/docs/policies/policies/support-policy) *explain how we will look after your business.* #### *Your data* * You are responsible for the data which you input into our Platform. We have the right to use this data to provide the services to you. See clause 10.2 for details. * You understand that we do not provide an archiving service and so you are responsible for backing up your data. See clause 9.6 for details. #### *Autorenewals and termination rights* * The subscription period will be set out in the order form. * The subscription will autorenew at the end of each subscription period, unless either of us gives notice to terminate. * We can terminate the contract on 6 months’ notice. If we do this, we will issue a pro rata refund of any amounts paid in advance. Both you and us have rights to terminate for cause (e.g. breaches of contract, insolvency-type situations). See Clause 16 for further details about the term of the contract and termination rights. #### *Liability* * Generally, we limit our liability to an amount equal to 12 months’ Fees. Clause 15 sets this out in greater detail and notes what exclusions and limitations apply. #### *Variations to the terms* * We reserve the right to make changes to the Terms or to the services from time to time to reflect changes in the law or to the services. If we consider these changes are material, we will do our best to notify you in advance and you can terminate the agreement if you reasonably believe the changes have a material impact on the fees payable or the available functionality. # Terms of Service Welcome to Aphex! We provide a cloud-based platform (**Platform**) for construction project coordination and delivery. In these terms and conditions (**Terms**), when we say **you** or **your**, we mean, you, the entity entering into these Terms. If you are an individual, we mean the entity you are authorised to represent and for which you act (such as your employer). If you are using the Platform on behalf of your employer or a business entity, you, in your individual capacity, represent and warrant that you are authorised to act on behalf of your employer or the business entity and to bind the entity and the entity’s personnel to these Terms. Our entity which you will enter into this contract with will depend on where you are incorporated or domiciled or your specific agreement with us. In the event of no explicit superseding agreement the default terms are: * where you are incorporated or domiciled in Australia, these Terms will be entered into between you and Aphex Australia Pty Ltd (ABN 13 628 119 648) (**we**, **us** or **our**); or * where you are incorporated or domiciled in any other region other than Australia, these Terms will be entered into between you and Aphex Software Limited, a company registered in England and Wales with company number 09681747 (**we**, **us**, or **our**). Where you are entering into these Terms with Aphex Australia Pty Ltd, the Australian Addendum at Attachment 1 (**Australian Addendum**) will apply. In the event of any conflict between these Terms and the Australian Addendum (when you are contracting with Aphex Australia Pty Ltd), the Australian Addendum will take precedence. These Terms form our contract with you, and set out our obligations as a service provider and your obligations as a customer. You cannot use our Services unless you agree to these Terms. Some capitalised words in these Terms have defined meanings, and each time that word is used in these Terms it has the same meaning. You can find a list of the defined words and their meaning at the end of these Terms or throughout these Terms. For questions about these Terms, or to get in touch with us, contact us using the details below: |

Our contact details:

UK entity

Aphex Software Limited, a company established in England and Wales. Our company registration number is 09681747.

Geographical address: 82 Wandsworth Bridge Road, London, SW6 2TF

Email address:

Australian entity

Aphex Australia Pty Ltd (ABN 13 628 119 648).

Geographical address: 2/28 Metroplex Avenue, Murrarrie, 4172

Email address:

| | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | Disclaimer regarding the use of AI: The Services may involve the use of Artificial Intelligence (AI) (through OpenAI, Anthropic, and any other AI provider introduced by us from time to time). See clause 4 for further information on our use of AI. *** ### 1. These Terms These Terms contain the terms and conditions on which we supply the Platform to you, whether the Platform comprises of services and/or digital content. Please read these Terms carefully before you accept these Terms by accessing the Platform. ### 2. Engagement and Term **2.1** These Terms apply from when you accept these Terms, until the date on which all of your Authorised User’s Accounts are terminated in accordance with these Terms. We grant you and each Authorised User a right to use our Services for this period of time only (which may be suspended or revoked in accordance with these Terms). **2.2** You and each Authorised User must be at least 18 years old to use the Platform. **2.3** **Variations to these Terms**: We may amend these Terms at any time, by providing written notice to you. By continuing to use our Platform after the notice or 30 days after notification (whichever date is earlier), you agree to the amended Terms. If you do not agree to the amendment, you may cancel your subscription with effect from the date of the change in these Terms by providing written notice to us. If you cancel your subscription, you and your Authorised Users will no longer be able to access our Services (including our Platform) on and from the date of cancellation, and we will close your Authorised Users’ Accounts. **2.4** If you access or download our mobile application from (1) the Apple App Store, you agree to any Usage Rules set forth in the App Store Terms of Service or (2) the Google Play Store, you agree to the Android, Google Inc. Terms and Conditions including the Google Apps Terms of Service. **2.5** We may use integrated APIs in our Services including ESRI and Mapbox. You may also integrate further APIs into the Platform. Your use of ESRI, Mapbox or any additional API may be subject to the terms of service of the relevant API provider. You acknowledge and agree that we have no control over and are not liable for the proper function of any third-party API integrated into the Platform. ### 3. Our Services **3.1** We provide the following services to you: (a) access to our Platform; and (b) access to our support services, as further particularised in our Support Policy [(available here) ](/docs/policies/policies/support-policy)(**Support Services**), (collectively, our **Services**). **3.2** If you require Support Services, your Authorised Users may request these by getting in touch with us through our Platform. **3.3** Unless we agree otherwise, Support Services cannot be used to support any other products or services, and does not include training, installation of software or hardware, software development or the modification, deletion or recovery of data or any on-site services. **3.4** In consideration of your payment of the Fees, we will provide the Platform in accordance with these Terms and all applicable laws, whether ourselves or through our personnel. We warrant to you that the Platform will be provided using reasonable care and skill. **3.5** We will not be responsible for any other services unless expressly set out in these Terms or on our Platform. **3.6** **Additional Services**: If you require additional services, we may, in our sole discretion, provide such additional services (to be scoped and priced in a separate contract provided by us). **3.7** **Alpha, Preview, Beta or Experimental Services**: If we provide you with access to any new, alpha, preview, beta or experimental services (**Experimental Services**), you acknowledge that because of the developmental nature of such services, you use them at your own risk and we have no obligation to maintain or provide error corrections. Any Experimental Services we provide you with access to are for evaluation purposes only and not for production use, and we may discontinue those services at any time at our sole discretion. We may, in our sole discretion, launch any Experimental Services as full features of our Platform, and may introduce fees in respect of such services. We agree to notify you of any such change by giving you 30 days’ notice in writing via the Platform (**Notification**). You may choose not to utilise the relevant functionality, in which event you will not be charged. Where you wish to continue using the Experimental Services after our Notification, the relevant fees will form part of the Fees and you must pay these to us in accordance with clause 9. **3.8** **Third Party Products or Services**: Where you engage third parties to operate alongside our Services (for example, any third-party software systems you wish to integrate with our Platform), those third parties are independent of us and you are responsible for (meaning we will not be liable for) the goods or services they provide, unless we expressly agree otherwise. ### 4. Artificial Intelligence **4.1** Certain features of the Platform use artificial intelligence (**AI**) provided by third parties (including OpenAi, Anthropic, and others we may add from time to time). You can enable or disable AI features by opting into or out of specific features, and this can be managed at any time by your Admin Users. **4.2** You acknowledge and agree that: (a) AI-generated content or outputs may not always be accurate or complete; (b) we do not guarantee the accuracy, reliability, suitability or completeness of any content or output generated by AI. We recommend that you thoroughly review any summaries or other output generated by AI before publishing such output; and (c) you are solely responsible for verifying the accuracy, reliability, suitability or completeness of any content or output generated by AI. **4.3** Whilst we use our best commercial endeavours to limit any personal data sharing with our AI providers, we do not guarantee that any personal data input into the Platform will not be shared with our AI providers. **4.4** You are solely responsible for any data you input into the Platform, including any personal data you input into the AI features of the Platform. If you do not want any of your information or personal data to be shared with our AI providers, you should not use the relevant AI features, or you should redact or not submit the relevant information or personal data. **4.5** You agree not to submit any sensitive data via the Platform. **4.6** Despite anything to the contrary, to the maximum extent permitted by law, we will not be liable for, and you waive and release us from and against, any Liability arising from or in connection with, any content or output generated by AI via the Platform. ### 5. Authorised Users **5.1** You may invite a number of users to the Platform, up to any limits specified in your chosen subscription, who will be permitted to access and use the Platform and join your Organisation (**Authorised Users**). **5.2** You must ensure that each Authorised User complies with these Terms and our Acceptable Use Policy. You are responsible and liable for the acts or omissions of your Authorised Users, including where your Authorised User breaches these Terms and/or the Acceptable Use Policy. **5.3** Your Authorised Users may register on the Platform and create an account using their email address and password (**Account**). Your Authorised Users may register for an Account using their Apple, Google or Microsoft account (**Single Sign-On Account**). If your Authorised Users sign in to their Account using a Single Sign-On Account, they authorise us to access information from their Single Sign-On Account including your name and contact information. **5.4** Your Authorised Users are responsible for keeping their Account details confidential, and you will be liable for all activity on your Authorised Users’ Accounts, including any purchases made using their Account details. You agree to immediately notify us of any unauthorised use of an Account linked to your Organisation. **5.5** We may suspend your or an Authorised User’s access to our Services where we reasonably believe there has been any unauthorised access or use of the Services (such as unauthorised sharing of login details for our Platform). If we suspend your access to the Services, we will let you know within a reasonable time of doing so, and we will work with you to resolve the matter, or if it cannot be resolved, then we may terminate your Account and your access to our Services will end. **5.6** Your Authorised Users may delete their Account at any time via the Platform without affecting your Organisation or any other Authorised User. An Admin User may also request the deletion of any Authorised Users via the Platform. **5.7** You may decide which of the features of the Platform each Authorised User will have access to via your Account. Each Authorised User which is given access to a particular feature will be considered to have a **User Seat** within the Platform. **5.8** You may designate certain Authorised Users as Admin Users within the Platform. These Admin Users will have the ability to add or remove Authorised Users, change Authorised User permissions, and otherwise manage Accounts within your Organisation. ### 6. Organisations **6.1** Admin Users may create one or more Organisations within the Platform which your Authorised Users may join. **6.2** Each Organisation will require a separate subscription, and may have separate Fees payable. **6.3** You are responsible for all activity occurring within your Organisation, and for payment of any Fees associated with any Organisations established by your Authorised Users. **6.4** You and your Admin Users are solely responsible for inviting or removing your Authorised Users from any Organisations which you control. **6.5** You represent and warrant that your Admin Users are authorised to act on your behalf and create Organisations, and to bind you to any Fees that may be payable for additional Organisations. ### 7. Changes to the Services requested by you: **7.1** If you wish to change the Services (for example, by upgrading to a different tier of the Services), you must provide notice to us through your Account that you wish to vary the Services at least 5 Business Days before the next Payment Date. If you vary the Services and the Fees increase, we agree to provide you with access to the additional Services features immediately, and the increased Fees will apply on the next Payment Date. **7.2** Where you downgrade your tier of Services (for example from Pro+ to Pro), all of Your Data and Output Data and any profile settings attached to your Account will save in your Account, however will only be accessible where your tier of the Services grant you access to the relevant feature. ### 8. Minimum Term and Fees **8.1** The Services may begin with a free version that has access to some Platform features. You acknowledge and agree that the free version of the Platform may not grant you access to all functionality within the Platform, and certain features may only be activated once you have any applicable Fees. **8.2** The paid Services may begin with a free trial (**Free Trial**). The Free Trial will last for the period specified on the Platform (if applicable). We determine Free Trial eligibility in our sole discretion and we may limit eligibility to prevent Free Trial abuse. We reserve the right to revoke the Free Trial and suspend your Account at any time. **8.3** If you do not pay the fees for the Services you have chosen (**Fees**) at the end of the Free Trial, you and your Authorised Users’ access to the Platform will finish at the end of the Free Trial. The date you make payment (**Payment Date**), the Services will start and the Free Trial will end. **8.4** Unless the Services are suspended or terminated in accordance with these Terms, your access to the Services will roll over on an ongoing monthly or annual basis, and you will be charged the Fees on an ongoing monthly or annual basis from the Payment Date (as set out on the Platform). Without limiting your rights at law you can cancel the Services at any time in accordance with the “Cancellation” clause of these Terms (clause 16.1) and the cancellation will take effect from the next Payment Date falling after the 14 day notice period has ended. **8.5** You will be billed based on the number of active User Seats within your Organisation at any time, as set out on the Platform. Where you choose a monthly subscription, the Fees for the upcoming month will be updated to reflect the highest number of active User Seats during the previous month. Where you choose an annual subscription, you prepay for a set number of active User Seats (**Purchased Seats**). If your actual number of active User Seats exceeds the Purchased Seats, we will invoice you an overage charge for any difference between the active User Seats and the Purchased Seats. You must pay the amount set out in our invoice in advance for the upcoming month. **8.6** The payment methods we offer for the Fees are set out on the Platform. We may invoice you manually, or we may require you to provide us (or our payments processor) with your debit or credit card information, so that we may process your payment through our payment processor. **8.7** You must not pay, or attempt to pay, the Fees by fraudulent or unlawful means. If you make a payment by debit card or credit card, you warrant that you are authorised to use the debit card or credit card to make the payment. **8.8** You agree that we may set-off or deduct from any monies payable to you under these Terms, any amounts which are payable by you to us (whether under these Terms or otherwise). We do not store any credit card details, and all payment information is collected and stored through our third-party payment processor. **8.9** To the extent permitted by law, the Fees are non-refundable and non-cancellable once paid. For the abundance of clarity, you will not be entitled to a refund of any portion of the Fees where you do not use all of your Purchased Seats during your annual subscription. **8.10** We may need to change the Fees from time to time. If we change the Fees, we will provide you with 30 days’ notice of the change. After 30 days, we will apply the updated Fee to the Services. If the updated Fee is not acceptable to you, you may cancel the Services in accordance with the ‘Cancellation’ clause. **8.11** If any payment has not been made in accordance with this clause 8, we may (at our absolute discretion): (a) after a period of 5 Business Days, cease providing the Services, remove your access to your Account, and recover, as a debt due and immediately payable from you, our additional costs of doing so (including reasonable legal fees, debt collector fees and mercantile agent fees); and/or (b) charge interest at a rate equal to 4% above the Bank of England’s base rate, from time to time, but at 4% a year for any period when that base rate is below 0%, per annum, calculated daily and compounding monthly, on any such amounts unpaid after the due date for payment in accordance with this clause 8. **8.12** **Taxes**: You are responsible for paying any levies or taxes associated with your use of our Services, for example sales taxes, value-added taxes or withholding taxes (unless we are required by law to collect these on your behalf). ### 9. Platform Licence **9.1** While you have an active Organisation on the Platform, we grant you (and each Authorised User) a right to use our Platform (which may be suspended or revoked in accordance with these Terms). This right cannot be passed on or transferred to any other person, except as otherwise set out in these Terms. **9.2** You agree to use the Platform in accordance with our Acceptable Use Policy, and you acknowledge and agree that the Acceptable Use Policy forms a part of this Agreement. **9.3** You (and your Authorised Users) must not: (a) access or use our Platform in any way that is improper or breaches any laws, infringes any person's rights (for example, intellectual property rights and privacy rights), or gives rise to any civil or criminal liability; (b) interfere with or interrupt the supply of our Platform, or any other person’s access to or use of our Platform; (c) introduce any viruses or other malicious software code into our Platform; (d) use any unauthorised or modified version of our Platform, including but not limited to for the purpose of building similar or competitive software or for the purpose of obtaining unauthorised access to our Platform; (e) attempt to access any data or log into any server or account that you are not expressly authorised to access; (f) use our Platform in any way that involves service bureau use, outsourcing, renting, reselling, sublicensing, concurrent use of a single user login, or time-sharing; (g) circumvent user authentication or security of any of our networks, accounts or hosts or those of any third party; or (h) access or use our Platform to transmit, publish or communicate material that is, defamatory, offensive, abusive, indecent, menacing, harassing or unwanted. ### 10. Availability, Disruption and Downtime **10.1** We will use our best commercial endeavours to make the Platform available in accordance with our Service Level Agreement [(available here)](/docs/policies/terms-and-agreements/service-level-agreement). The remedy set out in the Service Level Agreement will be your sole and exclusive remedy arising from our failure to meet any targets set out in the Service Level Agreement. **10.2** From time to time, we may perform such reasonable scheduled and emergency maintenance and updates in relation to the Platform in order to continue to supply the Platform to you and our other customers (**Scheduled or Emergency Maintenance**). You agree that access to, or the functionality of all or part of the Platform, may need to be suspended for a period of time in order for us to perform the Scheduled or Emergency Maintenance, and to the maximum extent permitted by law, we will not be liable to you for any interruptions or downtime to the Platform as a result of any Scheduled or Emergency Maintenance. **10.3** Our Services (including our Platform) may interact with, or be reliant on, products or services provided by third parties, such as cloud hosting service providers. To the maximum extent permitted by law, we are not liable for disruptions or downtime caused or contributed to by these third parties. **10.4** We will try to provide you with reasonable notice, where possible, of any disruptions to your access to our Services. Where the Scheduled or Emergency Maintenance relates to scheduled downtime, we agree to provide you with at least 24 hours’ notice where possible. We agree to limit any scheduled maintenance to a maximum of 8 hours per calendar month. ### 11. Intellectual Property and Data **11.1** You acknowledge and agree that any Intellectual Property or content (including copyright, patents and trademarks) available on the Platform, the Platform itself (including how it looks and functions), any algorithms or machine learning models used on the Platform, as well as our copyrighted works, trademarks, inventions, designs and other intellectual property (**Our Intellectual Property**) will at all times vest, or remain vested, in us. **11.2** We authorise you to use Our Intellectual Property solely for your limited commercial use. You must not exploit Our Intellectual Property for any other purpose, nor allow, aid or facilitate such use by any third party. Use must be limited to Authorised Users on devices that are controlled or approved by you. **11.3** You must not, without our prior written consent: (a) copy, in whole or in part, any of Our Intellectual Property; (b) reproduce, retransmit, distribute, disseminate, sell, publish, broadcast or circulate any of Our Intellectual Property to any third party; or (c) breach any intellectual property rights connected with the Platform, including (without limitation) altering or modifying any of Our Intellectual Property, causing any of Our Intellectual Property to be framed or embedded in another website, or creating derivative works from any of Our Intellectual Property. **11.4** Subject to the conditions below, you and your Authorised Users may share any reports generated via the Platform, including by exporting Your Data or the Output Data (as those terms are defined below), generating shareable links via the Platform, creating publishable versions of Your Data or the Output Data, or by using any of the other features we may make available on the Platform from time to time (**Published Reports**). When sharing any Published Reports, you (and your Authorised Users): (a) must not remove any identifying marks, including any of our trademarks or Our Intellectual Property contained within the Published Reports; (b) acknowledge and agree that where the Published Reports are generated via shareable links generated via the Platform, the information within these Published Reports can be accessed by anyone with the shareable link; and (c) acknowledge and agree that you are solely responsible for your use of the Published Reports, including for ensuring that the confidentiality of any Published Reports is maintained and that the Published Reports (including any shareable links generated via the Platform) are only shared with their intended audiences. ***Your Data*** **11.5** You own all data, information, personal data, or content you and your Authorised Users upload into the Platform (**Your Data**), as well as any data or information output from the Platform using Your Data as input (**Output Data**). Note that Output Data does not include the Analytics (as described below). **11.6** You grant us a limited licence to copy, transmit, store, backup and/or otherwise access or use Your Data and the Output Data to: (a) communicate with you; (b) supply the Platform to you and otherwise perform our obligations under these Terms; (c) diagnose problems with the Platform; (d) enhance and otherwise modify the Platform; (e) perform Analytics; (f) develop other services, provided we de-identify Your Data; and (g) as reasonably required to perform our obligations under these Terms. **11.7** You agree that you are solely responsible for all of Your Data that you and your Authorised Users make available on or through the Platform. You represent and warrant that: (a) you are either the sole and exclusive owner of Your Data or you have all rights, licences, consents and releases that are necessary to grant to us the rights in Your Data (as contemplated by these Terms); and (b) neither Your Data nor the posting, uploading, publication, submission or transmission of Your Data or our use of Your Data on, through or by means of our Platform will infringe, misappropriate or violate a third party’s intellectual property rights, or rights of publicity or privacy, or result in the violation of any applicable law or regulation. **11.8** You acknowledge and agree that we may monitor, analyse and compile statistical and performance information based on and/or related to your use of the Platform, in an aggregated and anonymised format (**Analytics**). You acknowledge and agree that we own all rights in the Analytics, and that we may use the Analytics for our own business purposes, provided that the Analytics do not contain any identifying information. **11.9** We do not endorse or approve, and are not responsible for, any of Your Data. **11.10** You are responsible for (meaning we are not liable for) the integrity of Your Data on your systems, networks or any device controlled by you. **11.11** You acknowledge and agree that the Platform and the integrity and accuracy of the Output Data is reliant on the accuracy and completeness of Your Data, and the provision by you of Your Data that is inaccurate or incomplete may affect the use, output and operation of the Platform. **11.12** This clause will survive the termination or expiry of these Terms. ### 12. Your Warranties 12.1 You represent, warrant and agree that: (a) you and your Authorised Users will not use our Platform, including Our Intellectual Property, in any way that competes with our business; (b) there are no legal restrictions preventing you from entering into these Terms; (c) all information and documentation that you provide to us in connection with these Terms is true, correct and complete; (d) you are responsible for ensuring your Systems and data are appropriately backed up and up to date before we perform any Services that may affect them; (e) you are solely responsible for notifying the relevant parties (including your Authorised Users) of any planned outages or downtime necessary for the performance of the Services; and (f) you have not relied on any representations or warranties made by us in relation to the Platform (including as to whether the Platform is or will be fit or suitable for your particular purposes), unless expressly stipulated in these Terms; (g) any of your Admin Users have authority to bind you to any terms or Fees; and (h) you must immediately notify us if any of your Admin Users no longer have authority to bind you. ### 13. Limitations on and Exclusions to our Liability **13.1** Nothing in these Terms limits any Liability which cannot legally be limited, including Liability for: (a) death or personal injury caused by negligence; and (b) fraud or fraudulent misrepresentation. **13.2** To the maximum extent permitted by law, we will not be liable for, and you waive and release us from and against any Liability arising from or in connection with: (a) any Third Party Products or Services, or any unavailability of the Platform due to a failure of the Third Party Products or Services; (b) any unauthorised access to or use of your Published Reports or any data contained within them; (c) any instructions or requests provided by you or your Personnel to us; (d) Your Data; (e) Any content generated by AI via the Platform; and (f) any results obtained from, or recommendations made by, the Services. **13.3** Subject to clause 13.1 (liability which cannot legally be limited), but despite anything to the contrary, to the maximum extent permitted by law: (a) you agree to indemnify us for any Liability we incur due to your breach of the Platform Licence clause (clause 9) and the Intellectual Property clause (clause 13) of these Terms; (b) neither Party will be liable for any Consequential Loss; (c) a party’s liability for any liability under these Terms will be reduced proportionately to the extent the relevant liability was caused or contributed to by the acts or omissions of the other party, including any failure by that other party to mitigate its loss; and (d) our aggregate liability for any liability arising from or in connection with these Terms will be limited to (i) the total subscription Fees paid or payable for the Services during the 12 months immediately preceding the date on which the claim arose or (ii) in the event that no subscription Fees are paid or payable in respect of such period, our total aggregate liability will be limited to £100. **13.4** We have given commitments as to the compliance of the Platform with these Terms and applicable Laws in clause 3.5. In view of these commitments, the terms implied by sections 3, 4 and 5 of the Supply of Goods and Services Act 1982 are, to the maximum extent permitted by law, excluded from these Terms. **13.5** This clause will survive the termination or expiry of these Terms. ### 14. Termination **14.1** Cancellation: You or your Admin Users may request to cancel the Services at any time by providing us a minimum of 14 days written notice via the Platform. Your cancellation will take effect from the next Payment Date falling after the 14 day notice period has ended. **14.2** We may terminate these Terms (meaning you will lose access to our Services, including access to your Account) if: (a) you do not pay the Fees as they fall due; (b) you or your Authorised Users breach these Terms and do not remedy that breach within 14 days of us notifying you of that breach; (c) you or your Authorised Users breach these Terms and that breach cannot be remedied; or (d) you experience an insolvency event (including but not limited to bankruptcy, receivership, voluntary administration, liquidation, or entering into creditors’ schemes of arrangement). **14.3** Should we suspect that you are in breach of these Terms, we may suspend your access to the Platform while we investigate the suspected breach. **14.4** Upon expiry or termination of the Services, we will retain Your Data (including copies) as required by law or regulatory requirements (and where we have entered into a data processing agreement with you, in accordance with the data processing agreement). **14.5** Where termination is due to our breach of these Terms, we agree to refund you for any prepaid unused Fees on a pro-rata basis. **14.6** Termination of the Services will not affect any rights or liabilities that a Party has accrued under these Terms. **14.7** This clause will survive the termination or expiry of these Terms. ### 15. Notice Regarding Apple **15.1** To the extent that you or your Authorised Users are using or accessing our Platform on an iOS device, you further acknowledge and agree to the terms of this clause. You acknowledge that these Terms are between you and us only, not with Apple Inc. (Apple), and Apple is not responsible for the Platform and any content available on the Platform. **15.2** Apple has no obligation to furnish you or your Authorised Users with any maintenance and support services with respect to our Platform. **15.3** If our mobile application fails to conform to any applicable warranty, you may notify Apple and Apple will refund the purchase price of the mobile application to you (where applicable). To the maximum extent permitted by applicable law, Apple will have no other warranty obligation whatsoever with respect to the mobile application and any other claims, losses, liabilities, damages, costs or expenses attributable to any failure to conform to any warranty will be our responsibility. **15.4** Apple is not responsible for addressing any claims by you or any third party (including your Authorised Users) relating to our mobile application or your use of our mobile application, including but not limited to: (1) product liability claims; (2) any claim that our mobile application fails to conform to any applicable legal or regulatory requirement; and (3) claims arising under consumer protection or similar legislation. **15.5** Apple is not responsible for the investigation, defence, settlement and discharge of any third-party claim that our mobile application infringes that third party’s intellectual property rights. **15.6** You agree to comply with any applicable third-party terms when using our mobile application. **15.7** Apple and Apple subsidiaries are third-party beneficiaries of these Terms, and upon your acceptance of these Terms, Apple will have the right (and will be deemed to have accepted the right) to enforce these Terms against you as a third-party beneficiary of these Terms. **15.8** You hereby represent and warrant that: (1) you are not located in a country that is subject to a U.S. Government embargo, or that has been designated by the U.S. Government as a "terrorist supporting" country; and (2) you are not listed on any U.S. Government list of prohibited or restricted parties. ### 16. General **16.1** **Assignment**: Subject to the below clause, a Party must not assign or deal with the whole or any part of its rights or obligations under these Terms without the prior written consent of the other Party (such consent is not to be unreasonably withheld). **16.2** **Assignment of Debt**: You agree that we may assign or transfer any debt owed by you to us, arising under or in connection with these Terms, to a debt collector, debt collection agency, or other third party. **16.3** **Contracts (Rights of Third Parties) Act 1999**: Notwithstanding any other provision of these Terms, nothing in these Terms confers or is intended to confer any right to enforce any of its terms on any person who is not a party to it. **16.4** **Disputes**: Neither we or you may commence court proceedings relating to any dispute, controversy or claim arising from, or in connection with, these Terms (including any question regarding its existence, validity or termination) (Dispute) unless we and you first meet (in good faith) to resolve the Dispute. Nothing in this clause will operate to prevent us or you from seeking urgent injunctive or equitable relief from a court of appropriate jurisdiction. If the Dispute is not resolved at that initial meeting: (a) where you are resident or incorporated in England and Wales, refer the matter to mediation, administered by The Centre for Effective Dispute Resolution; or (b) where you are not resident or incorporated in England and Wales, refer the matter to arbitration administered by the London Court of International Arbitration (LCIA), with such arbitration to be conducted in London, before one arbitrator, in English and in accordance with the LCIA Arbitration Rules. **16.5** **Force Majeure**: To the maximum extent permitted by law, we shall have no Liability for any event or circumstance outside of our reasonable control. **16.6** **Marketing**: You agree that we may send you electronic communications about our products and services. You may opt-out at any time by using the unsubscribe function in our electronic communications **16.7** **Governing law**: These Terms are governed by the laws of England and Wales. Each Party irrevocably and unconditionally submits to the exclusive jurisdiction of the courts operating in England and Wales and any courts entitled to hear appeals from those courts and waives any right to object to proceedings being brought in those courts. The Platform may be accessed in the UK and overseas. We make no representation that the Platform complies with the laws (including intellectual property laws) of any country outside of the UK. If you access the Platform from outside the UK, you do so at your own risk and are responsible for complying with the laws in the place you access the Platform. The United Nations Convention of Contracts for the International Sale of Goods is expressly excluded from these Terms. **16.8** **Notices**: Any notice given under these Terms must be in writing addressed to us at the details set out below or to you at the details provided in your Account. Any notice may be sent by standard post or email, and will be deemed to have been served on the expiry of 48 hours in the case of post, or at the time of transmission in the case of transmission by email. **16.9** **Publicity**: You agree that we may advertise or publicise the fact you are a customer of ours, for example on our website or in our promotional material, and you grant us a right to display and use your logo and branding solely for that purpose. We agree to seek your prior written consent before publishing any specific project details. **16.10** **Privacy**: All personal data you and your Authorised Users provide to us will be treated in accordance with Applicable Data Protection Law and in accordance with our Privacy Policy, [available here](/docs/policies/policies/privacy-policy). You agree to comply with all Applicable Data Protection Laws. To the extent that we act as the Processor of any Personal Data of which you are the Controller (as these terms are defined in the Data Protection Act 2018), the Parties each agree to comply with the terms of our Data Processing Agreement, which is available on our [website here](/docs/policies/terms-and-agreements/data-processing-addendum) and forms part of these Terms. **16.11** **Severance**: If a provision of these Terms is held to be void, invalid, illegal or unenforceable, that provision is to be read down as narrowly as necessary to allow it to be valid or enforceable, failing which, that provision (or that part of that provision) will be severed from these Terms without affecting the validity or enforceability of the remainder of that provision or the other provisions in these Terms. **16.12** **Third party sites**: The Platform may contain links to websites operated by third parties. Unless we tell you otherwise, we do not control, endorse or approve, and are not responsible for, the content on those websites. We recommend that you make your own investigations with respect to the suitability of those websites. If you purchase goods or services from a third party website linked from the Platform, such third party provides the goods and services to you, not us. We may receive a benefit (which may include a referral fee or a commission) should you visit certain third-party websites via a link on the Platform (Affiliate Link) or for featuring certain products or services on the Platform. We will make it clear by notice to you which (if any) products or services we receive a benefit to feature on the Platform, or which (if any) third party links are Affiliate Links. **16.13** **Entire agreement**: These Terms contain the entire understanding between the Parties and the Parties agree that no representation or statement has been made to, or relied upon by, either of the Parties, except as expressly stipulated in these Terms, and these Terms supersede all previous discussions, communications, negotiations, understandings, representations, warranties, commitments and agreements, in respect of its subject matter. You acknowledge and agree that these Terms will take precedence over any terms and conditions you subsequently provide to us in respect of the Platform, including any terms and conditions contained within a purchase order provided by you to us. ### 17. Definitions **Acceptable Use Policy** means our acceptable use policy, [set out here.](/docs/policies/policies/acceptable-use-policy) **Account** has the meaning given in clause 5.3. **Admin Users** means your Authorised Users who are granted administrative rights, as set out in the Platform. **AI** has the meaning given in clause 4.1. **Applicable Data Protection Law** means the laws and regulations applicable to the processing of Personal Data by the Parties in connection with the Terms, including the Data Protection Act 2018 and Privacy Act 1988 (Cth). **Authorised Users** has the meaning given in clause 5.1. **Consequential Loss** includes any consequential loss, indirect loss, real or anticipated loss of profit, loss of benefit, loss of revenue, loss of business, loss of goodwill, loss of opportunity, loss of savings, loss of reputation, loss of use and/or loss or corruption of data, whether under statute, contract, equity, tort (including negligence), indemnity or otherwise. **Experimental Services** has the meaning given in clause 3.7. **Fees** has the meaning given in clause 8.3. **Intellectual Property** means any copyright, registered or unregistered designs, patents or trade marks, business names, get-up, goodwill, domain names, know-how, inventions, processes, trade secrets or confidential information, circuit layouts, software, computer programs, databases or source codes, including any application for registration of, and any improvements, enhancements or modifications of, the foregoing, and any right to apply for and be granted, renewals or extensions of, and rights to claim priority from, such rights and all similar or equivalent rights or forms of protection which subsist or will subsist now or in the future, including in respect of the foregoing. **Liability** means any expense, cost, liability, loss, damage, claim, notice, entitlement, investigation, demand, proceeding or judgment (whether under statute, contract, equity, tort (including negligence), misrepresentation, restitution, indemnity or otherwise), howsoever arising, whether direct or indirect and/or whether present, unascertained, future or contingent and whether involving a third party or a party to these Terms or otherwise. **Organisation** means an environment within the Platform where Authorised Users may manage construction projects, including to submit, post or modify Your Data. **Our Intellectual Property** has the meaning given in clause 11.1. **Output Data** has the meaning given in clause 11.5. **Payment Date** has the meaning given in clause 8.3. **Platform** has the meaning given at the beginning of these Terms. **Published Reports** has the meaning given in clause 11.4. **Purchased Seats** has the meaning given in clause 8.5. **Scheduled or Emergency Maintenance** has the meaning given in clause 10.2. **Services** has the meaning given in clause 3.1. **System** means all hardware, software, networks, telecommunications and other IT systems used by a Party from time to time, including a network. **Your Data** has the meaning given in clause 11.5. *** ### ATTACHMENT 1 – AUSTRALIAN ADDENDUM Where you are contracting with Aphex Australia Pty Ltd (ABN 13 628 119 648), the following provisions will apply in addition to the above Terms: ### Definitions 1\. **Interest on late payments:** Clause 8.11(b) is omitted and replaced with: \ “charge interest on any overdue payments at a rate equal to the Reserve Bank of Australia’s cash rate, from time-to-time, plus 2% per annum, calculated daily and compounding monthly”. 2\. **Consumer Law Rights:** 2.1 In some jurisdictions, you may have guarantees, rights or other remedies provided by law (**Consumer Law Rights**), and these Terms do not restrict your Consumer Law Rights. We will only be bound by your Consumer Law Rights and the express wording of these Terms. 2.2 Subject to your Consumer Law Rights, we do not provide a refund for a change of mind or change in circumstance. 2.3 If you accept these Terms in Australia, nothing in these Terms should be interpreted to exclude, restrict or modify the application of, or any rights or remedies you may have under, any part of the Australian Consumer Law (as set out in Schedule 2 of the Competition and Consumer Act 2010 (Cth)). If our Platform is not ordinarily used for personal, household or domestic use, our liability for a breach of your Consumer Law Rights is limited to either resupplying our Services, or paying the cost of having our Services resupplied. 3\. **Liability:** 3.1 Clause 13 is omitted and replaced with the following: “To the maximum extent permitted by law, we will not be liable for, and you release us from liability for, any Liability caused or contributed to by, arising from or in connection with: (a) your computing environment (for example, your hardware, software, information technology and telecommunications services and systems); or (b) any use of our Services by a person or entity other than you or your Authorised Users. Regardless of whatever else is stated in these Terms, to the maximum extent permitted by law: (a) neither we or you are liable for any Consequential Loss; (b) a party’s liability for any Liability under these Terms will be reduced proportionately to the extent the relevant Liability was caused or contributed to by the actions (or inactions) of the other party, including any failure by the other party to mitigate its loss; (c) (where our Services are not ordinarily acquired for personal, domestic or household use or consumption) in respect of any failure by us to comply with relevant Consumer Law Rights, our Liability is limited (at our discretion) to supplying the Services again or paying the cost of having the Services supplied again; and (d) our aggregate liability to you for any Liability arising from or in connection with these Terms will be limited to the amount of any Fees paid by you to us in respect of the supply of the relevant Services to which the Liability relates, or if you do not have a subscription, to AU$100.“ 4\. **Disputes:** 4.1 Clause 16.4 is omitted and replaced with the following: 17.1 “Neither we or you may commence court proceedings relating to any dispute, controversy or claim arising from, or in connection with, these Terms (including any question regarding its existence, validity or termination) (**Dispute**) unless we and you first meet (in good faith) to resolve the Dispute. Nothing in this clause will operate to prevent us or you from seeking urgent injunctive or equitable relief from a court of appropriate jurisdiction. 17.2 If the Dispute is not resolved at that initial meeting: (a) where you are resident or incorporated in Australia, refer the matter to mediation, administered by the Australian Disputes Centre in accordance with Australian Disputes Centre Guidelines for Commercial Mediation; or (b) where you are not resident or incorporated in Australia, refer the matter to arbitration administered by the Australian Centre for International Commercial Arbitration, with such arbitration to be conducted in Brisbane, Queensland, Queensland, before one arbitrator, in English and in accordance with the ACICA Arbitration Rules.” 5\. **Governing law:** Clause 16.7 is omitted and replaced with the following: “These Terms are governed by the laws of Queensland, and any matter relating to these Terms is to be determined exclusively by the courts in Queensland and any courts entitled to hear appeals from those courts.” **Definitions** **Consequential Loss** includes any consequential loss, special or indirect loss, real or anticipated loss of profit, loss of benefit, loss of revenue, loss of business, loss of goodwill, loss of opportunity, loss of savings, loss of reputation, loss of use and/or loss or corruption of data, whether under statute, contract, equity, tort (including negligence), indemnity or otherwise. However, your obligation to pay us any amounts for access to or use of our Services (including our Platform) will not constitute “Consequential Loss”. # Data Processing Addendum ### 1. General This Data Processing Addendum (**DPA**) supplements and is incorporated into our Aphex Platform Terms of Service (**Terms**) agreed between Aphex Software Limited, a company registered in England and Wales with company number **09681747** (**we**, **us** or **our**), and the Customer (**you** or **your**). This DPA applies to our provision of Services to you under the Terms. This DPA applies from the date you agree to our Terms, and will continue in accordance with the terms of this DPA. ### 2. Definitions **2.1** Capitalised terms in this DPA have the meaning given in the Terms, the Annexures, and as set out below: **Customer** means the contracting entity purchasing services from us, as set out in the Terms. **EU GDPR** means Regulation 2016/679 of the European Parliament and of the Council on the protection of natural persons with regard to the Processing of Personal Data and on the free movement of such data (General Data Protection Regulation). **Platform** means the Aphex platform. **Transferred Data** means any Personal Data Processed by us or our Personnel on behalf of you in connection with the Terms. **Restricted Transfer** means a transfer of personal data from the United Kingdom to any other country which is not subject to adequacy regulations pursuant to Section 17A of the United Kingdom Data Protection Act 2018. **Services** means the services we agree to provide to you pursuant to the Terms. **UK GDPR** means the EU GDPR as incorporated into United Kingdom law by virtue of Section 3 of the United Kingdom’s European Union (Withdrawal) Act 2018. **UK Addendum** means the international data transfer addendum to the European Commission’s standard contractual clauses for international data transfers approved by the Information Commissioner’s Office under section 119A of the Data Protection Act 2018 on 21 March 2022 (version B.1.0), and as updated from time to time. **2.2** The terms, “Commission”, “Controller”, “Data Subject”, “Member State”, “Personal Data”, “Personal Data Breach”, “Processor”, “Processing” and “Sub-Processor” shall have the same meaning as in the UK GDPR. ### 3. Roles of the Parties The Parties acknowledge and agree that in connection with the Terms, where you provide us with Transferred Data, you will be the Controller, and we will process the Transferred Data on your instructions as a Processor. ### 4. Processing of Personal Data **4.1** Each Party agrees to comply with Applicable Data Protection Law in the Processing of Transferred Data. **4.2** You instruct us to process Transferred Data in accordance with this DPA (including in accordance with Annex 1). **4.3** We agree to not process Transferred Data other than on your documented instructions. ### 5. Our Personnel We agree to take reasonable steps to ensure the reliability of any of our Personnel who may have access to the Transferred Data, ensuring in each case that: (a) access is strictly limited to those individuals who need to know / access the relevant Transferred Data, as strictly necessary for the purposes of the Terms; and (b) the relevant Personnel are subject to confidentiality undertakings or professional or statutory obligations of confidentiality. ### 6. Security **6.1** Taking into account the state of the art, the costs of implementation and the nature, scope, context and purposes of Processing as well as the risk of varying likelihood and severity for the rights and freedoms of natural persons, we agree to implement appropriate technical and organisational measures in relation to the Transferred Data to ensure a level of security appropriate to that risk in accordance with Applicable Data Protection Law, and as further particularised in Annex 2. **6.2** In assessing the appropriate level of security, we agree to take into account the risks that are presented by Processing, in particular from a Personal Data Breach. ### 7. Sub-Processing **7.1** Where we wish to engage a new Sub-Processor, we agree to provide written notice to you of the details of the engagement of the Sub-Processor at least 14 days’ prior to engaging the new Sub-Processor (including details of the processing it will perform). You may object in writing to our appointment of a new Sub-Processor within 7 days of such notice, provided that such objection is based on reasonable grounds relating to data protection. In such event, the Parties will discuss such concerns in good faith with a view to achieving resolution. If the Parties are not able to achieve resolution, we may, at our election: (a) not appoint the proposed Sub-Processor; (b) not disclose any Transferred Data we process on your behalf to the proposed Sub-Processor; or (c) inform you that we may terminate the Terms (including this DPA) for convenience, in which case, clause 14.2 will apply. **7.2** You agree that the remedies described above in clauses 7.2(a)-(c) are the only remedies available to you if you object to our engagement of any proposed Sub-Processor by us. **7.3** Where we engage a Sub-Processor to process Transferred Data, we agree to enter into a written agreement with the Sub-Processor containing data protection obligations no less protective that those in this DPA with respect to the Transferred Data, and to remain responsible to you for the performance of such Sub-Processor’s data protection obligations under such terms. **7.4** Where the the transfer of Transferred Data from us to a Sub-Processor is a Restricted Transfer, it will be subject to the UK Addendum (and documents or legislation referred to within it), which shall be deemed to be incorporated into this DPA, and the UK Addendum is considered an appropriate safeguard. ### 8. Data Subject Rights **8.1** Taking into account the nature of the Processing, we agree to assist you by implementing appropriate technical and organisational measures, insofar as this is possible, for the fulfilment of your obligations, as reasonably understood by you, to respond to requests to exercise Data Subject rights under the Applicable Data Protection Law. **8.2** We agree to: (a) promptly notify you if we receive a request from a Data Subject under any Applicable Data Protection Law in respect of Transferred Data; and (b) ensure that we do not respond to that request except on your documented instructions or as required by Applicable Data Protection Law to which we are subject, in which case we shall, to the extent permitted by Applicable Data Protection Law, inform you of that legal requirement before we (or our Sub-Processor) respond to the request. ### 9. Personal Data Breach **9.1** We agree to notify you without undue delay upon becoming aware of a Personal Data Breach affecting Transferred Data, and to provide you with sufficient information to allow you to meet any obligations to report or inform Data Subjects of the Personal Data Breach under the Data Protection Laws. **9.2** We agree to co-operate with you and take reasonable commercial steps as directed by you to assist in the investigation, mitigation and remediation of each such Personal Data Breach. **9.3** If you decide to notify a Supervisory Authority, Data Subjects or the public of a Personal Data Breach, you agree to provide us with advance copies of the proposed notices and, subject to Applicable Data Protection Law (including any mandated deadlines under the UK GDPR), allow us an opportunity to provide any clarifications or corrections to those notices. ### 10. Data Protection Impact Assessment and Prior Consultation We agree to provide reasonable assistance to you, at your cost (to be charged on a reasonable time and materials basis), with any data protection impact assessments, and prior consultations with Supervisory Authorities or other competent data privacy authorities, which you reasonably consider to be required by article 35 or 36 of the UK GDPR or equivalent provisions of any other Data Protection Law (to the extent you do not otherwise have access to the relevant information and such information is in our control). ### 11. Deletion or return of Personal Data Subject to this clause 11, and subject to any document retention requirements at law, we agree to promptly and in any event within 30 business days of any valid requests involving the Processing of Transferred Data (Cessation Date), delete and procure the deletion of all copies of those Transferred Data. ### 12. Audit Rights **12.1** Subject to this clause 12, where required by law, we shall make available to you on request all information reasonably necessary to demonstrate compliance with this DPA, and shall allow for and contribute to audits, including inspections, by you or an auditor mandated by you in relation to the Processing of Transferred Personal Data by us. **12.2** Where clause 12.1 applies, any audit (or inspection): (a) must be conducted during our regular business hours, with reasonable advance notice (which shall not be less than 30 business days); (b) will be subject to our reasonable confidentiality procedures; (c) must be limited in scope to matters specific to you and agreed in advance with us; (d) must not require us to disclose to you any information that could cause us to breach any of our obligations under Applicable Data Protection Law; (e) to the extent we need to expend time to assist you with the audit (or inspection), this will be funded by you, in accordance with pre-agreed rates; and (f) may only be requested by you a maximum of one time per year, except where required by a competent Supervisory Authority or where there has been a Personal Data Breach in relation to Transferred Personal Data, caused by us. **12.3** Your information and audit rights only arise under clause 12.1 to the extent that the Terms does not otherwise give you information and audit rights that meet the relevant requirements of Applicable Data Protection Law. ### 13. Liability Despite anything to the contrary in the Terms or this DPA, to the maximum extent permitted by law, the Liability of each Party and its affiliates under this DPA is subject to the exclusions and limitations of Liability set out in the Terms. ### 14. Termination **14.1** Each Party agrees that a failure or inability to comply with the terms of this DPA and/or the Applicable Data Protection Law constitutes a material breach of the Terms. In such event, you may, without penalty: (a) require us to suspend the processing of Transferred Data until such compliance is restored; or (b) terminate the Terms effective immediately on written notice to us. **14.2** In the case of such suspension or termination by you, we shall provide a prompt pro-rata refund of all sums paid in advance under the Terms which relate to the period of suspension or the period after the date of termination (as applicable). **14.3** Notwithstanding the expiry or termination of this DPA, this DPA will remain in effect until, and will terminate automatically upon, deletion by us of all Transferred Data covered by this DPA, in accordance with this DPA. **14.4** You authorise our engagement of the Sub-Processors already engaged by us at the date of this DPA, which are set out at [trust.aphex.co](http://trust.aphex.co). . *** ### ANNEX 1 ### DESCRIPTION OF TRANSFERS | **Personal Data Transferred** |

Personal data of users you invite to the Platform, including:

  • first and last name
  • email address
  • phone number
  • job title.
| | ----------------------------------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Special Categories of Personal Data and criminal convictions and offences** | Special Categories of Data will not be processed. | | **Relevant Data Subjects** |
  • Your staff members
  • Your customers
  • Anyone about whom personal data is input into the Services
| | **Frequency of the transfer** | Continuous | | **Nature of the transfer** |

As specified in the Terms and this DPA, including without limitation:

  • collection, organisation, storage (hosting), retrieval and other processing of Transferred Personal Data necessary for us to provide, maintain and improve the Platform]; and
  • transmission, disclosure and dissemination of Transferred Personal Data to provide the Services in accordance with the Terms or as compelled by law.
| | **Purpose of processing** | The purpose of the transfer and processing are as specified in the Terms and this DPA. | | **Duration of the Processing** | The term of the Terms, and for a period of 30 days after termination or expiry of the Terms, unless otherwise required by law. | *** ### ANNEX 2 ### TECHNICAL AND ORGANISATIONAL MEASURES INCLUDING TECHNICAL AND ORGANISATIONAL MEASURES TO ENSURE THE SECURITY OF THE DATA In assessing the appropriate level of security, we agree to take into account the risks that are presented by Processing, in particular from a Personal Data Breach. We have implemented and will maintain the following technical and organisational measures to protect Transferred Data: **Technical Security Measures** **6.2.1** Encryption and Data Protection * Data at Rest: All Transferred Data is encrypted at rest using industry-standard AES-256 encryption * Data in Transit: All data transmissions are protected using TLS 1.2 or higher encryption protocols * Key Management: Cryptographic keys are managed through secure key management systems with automated rotation, role-based access controls, and comprehensive audit logging * Database Security: Production databases are encrypted and access is restricted to authorised personnel only through secure authentication mechanisms **6.2.2** Access Controls and Authentication * Multi-Factor Authentication (MFA): Required for all employee access to systems containing or processing Transferred Data * Role-Based Access Control (RBAC): Access to Transferred Data is granted based on the principle of least privilege and business need-to-know basis * Regular Access Reviews: Systematic review and audit of user access rights conducted quarterly to ensure continued appropriateness * Single Sign-On (SSO): Centralised authentication system with secure identity management * Session Management: Automatic session timeouts and secure session handling protocols **6.2.3** Network Security * Web Application Firewall (WAF): All public-facing endpoints are protected by managed WAF solutions to prevent common web application attacks * Network Segmentation: Production environments are logically separated from development and testing environments * Intrusion Detection and Prevention Systems (IDS/IPS): Network-based and host-based monitoring systems for detecting and preventing unauthorised access attempts * DDoS Protection: Distributed denial-of-service protection mechanisms implemented at network level * Virtual Private Networks (VPN): Secure remote access channels for authorised personnel **6.2.4** System Security and Monitoring * Security Information and Event Management (SIEM): Comprehensive logging and real-time monitoring of security events across all systems processing Transferred Data * Vulnerability Management: Regular vulnerability scanning and penetration testing, with documented remediation processes * Endpoint Protection: Advanced threat detection and response solutions deployed on all endpoints * Backup and Recovery: Automated daily backups of all Transferred Data with encryption matching production data standards * System Hardening: Operating systems and applications configured according to industry security benchmarks **6.2.5** Application Security * Secure Development Lifecycle (SDLC): Security considerations integrated throughout the software development process * Code Analysis: Static and dynamic code analysis tools used to identify security vulnerabilities * Threat Modelling: Security threat assessments conducted for new features and system changes * Third-Party Security Assessment: Regular penetration testing and security assessments by qualified external security firms **Organisational Security Measures** **6.2.6** Information Security Management * ISO 27001 Certification: Our information security management system is certified to ISO 27001:2022 standards * Security Governance: Dedicated information security team with defined roles, responsibilities, and escalation procedures * Risk Management: Regular security risk assessments and documented risk treatment plans * Incident Response Plan: Comprehensive incident response procedures with defined roles, communication protocols, and recovery processes * Business Continuity: Documented business continuity and disaster recovery plans tested at least annually **6.2.7** Personnel Security * Background Checks: Security screening of personnel with access to Transferred Data in accordance with applicable laws * Confidentiality Agreements: All personnel with potential access to Transferred Data are bound by confidentiality obligations * Security Training: Mandatory security awareness training for all employees, conducted annually with additional role-specific training for technical staff * Access Provisioning and De-provisioning: Formal processes for granting and revoking system access, including immediate access revocation upon employment termination **6.2.8** Vendor and Sub-processor Management * Due Diligence: Security assessments of all sub-processors and vendors with access to Transferred Data * Contractual Requirements: All sub-processors subject to data protection obligations equivalent to those in this DPA * Regular Audits: Periodic assessment of sub-processor security controls and compliance * Supply Chain Security: Monitoring and assessment of third-party security practices and incident notifications **6.2.9** Physical and Environmental Security * Data Centre Security: Physical security controls managed by certified cloud infrastructure providers (with SOC 2 Type II and ISO 27001 certifications) * Office Security: Access controls, visitor management, and clean desk policies at corporate facilities * Equipment Security: Secure disposal and sanitisation of hardware containing Transferred Data * Environmental Controls: Appropriate environmental monitoring and controls for systems processing Transferred Data **6.2.10** Compliance and Audit * Regular Audits: Internal security audits conducted at least annually, with external compliance audits for relevant certifications * Documentation: Comprehensive documentation of all security controls and procedures * Policy Management: Regular review and update of security policies and procedures to reflect current threats and best practices * Compliance Monitoring: Ongoing monitoring and assessment of compliance with applicable data protection regulations and industry standards Review and Improvement We commit to: * Regularly reviewing and updating these measures to address evolving security threats and technological developments * Conducting annual assessments of the effectiveness of implemented security controls * Implementing improvements based on audit findings, security assessments, and industry best practices * Notifying you of any material changes to our security measures that may affect the protection of Transferred Data These measures are designed to ensure an appropriate level of security taking into account the state of the art, implementation costs, and the nature, scope, context, and purposes of processing, as well as the risks of varying likelihood and severity for the rights and freedoms of natural persons. *** ### ANNEX 3 ### LIST OF SUBPROCESSORS Available at
# Subprocessors List Our list of subprocessors is now hosted on our Trust Centre. View our latest list here # Service Level Agreement ### 1. Overview **1.1** This Service Level Agreement applies to the Platform as defined in the Aphex Platform Terms and Conditions (the **Target Services**). In the event of any inconsistency between this Service Level Agreement (**SLA**) and the terms of the Aphex Platform Terms and Conditions, the terms of the Aphex Platform Terms and Conditions will take priority. ### 2. Definitions **2.1** Unless the context requires otherwise, defined terms in the Aphex Platform Terms & Conditions have the same meaning in this Service Level Agreement and the following definitions also apply: **Availability** means: ``` (Total Minutes - Downtime) / Total Minutes × 100 ``` **Availability Target** means 99.5% per month. **Downtime** means the number of whole minutes within the relevant calendar month that you are unable to access the Target Services. Downtime does not include the time that the Target Services are unavailable due to Scheduled Downtime, Emergency Maintenance or an Excluded Event. **Emergency Maintenance** means any maintenance deemed necessary to protect and maintain the security or integrity of the Target Services. **Excluded Event** means each of the following: (a) failure caused by any software, hardware or other components outside our network or not provided by us; (b) any trial or beta software, including any Experimental Services (being any software released to the market for testing and feedback); (c) any event or circumstance which is beyond our reasonable control including but not limited to, acts of God including fire, hurricane, typhoon, earthquake, landslide, tsunami, mudslide or other catastrophic natural disaster, civil riot, civil rebellion, revolution, terrorism, insurrection, militarily usurped power, act of sabotage, act of a public enemy, war (whether declared or not) or other like hostilities, ionising radiation, contamination by radioactivity, nuclear, chemical or biological contamination, any widespread illness, quarantine or government sanctioned ordinance or shutdown, pandemic (including COVID-19 and any variations or mutations to this disease or illness) or epidemic. (d) any resource reduction directed and approved in writing by you despite our written notice that such reduction may result in that failure or less than optimum performance; (e) any modification, revision, variation, translation or alteration of the Target Services that is not authorised by us; (f) failure of access circuits to our network or upstream providers, unless such failure is caused solely by us; (g) your acts or omissions (or the acts or omissions of others engaged or authorised by you), including, without limitation, any negligence, wilful misconduct, or use of the Target Services in breach of the Aphex Platform Terms & Conditions; (h) outages elsewhere on the internet that hinder or prevent access to the Target Services or your Account; (i) failure caused by Your Data; (j) failure caused by third party products or services; and (k) IP address blacklisting by third parties. **Failure** means that we have failed to achieve the Availability Target for the Target Services in the relevant calendar month. **Scheduled Downtime** means planned maintenance or upgrades to the Target Services in accordance with advance notice provided to you by us. **Service Credit** means any fee rebate or refund, as determined in accordance with clause 3.3. **Service Credit Request** has the meaning given to it in clause 3.2. **Total Minutes** means the total number of minutes in the relevant calendar month. ### 3. Service Level - Availability **3.1** During the term of the Aphex Platform Terms & Conditions, we will use commercially reasonable efforts to provide you with the Target Services in accordance with the Availability Target. **3.2** Where we fail to meet the Availability Target in 2 consecutive calendar months, you may terminate the Aphex Platform Terms & Conditions and cancel your Account with us by giving us 30 days’ written notice. In such event, we agree to provide you with a prorata refund of any Fees paid in advance by you to us. **3.3** You acknowledge and agree that the remedy set out at clause 3.2 will be your sole and exclusive remedy against us arising from or in connection with our failure to meet the Availability Target. # Policies
/pages/WAzokBXWu5K0LHOpoB76
/pages/pTB6k25TcaDNeUHde1Jz
/pages/5tPisO7wRBbvAtWuMMAW
/pages/jflpBwh8LownqWbwKU2E
/pages/gvswObi8OF6tnEtzZbVh
# Acceptable Use Policy This Acceptable Use Policy applies to the Services as defined in the Aphex Platform Terms and Conditions. In the event of any inconsistency between this Acceptable Use Policy and the terms of the Aphex Platform Terms and Conditions, the terms of the Aphex Platform Terms and Conditions take priority. Unless the context requires otherwise, defined terms in the Aphex Platform Terms and Conditions have the same meaning in this Acceptable Use Policy. To keep the Services running safely and smoothly, we need our users to agree not to misuse them. Specifically, you agree not to: (a) probe, scan, or test the vulnerability of any system or network used with the Services; (b) tamper with, reverse engineer or hack the Services, circumvent any security or authentication measures of the Services or attempt to gain unauthorized access to the Services (or any portion thereof) or related systems, networks or data; (c) modify or disable the Services or use the Services in any manner that interferes with or disrupts the integrity or performance of the Services or related systems, network or data; (d) access or search the Services by any means other than our publicly supported interfaces, or copy, distribute, or disclose any part of the Service in any medium, including without limitation by any automated or non-automated "scraping"; (e) overwhelm or attempt to overwhelm our infrastructure by imposing an unreasonably large load on the Services that consume extraordinary resources, such as by: (i) using "robots," "spiders," "offline readers" or other automated systems to send more request messages to our servers than a human could reasonably send in the same period of time using a normal browser; or (ii) going far beyond the use parameters for any given Service as described in its corresponding documentation; (f) solicit any users of our Services for commercial purposes; (g) misrepresent yourself (or any other user) or disguise the origin of any data, content or other information you submit (including by "spoofing", "phishing", manipulating headers or other identifiers, impersonating anyone else, or falsely implying any sponsorship or association with us or any third party) or access the Services via another user's account without their permission; (h) use the Services for any illegal purpose or in violation of any laws (including without limitation data, privacy and export control laws); (i) use the Services to violate the privacy of others, or to collect or gather other users' personal information (including account information) from our Services; (j) submit (or post, upload, share or otherwise provide) data, content or other information that (i) infringes our or a third party's intellectual property, privacy or other rights or that you don't have the right to submit (including confidential or personal information you are not authorized to disclose); (ii) that is deceptive, fraudulent, illegal, obscene, defamatory, libelous, threatening, harmful to minors, pornographic, indecent, harassing, hateful, religiously, racially or ethnically offensive, that encourages illegal or tortious conduct or that is otherwise inappropriate in our reasonable opinion; (iii) contains viruses, bots, worms, scripting exploits or other similar materials; or (iv) that could otherwise cause damage to us or any third party; (k) promote or advertise products or services other than your own without appropriate authorisation; (l) use meta tags or any other "hidden text" including our or our suppliers' product names or trademarks; (m) permit or encourage anyone else to commit any of the actions above; and (n) otherwise perform or assist any unauthorised act or action that may cause any harm or disrepute to our brand or reputation. Without affecting any other remedies available to us, we may, without recourse, permanently or temporarily terminate or suspend your account or access to the Services without notice or liability if we (in our sole discretion) determine that you have violated this Acceptable Use Policy. # Privacy Policy ### Purpose and Scope At Aphex, we respect your privacy and data protection rights and recognize the importance of protecting the personal data we collect and process. This Privacy Policy is designed to help you to understand what personal data we collect about you and how we use and share it. When we refer to Aphex in this Privacy Policy, we mean Aphex Software Limited, a company registered in England and Wales, company registration number 09681747 and register address of 82 Wandsworth Bridge Road, London, United Kingdom, SW6 2TF, and all group companies of Aphex Software Limited, including: * Aphex Australia Pty Ltd (ABN: 13 628 119 648) ("**Aphex**", "**we**", "**us**", "**our**"). This Privacy Policy applies to you if you: * interact with any of Aphex’s websites (including [aphex.co](http://www.aphex.co/), [app.aphex.co](https://app.aphex.co/), [help.aphex.co](https://help.aphex.co/docs)) or our social media pages (collectively, the "**Sites**") ("**website users**"); * visit any of Aphex’s premises ("**office visitors**"); * attend an Aphex event or an event which Aphex sponsors ("**event attendees**"); * use Aphex's applications and services, to the extent that we are acting as a controller of your personal data (collectively, the "**Aphex Services**") ("**customers**"); * interact with any shared data from Aphex's Apps (including shared reports and plans ("**guests**"); * are a marketing prospect, who is anyone whose data Aphex processes for the purposes of assessing customer eligibility ("**marketing prospect**"); or * receive marketing communications from Aphex. This Privacy Policy takes into account the General Data Protection Regulation 2016/679 (**EU GDPR**) for individuals located in the European Union or European Economic Area, and General Data Protection Regulation (EU) 2016/679) (**UK GDPR**) and the Data Protection Act 2018 (**DPA 2018**). In this Privacy Policy, the EU GDPR and UK GDPR are together referred to as **the GDPR.** This Privacy Policy also takes into account the requirements of the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles, as well as the New Zealand Privacy Act 2020 and the Information Privacy Principles. ### Role under the GDPR For the purposes of the GDPR, this Privacy Policy covers personal data that we collect and process in our capacity as a controller of personal data. Where you are invited to access the Aphex Services by a business, that business is the ‘controller’ of any personal data that you input into the Services (“**End User Data**”), and we act as a data processor to process your End User Data on behalf of the controller organisation. The controller is responsible for complying with any regulations or laws that require providing notice, disclosure, and/or obtaining your consent prior to transferring the End User Data to us to process on their behalf, therefore End User Data is not covered by this Privacy Policy. You should view the controller’s privacy policy and/or contact the controller to understand their privacy practices in relation to your End User Data. Our Data Protection Officer can be contacted in writing at . ### Personal Data Collected by Aphex #### Personal Data We Collect and Receive The personal data that we collect about you broadly falls into the categories set out in the following table. Some of this information you provide voluntarily when you interact with the Aphex Services and Sites, or when you attend an event or visit our premises. Other types of information may be collected indirectly from your device, such as device data and service data (and in cases where cookies are used to collect this data, subject to your consent). From time to time, we may also receive personal data about you from third party sources (as further described in the table). **We may collect the following personal data about:** * our website users; * recipients of marketing communications; and * marketing prospects. **1. Registration, contact, and company information:** * first and last names; * email addresses; * phone numbers; * avatars; * company name; * your role in your company. **2. Payment information:** * credit card information; * billing and mailing addresses; * other payment-related information. **3. Device data:** * operating system type and version number, manufacturer and model; * browser type; * screen resolution; * IP address; * unique device identifiers. **4. Service data:** * the website you visited before browsing to the Aphex Services; * how long you spent on a page or screen; * how you interact with our emails; * navigation paths between pages or screens; * date and time; * pages viewed; * links clicked. **5. Third party source data:** * profile information gathered from social networking sites; * information that you have viewed or interacted with our content; * company information; * job titles; * avatars; * email addresses; * phone numbers; * addresses; **6. Geolocation data** * The sources of this third party personal data may include: * Contact enrichment and lead generation providers; and * Targeted online advertising providers **We may collect the following personal data about our office visitors:** **1. Registration, contact and company information:** * first and last names; * email addresses; * phone numbers; * company name; **2. Visitation Data** * time and date of arrival; * photograph ID; * signature; * CCTV footage. **We may collect the following personal data about event attendees:** **1. Registration, contact and personal information:** * first and last names; * email addresses; * phone numbers; * mailing addresses; * company name; * your role in your company. **2. Visitation Data** * time and date of arrival; * photograph ID; * signature; * CCTV footage. **3. Third party source data:** * first and last names; * email addresses; * phone numbers; * mailing addresses; * company name; * your role in your company. **4. The sources of this third party personal data may include:** * The event organizer **We may collect the following personal data about our customers and guests (to the extent applicable):** **1. Registration and contact information:** * first and last names; * email addresses; * phone numbers; * mailing addresses; * company name; * your role in your company. **2. Payment information:** * credit card information; * billing and mailing addresses; * other payment-related information. **3. Device data:** * operating system type and version number, manufacturer and model; * browser type and language; * screen resolution; * IP address; * unique device identifiers. **4. Service data:** * the website you visited before browsing to the services; * how long you spent on a page or screen; * navigation paths between pages or screens; * session date and time; activity status (including first seen, last seen, last heard from - and last contacted); * pages viewed; * links clicked; * language preferences * tags applied within customer accounts * Aphex assigned user identifier. **5. Third party source data** * profile information gathered from social networking sites; * information that you have viewed or interacted with our content; * company information; * job titles; * avatars; * email addresses; * phone number; * approximate geolocation data. Where cookie consent (under applicable laws) is required to collect any of the above personal data, the collection will be subject to your consent. #### Cookies and Other Tracking Technologies Some device data, service data and third party source data is collected through the use of first or third party cookies and similar technologies. Aphex Apps do not collect, retain, or share data regarding a particular user's activity across multiple websites or applications that are not owned by Aphex. Aphex does assign each user a unique user ID within the scope of an individual website, but does not collect or retain IP or any information that would allow Aphex to identify the same particular user on more than one website. For more information, please see Aphex's [Cookie Policy](/docs/policies/policies/cookie-policy). Do Not Track. Some Internet browsers may be configured to send "Do Not Track" signals to the online services that you visit. We currently do not respond to "Do Not Track" or similar signals. To find out more about "Do Not Track," please visit . #### How and why we use your Personal Data We collect and process personal data about you only where we have legal bases for doing so under applicable laws. We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please reach out to us if you need further details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below. | **Purpose of use / disclosure** | **Legal Basis for processing** | | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Providing and facilitating delivery of the Aphex Services, including to provide you with a login. |
  • Performance of a contract with you
| | Providing and facilitating delivery of the Aphex Site |
  • Legitimate interests: to facilitate the function of our Aphex Site.
| | To contact and communicate with you about the Aphex Services, including in response to any support requests you lodge with us or other enquiries you make with us. |
  • Performance of a contract with you
  • Legitimate interests: to administer the Aphex Services, including to inform you of the availability or security of the Aphex Services.


| | To contact and communicate with you about any enquiries you make with us via our website. |
  • Legitimate interests: to ensure we provide the best client experience we can offer by answering all of your questions.
| | For internal record keeping, audit, anti-fraud, administrative, invoicing and billing purposes. |
  • Performance of a contract with you
  • To comply with a legal obligation
  • Legitimate interests: to recover debts due to us and ensure we can notify you about changes to our terms of business and any other administrative points.
| | For analytics, market research and business development, including to operate and improve the Aphex Services and Sites. |
  • Legitimate interests: to keep our website updated and relevant, to develop our business, improve our Services and to inform our marketing strategy.
| | For advertising and marketing, including to send you promotional information about our events and experiences and information that we consider may be of interest to you. |
  • Legitimate interests: to develop our Services and grow our business.
| | For health and safety purposes, where you visit our offices. |
  • Performance of a contract with you.
  • Legitimate interests: to protect our premises and confidential information against unauthorised access and the safety of our staff and office visitors.
| | To manage event registrations and attendance |
  • Performance of a contract with you.
| | To maintain the security of the Aphex Services and Sites. |
  • Legitimate interests: to control unauthorised use or abuse of the Aphex Services and Sites, or otherwise detect, investigate or prevent activities that may violate Aphex policies or applicable laws.
| | To comply with our legal obligations or if otherwise required or authorised by law. |
  • To comply with a legal obligation.
| In certain circumstances, we may collect your personal data on a different legal basis. If we do, or if we use your personal data for purposes that are not compatible with, or are materially different than, the purposes described in this notice or the point of collection, we will explain how and why we use your personal data in a supplementary notice at or before the point of collection. Where we refer to legal bases in this section we mean the legal grounds on which we can rely when processing personal data. ### Sharing your Personal Data 1. We may disclose some or all of the personal data we collect to the following third parties: * **To Aphex Group Companies:** * Aphex Software Limited; * Aphex Australia Pty Ltd; * Any such other group companies as may be added to this list from time to time. * **Our employees and contractors** * **Service Providers:** * Consultants and vendors engaged by us to support our provision of the Aphex Services and Sites and the operation of our business, including IT service providers, data storage, web-hosting and server providers, marketing or advertising providers, payment systems operators, and including those service providers set out on our [Subprocessor List](https://trust.aphex.co/), from time to time; and * third-party AI providers such as Open AI and Anthropic. * **Professional Advisors:** * Professional advisors, such as lawyers, auditors and insurers, in the course of the professional services that they render to us. * **Compliance with Law Enforcement:** * Comply with applicable laws, lawful requests, and legal process, such as to respond to subpoenas or requests from government authorities; * Protect our, your or others’ rights, privacy, safety or property (including by making and defending actual or prospective legal claims); * Enforce the terms and conditions that govern the Services; and * Prevent, identify, investigate and deter fraudulent, harmful, unauthorized, unethical or illegal activity, including cyberattacks and identity theft. * **Business Transfers:** * Parties to transactions or potential transactions (and their professional advisors) involving a corporate divestiture, merger, consolidation, acquisition, reorganization, sale or other disposition of all or any portion of the business, assets, or equity interests of Aphex Group Companies (including, as part of a bankruptcy or similar proceeding). * **Analytics businesses:** * Third parties to collect and process data, such as Google Analytics (To find out how Google uses data when you use third party websites or applications, please see [www.google.com/policies/privacy/partners/](http://www.google.com/policies/privacy/partners/) or any other URL Google may use from time to time), Meta Pixel or other relevant analytics businesses. 2. **Aggregated or anonymised information.** We may also share aggregated or anonymised information with third parties for other purposes. Such information does not identify you individually, but may include usage, viewing and technical information such as the websites you generally use, the configuration of your computer, and performance metrics related to the use of websites which we collect through our technology, products and services. If we are required under applicable law to treat such information as personal data, then we will only disclose it as described above. Otherwise, we may disclose such anonymised information for any reason. ### Retention of your Personal Data 1. We retain your personal data only for as long as necessary to fulfill the purposes set out in this Privacy Policy, or as otherwise required under law. If you would like more information about specific retention periods please contact 2. Note that content you create may remain on the Sites even if you cease using the Sites or we terminate access to the Sites. 3. We will process End User Data for as long as is required and/or permitted under the relevant data processing agreement between us and the controller entity, unless required to be retained by law. ### Transfers of your Personal Data 1. The Aphex Services and Sites, are provided and hosted globally by Google Cloud. Unless otherwise specified, we may transfer, and process, your personal data outside of the country in which you are resident to other Aphex Group Companies and our service providers including to the UK, Australia and other such countries as we deem appropriate from time to time. These countries may not have equivalent privacy and data protection laws (and, in some cases, may not be as protective). We will protect your personal data in accordance with this Privacy Policy wherever it is processed. 2. Certain recipients (our service providers and other companies) who process your personal data on our behalf may also transfer personal data outside the country in which you are resident. Where such transfers occur, we will make sure that an appropriate transfer mechanism is put in place to protect your personal data. ### EU and UK - Your Privacy Rights and Choices 1. If you are a resident of the EEA or the UK you have the following data protection rights: * **Access**: You may request details of the personal data that we hold about you and how we process it (commonly known as a “data subject request”). If you wish to access, correct, update or request deletion of your personal data, you can do so at any time by using the contact details below. * **Processing and portability**: You can object to processing of your personal data, ask us to restrict processing of your personal data or request portability of your personal data. * **Unsubscribe**: You have the right to opt-out of marketing communications we send you at any time. If you no longer wish to receive our newsletter and promotional communications, you may opt-out of receiving them by clicking on the "unsubscribe" or "opt-out" link in the communications we send you. Please note, however, that it may not be possible to opt-out of certain service-related communications. You can let us know at any time if you do not wish to receive marketing messages by contacting us on the Aphex Messenger or by contacting us using the contact details below. * **Withdraw consent**: If we have collected and process your personal data with your consent, then you can withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information conducted in reliance on lawful processing grounds other than consent. * **Information from third parties**: If we receive personal data about you from a third party, we will protect it as set out in this Privacy Policy. If you are a third party providing personal data about somebody else, you represent and warrant that you have such person’s consent to provide the personal data to us. * **Complaints**: If you wish to make a complaint, please contact us using the details below and provide us with full details of the complaint. We will promptly investigate your complaint and respond to you, in writing, setting out the outcome of our investigation and the steps we will take to deal with your complaint. You have the right to complain to a data protection authority about our collection and use of your personal information. For more information, please contact your local data protection authority. Contact details for data protection authorities in the EEA and the UK are available [here](http://ec.europa.eu/justice/data-protection/article-29/structure/data-protection-authorities/index_en.htm). We would, however, appreciate the chance to deal with your concerns before you approach the relevant data protection authority, so please contact us in the first instance. 2. You can exercise any of these rights by submitting a request to our Data Protection Officer at . ### AU and NZ - Your Privacy Rights and Choices 1. If you are a resident of Australia or New Zealand, you have the following data protection rights: * **Your choice**: Please read this Privacy Policy carefully. If you provide personal information to us, you understand we will collect, hold, use and disclose your personal information in accordance with this Privacy Policy. You do not have to provide personal information to us, however, if you do not, it may affect our ability to do business with you. * **Information from third parties**: If we receive personal information about you from a third party, we will protect it as set out in this Privacy Policy. If you are a third party providing personal information about somebody else, you represent and warrant that you have such person’s consent to provide the personal information to us. * **Restrict and unsubscribe**: To object to processing for direct marketing/ unsubscribe from our email database or opt-out of communications (including marketing communications), please contact us using the details below or opt-out using the opt-out facilities provided in the communication. * **Access**: You may request access to the personal information that we hold about you. An administrative fee may be payable for the provision of such information. Please note, in some situations, we may be legally permitted to withhold access to your personal information. If we cannot provide access to your information, we will advise you as soon as reasonably possible and provide you with the reasons for our refusal and any mechanism available to complain about the refusal. If we can provide access to your information in another form that still meets your needs, then we will take reasonable steps to give you such access. * **Correction**: If you believe that any information we hold about you is inaccurate, out of date, incomplete, irrelevant or misleading, please contact us using the details below. We will take reasonable steps to promptly correct any information found to be inaccurate, out of date, incomplete, irrelevant or misleading. Please note, in some situations, we may be legally permitted to not correct your personal information. If we cannot correct your information, we will advise you as soon as reasonably possible and provide you with the reasons for our refusal and any mechanism available to complain about the refusal. * **Complaints**: If you wish to make a complaint, please contact us using the details below and provide us with full details of the complaint. We will promptly investigate your complaint and respond to you, in writing, setting out the outcome of our investigation and the steps we will take in response to your complaint. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (if you are an Australian resident), or the Office of the New Zealand Privacy Commissioner (if you are a New Zealand resident). ### Links to other websites Our website may contain links to other party's websites. We do not have any control over those websites and we are not responsible for the protection and privacy of any personal data which you provide whilst visiting those websites. Those websites are not governed by this Privacy Policy. ### Amendments We may change this Privacy Policy from time to time. We will notify you if we make a significant change to this Privacy Policy, by contacting you through the contact details you have provided to us and by publishing an updated version on our website. ### Contact details For any questions or notices in relation to this Privacy Policy regarding Aphex Software Limited, please contact us at: Aphex Software Limited, a company registered in England and Wales, with company number 09681747 C/O: Data Protection Officer Email: For any questions or notices in relation to this Privacy Policy regarding Aphex Australia Pty Ltd, please contact us at: Aphex Australia Pty Ltd, a company registered in Australia, with company number 13 628 119 648. Email: # Cookie Policy This Cookie Policy explains how Aphex (collectively "**Aphex**", "**we**", "**us**", and "**ours**"), use cookies and similar technologies to recognize you when you visit our websites, including without limitation [www.aphex.co](http://www.aphex.co/), [www.app.aphex.co](http://www.app.aphex.co/) and help.aphex.co, and any related URLs, mobile or localized versions and related domains / sub-domains ("**Websites**"). It explains what these technologies are and why we use them, as well as the choices for how to control them. ## Cookies, similar technologies and the processing of personal data We may process personal data about you when we use cookies or similar technologies, for example, your IP address, username, unique identifier, or an email address. Where we do so we will only process your personal data in compliance with our Privacy Policy. ## What are cookies? Cookies are small data files that are placed on the browser on your computer or mobile device when you visit a website and use its functions, or use an app. Cookies are widely used by online service providers to facilitate and help to make the interaction with users faster and easier (by helping us to distinguish between you and other users and enabling us to retrieve things like your settings and preferences), as well as to provide reporting information and facilitate online advertising. Cookies set by Aphex on the Websites are called "first party cookies". Cookies on the Websites set by parties other than Aphex are called "third party cookies". Third party cookies enable third party features or functionality to be provided on or through the Websites (e.g. advertising, interactive content and analytics). ## Why do we use cookies? We use first party and/or third party cookies on our Websites for various purposes such as: * to facilitate the operation and functionality of our Websites; * to improve your experience of our Websites and make navigating around them quicker and easier; * to allow us to make a bespoke user experience for you and for us to understand what is useful or of interest to you; * to analyze how our Websites are used and how best we can customize them; * to identify future prospects and personalize marketing and sales interactions with them; ## What type of cookies do we use and what are they used for? We use the following types of cookies in our Websites: ### Essential Cookies We use essential cookies to make our Websites work. These cookies are strictly necessary to enable core functionality such as security, network management, your cookie preferences and accessibility. Without them you wouldn't be able to use basic services. You may disable these by changing your browser settings, but this may affect how the Websites function. ### Performance and functionality cookies These cookies are used to enhance the performance and functionality of our Websites but are non-essential to their use. However, without these cookies, certain functionality like videos may become unavailable or you would be required to enter your login details every time you visit the Websites as we would not be able to remember that you had logged in previously. ### Marketing cookies These account-based marketing cookies enable us to identify future prospects and personalize sales and marketing interactions with them. ### Analytics and customization cookies These cookies collect information that is used to help us understand how our Websites are being used or how effective our marketing campaigns are, or to help us customize our Websites for you. We use cookies served by Google Analytics to collect limited data directly from end-user browsers to enable us to better understand your use of our Websites. Further information on how Google collects and uses this data can be found at: . You can opt-out of all Google supported analytics on our Websites by visiting: . ### Advertising cookies These cookies collect information over time about your online activity on the Websites and other online services to make online advertisements more relevant to you. This is known as interest-based advertising. They also perform functions like preventing the same ad from continuously reappearing and ensuring that ads are properly displayed for advertisers. ## Cookie List Here is a list of the cookies we use on our Website and why: | | Provider | Description | | ------------------------------------ | ---------------- | --------------------------------------------------------------------------------------------------------------------- | | Essential and Performance Management | Aphex | In session service delivery critical tracking of events and state. | | | Wix | Required cookies for delivering the website (not active on app.aphex.co) | | | Segment | App performance tracking. | | Marketing cookies | Google Analytics | Tracking of prospects and behaviour for site improvement and retargeting (website only - not active on app.aphex.co). | | | Segment | Tracking of prospects and behaviour for site improvement and retargeting. | | Analytics and customization cookies | Segment | User behaviour and app use tracking for service improvement. | | | Google Analytics | User behaviour and app use tracking for service improvement. | | | Logrocket | Session and issue tracking for performance optimisation and user support (active on app.aphex.co only) | | Advertising | Linkedin | Retargeting to users after they leave Intercom's websites. | #### We may use other similar technologies too, like web beacons, tags, pixels, clear gifs, caching and local browser storage. Cookies are not the only way to recognize or track visitors. We may use other, similar technologies from time to time, like web beacons (sometimes called "tracking pixels" or "clear gifs"). Their function is to provide us with statistical information about site traffic and how people navigate through our site, as well as to facilitate marketing and interest-based advertising. Web beacons are typically transparent graphic images placed on a site. Web beacons are used in combination with cookies to measure the actions of visitors on websites and so declining cookies will impair their functioning. We and our marketing and advertising partners may use web beacons to obtain information such as the URL of the page on which the beacon appears, the time the page containing the beacon was viewed, and the type of browser used to view the page. We may also use web beacons in marketing emails sent by our system. If you receive the HTML formatted version of such emails and your email is configured to download images, a record of whether or not you open the email (and, if you open the email, how frequently you open it) will be saved with your subscriber history. Your engagement with the content of the communication (such as which links you click on) will also be recorded. We also use caching and local storage in your browser to store personalization settings such as your language and which tabs you were last viewing inside our product. This allows us to enhance your experience and resume sessions where you left off. We may use this information to give us an indication of the popularity of content and to help us make decisions about future content and formatting. We may also use the information to publish more content relevant to users in future issues and to unsubscribe recipients who haven't opened our emails for a period of time. ## Third party cookies Some cookies that have been set on our Websites are not set on a first party basis by Aphex. The Websites can be embedded with content from third parties to serve advertising. These third party service providers may set their own cookies on your web browser. Third party service providers control many of the performance and functionality, advertising, marketing and analytics cookies described above. We do not control the use of these third party cookies as cookies can only be accessed by the third party that originally set them. For a list of third party cookies used refer to the lists above. ## Controlling cookies and similar technologies - E.U users You can set and change your preferences, at any time. ## Blocking, disabling cookies and similar technologies Wherever you're located you may also set your browser to block cookies and similar technologies, but this action may block our essential cookies and prevent our website from functioning properly, and you may not be able to fully utilize all of its features and services. You should also be aware that you may also lose some saved information (e.g. saved login details, site preferences) if you block cookies on your browser. Different browsers make different controls available to you. Disabling a cookie or category of cookie does not delete the cookie from your browser, you will need to do this yourself from within your browser, you should visit your browser's help menu for more information. ## Targeted advertising You can opt-out of interest-based advertising facilitated by the cookies on our Websites by opting out of advertising cookies. In addition, you can opt-out of interest-based advertising from participating members of the following advertising industry associations: * [Network Advertising Initiative](http://www.networkadvertising.org/managing/opt_out.asp) * [Digital Advertising Alliance (website ads)](http://www.aboutads.info/choices/) or [youronlinechoices.com](http://www.youronlinechoices.com/) (if you are in Europe) * [Digital Advertising Alliance (ads in mobile apps)](https://www.youradchoices.com/appchoices) Not all companies that serve targeted ads participate in these opt-out programs, so even after opting-out, you may still receive some cookies and interest-based advertisements from other companies. If you opt-out of targeted ads, you will still see advertisements online but they may be less relevant to you. You can also use your mobile device settings to limit use of the advertising ID associated with your mobile device for interest-based advertising purposes. You will need to apply all of the settings described above on each device on which you want the settings to be applied. ## Updates to this Cookie Policy We may update this Cookie Policy from time to time in order to reflect, for example, changes to the cookies we use or for other operational, legal or regulatory reasons. Please therefore re-visit this Cookie Policy regularly to stay informed about our use of cookies and related technologies. The date at the top of this Cookie Policy indicates when it was last updated. ### If you need further information If you have any questions about our use of cookies or other technologies, please email us at . # Fair Billing Policy At Aphex, we believe software should demonstrate value before customers commit significant resources. Unlike the industry standard of locking customers into large upfront costs, our Fair Billing Policy allows organisations to scale their investment based on the actual value they receive. As your use of Aphex grows and delivers measurable benefits to your projects, your costs can adapt accordingly—putting control firmly in your hands. ## Key Concepts To help understand our billing approach, here are the fundamental elements of the Aphex platform:
TermDefinition
ProductA specific Aphex offering such as Planner or Diary that delivers distinct functionality
PlanThe tier of service for a product (e.g., Planner Pro, Planner Pro+, Planner Enterprise) which determines available features and pricing
SubscriptionA customer's purchase of a specific plan for their organisation
SeatAn allocation that grants a specific user access to product functionality within an organisation
EntitlementThe specific functionality and features a customer is entitled to use based on their subscription plan
## Organisation-Level Plans and Seats At Aphex, plans are selected at the organisation level, determining the feature set and functionality available to all users within that organisation. The plan also establishes the pricing for seats throughout the organisation. Each organisation selects: 1. Which Aphex products they require (e.g., Planner, Diary) 2. The appropriate plan for each product (e.g., Pro, Pro+, Enterprise) 3. The number of seats to allocate to users within their organisation ## Seat Allocation and Control We understand that project teams evolve throughout delivery. Our billing approach puts customers in control of their costs by allowing them to directly manage seat allocations within their organisation. Customers control which users are assigned seats through the Admin Console, with billing based on occupied seats during each billing period. {% hint style="info" %} ## Changes to How Seats Are Assigned We've evolved how seats are assigned within our billing model to give customers greater visibility and control over their costs. While Aphex has always used seat-based billing, we've made an important change to how these seats are managed: **Previous approach:** Seats were automatically calculated as assigned or not behind the scenes based on project roles, with limited customer visibility or control over the assignment process. **New approach:** Customers explicitly assign seats to their users to unlock associated functionality. This change delivers several benefits: * **Direct control:** Organisations can now directly control which users are allocated paid seats through the Admin Console * **Cost management:** Customers can more easily manage costs by allocating seats only to users who require specific functionality * **Multi-product clarity:** As we introduce additional products, the seat allocation model provides a consistent approach across all Aphex offerings * **Clearer scaling:** For larger organisations, the explicit seat management approach makes it easier to plan and budget as teams grow * **Flexibility:** Seat allocation is now disconnected from project roles, giving greater flexibility in how teams are structured {% endhint %} ## Subscription Types ### Flexible Plans (Monthly Billing) Our Flexible Plans are designed for organisations that want maximum adaptability with simple monthly billing. #### Billing Structure * Customers are billed monthly in advance based on the number of seats allocated at the start of each billing period * Seat allocation can be adjusted at any time through the Admin Console * Changes to seat allocations are reflected in the next billing cycle #### Subscription Changes * Customers may upgrade, downgrade, or cancel their subscription with notice as specified in the Terms of Service * Changes take effect at the next billing cycle ### Enterprise Plans Enterprise Plans offer predictable costs through pre-committed seat volumes or contract durations. #### Billing Structure * Enterprise customers agree to a fixed monthly fee that includes a specified maximum number of seats * A billable seat is occupied by any organisation member who has been allocated a seat in the Admin Console * Seat usage is monitored automatically with customers having full visibility of allocation through the Admin Console #### Overages * If the number of allocated seats exceeds the pre-committed amount, additional seats will be billed at the agreed overage rate * Overage charges are billed monthly in advance based on seats allocated at the start of each billing period #### Multiple Organisations * Customers who include multiple Aphex Organisations within their Enterprise plan will have their total seat usage calculated as the sum of all allocated seats across each included organisation * Each user occupies one seat per organisation, so if a user works across multiple organisations, they will require a seat in each ## Multiple Product Subscriptions As Aphex introduces new products, customers may subscribe to multiple offerings simultaneously. Each product subscription follows its own plan terms, with seats allocated independently for each product. Clear visibility of seat usage across all subscriptions is provided through the Admin Console. {% hint style="info" %} ## Example: How Billing Works in Practice ACME Contracting is managing 10 active construction projects with approximately 400 total users across these projects. They have selected: * **Planner Enterprise**: A subscription with a commitment to 400 seats (currently using 300) * **Diary Alpha Preview**: Currently in pilot phase with 50 users testing the functionality (from the available 2,500 free seats) In this scenario: * ACME pays a fixed monthly fee for their 400 committed Planner Enterprise seats regardless of current usage * ACME doesn't pay for their Diary usage as they're part of the Alpha Preview * If ACME increased their Planner seat allocation to 450, they would pay the agreed overage rate for the additional 50 seats * Users can be on multiple projects within ACME's organisation but only occupy one Planner seat * If ACME had a separate organisation for their Special Projects division, users working in both the main organisation and Special Projects would require seats in each {% endhint %} ## Payment Terms and Currency ### Payment Terms * For invoice billing, invoices will be issued on Net 30 day terms and contain a reference to the Purchase Order number provided by the Customer * For card billing, invoices will be generated immediately upon charge * Payment methods and terms are established at the time of subscription and can be reviewed in the Admin Console ### Currency Options Aphex is headquartered in the United Kingdom, with our base pricing established in British Pounds (GBP). For the convenience of our global customers, we offer billing in select additional currencies including EUR and AUD, with plans to expand to USD in the future. While we aim to maintain stable pricing in all currencies, please note: * Pricing in non-GBP currencies is based on foreign exchange rates * We may periodically review and update these rates to maintain alignment with market conditions * We'll provide advance notice of any significant adjustments to currency-based pricing * Once a subscription is established in a specific currency, that currency will apply for the duration of the subscription *** For any questions regarding our Fair Billing Policy, please contact your Customer Success Manager or email . # Support Policy This Support Policy applies to the Support Services as defined in the Aphex Platform Terms and Conditions. In the event of any inconsistency between this Support Policy and the terms of the Aphex Platform Terms and Conditions, the terms of the Aphex Platform Terms and Conditions will take priority. ### Definitions Unless the context requires otherwise, defined terms in the Aphex Platform Terms and Conditions have the same meaning in this Support Policy, and the following definitions also apply: **Business Day** means a day on which banks are open for general banking business in the relevant support region, excluding Saturdays, Sundays and public or bank holidays. ### Support Channels and Hours We provide the Support Services across the various channels set out below. In order for you to receive the Support Services, you must place a request with us using either the Live Chat Support or Email Support channels set out below. * **Help Center:** Comprehensive product documentation, guides, and resources available 24/7. * **Live Chat Support:** Available between 9am and 5pm, Business Days in active support regions. Active support regions are: * United Kingdom (GMT); and * Australia (GMT+10). * **Email Support:** Available via . If your use of the Support Services significantly exceeds typical usage patterns, we may initiate a discussion to review and address this with you. Any changes to the Services or Fees resulting from such review will be mutually agreed upon between the Parties in writing. If the Parties are unable to mutually agree changes to the Services or Fees, we may, in our sole discretion, adjust our response times accordingly, and/or terminate the Aphex Platform Terms and Conditions with 14 days' written notice to you. ### Onboarding and Activation We provide the following onboarding and activation services to support your implementation and adoption of the Services: * **Implementation Support,** which includes reasonable assistance with: * initial system configuration and setup; * user account provisioning and permissions; * data import and integration setup, where applicable; and * initial template and workspace configuration; and * **Training and Enablement,** which includes the provision of reasonable training sessions covering: * core platform functionality; * administrative features and controls; * best practices for your intended use cases; and * additional sessions as reasonably required for successful adoption, together, the **'Onboarding Services'**. #### Delivery Approach * The Onboarding Services are provided remotely, unless otherwise agreed between the Parties in writing. * Where required by you, we may agree to provide multiple sessions in relation to Training and Enablement. All Training and Enablement sessions will be provided at a time and date mutually agreement between the Parties, and will be aimed at your core team only. #### Service Limitations The Parties agree to work together to decide on a plan for the Onboarding Services. We reserve the right to limit the Onboarding Services where we consider your requests to exceed the reasonable scope of the Onboarding Services. Where we consider your use of the Onboarding Services to be excessive, we may agree to provide additional onboarding services at agreed commercial rates. ### Incident Management You may report errors or abnormal behaviour of the Service (**"Incidents"**) by contacting us via the Aphex Messenger or via email at . You agree to provide us with all information and cooperation reasonably requested by us in order for us to provide the Support Services to you. This includes, without limitation, providing the following information to Aphex regarding the Incident: * aspects of the Service that are unavailable or not functioning correctly; * an assessment of the impact of the Incident on your users; * start time of Incident; * list of steps to reproduce Incident; * relevant log files or data; and * wording of any error message. Our personnel will assign a priority level (**"Priority Level"**) to each Incident and seek to provide responses in accordance with the table below. | Priority Level | Description | Target Response Time | | -------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ----------------------------------------------------------- | | **Priority 1** | Operation of the Service is critically affected (not responding to requests or serving content) for a large number of users; no workaround available. | 2 hours | | **Priority 2** | Service is responding and functional but performance is degraded, and/or Incident has potentially severe impact on operation of the Service for multiple users. | 2 days | | **Priority 3** | Affects specific features or a limited set of users. Functionality is partially impacted, but a workaround may exist. Examples include single feature downtime, degraded performance for some users, or non-critical integration/data issues. |

High Priority = 2 Weeks
Medium Priority = 4 Weeks

| | **Priority 4** | Non-critical issue; no significant impact on performance of the Service but user experience may be affected. | | Subject to clause 5, if an Incident is passed to us outside the applicable service availability window (as set out in the Support Channels and Hours section of this Support Policy), time measurement for the Target Response Time will begin from the commencement of the next service availability window. ### Exclusions We will have no obligation to provide Support Services to the extent an Incident arises from: (a) use of the Services by you in a manner not authorised in the Aphex Platform Terms and Conditions or any applicable documentation; (b) general Internet problems, force majeure events or other factors outside of our reasonable control; (c) your equipment, software, network connections or other infrastructure; (d) any Third Party Products or Services; and (e) any trial or beta software, including any Experimental Services (being any software released to the market for testing and feedback). ### Additional Resources To the extent that you are provided access to additional resources, including but not limited to Power BI templates (**Additional Resources**): * basic implementation guidance may be provided for standard features, at our sole discretion; * support does not include custom modifications or bespoke development; * you maintain full ownership and responsibility for any customisation; and * we reserve the right to modify or withdraw access to Additional Resources at any time. # How Aphex Uses AI ## Our Approach to AI At Aphex, we see AI as a tool that can be embedded within core workflows to help construction teams plan, communicate, coordinate, and track their work more effectively. Rather than building standalone AI chatbots, we focus on solving specific user problems where AI provides the best path to a solution. We always start with identifying genuine user problems. When we find that AI offers the most effective way to solve these problems, we explore that path thoughtfully and transparently. ## Current AI Implementation Today, our AI features are implemented within our **Diary product**. Teams using only our core Planner product will not encounter any AI functionality. ### How We Use AI in Diary We currently use AI in three main ways within the Diary product: #### **1. Capturing Site Records Easily** Making it frictionless for site teams to create diary entries through multiple input methods. **Current examples include:** * **Voice to Text**: Real-time transcription of spoken notes using mobile devices * **Image to Text**: Converting handwritten notes from photos into digital text #### **2. Organising and Summarising Site Records** Helping teams compile and structure their daily records efficiently. **Current examples include:** * **Diary Summary Generation**: Automatically compiling notes, progress updates, and photos into coherent daily summaries #### **3. Analysing and Finding Information Across Site Records** Enabling teams to extract insights and locate specific information from their project records. **Examples in development:** * **Search functionality**: Query across multiple diary records to find specific information * **Automated recaps**: Scheduled summaries of diary records (e.g., night shift updates) ## External AI Providers Our AI features currently use these external service providers which Aphex interacts with via API:
ProviderExample Use Cases
AssemblyAIVoice transcription
OpenAIText and image processing, diary summarisation.
AnthropicPossible future use
#### Data Handling by Providers
ProviderProvider Security PostureSecurity Page
AssemblyAI
  • Supports customer "opt out" requests which Aphex has done.
  • Deletes most API content within 3 days
https://support.assemblyai.com/collections/1705441896-security
OpenAI

  • Does not train models on business data by default
  • Has no right of ownership to inputs and outputs (where allowed by law).
  • Deletes all API context after 30 days
https://openai.com/enterprise-privacy/
Anthropic
  • Does not train models on business data by default
  • Has no right of ownership to inputs and outputs (where allowed by law).
  • Deletes all API context after 30 days
https://privacy.anthropic.com/en/collections/10663361-commercial-customers