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

SuperSysBillingMember

Permission	Super	Sys	Billing	Member	Notes
Access the Org
Be added to Projects
Access Aphex Insight
Open the Admin App
Manage Org Settings
Delete the Org
Manage Org Users
Provision Paid Seats					Members & Billing Admin: Only possible via Invite User flow. This can be restricted to System Admins only on an Enterprise subscription
Downgrade Paid Seats
Manage Existing Projects
Manage Billing
Invite New Members to Org					Permissions can be customised
Create New Projects					Permissions can be customised
Transfer Projects Between Orgs
Manage Authentication

Seat Entitlements

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Alongside their Organisation Role, Users can also be granted a Planner and/or Diary Seat. Seats are paid and will determine if the user has the possibility of accessing Planner and Diary 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
Diary	Can be given Diary Access in any Project they are a User on

Diary access and 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

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You can assign or revoke Seats individually, in bulk, or during the user invite flow.

Adding Seats:

Open the Admin App and select Organisation Users

• Indiviual Assignment:

  • Click on a specific User to open their slide-in panel

  • Toggle on Planner Seat​ and/or Diary Seat​

• Bulk Assignment:

  • Select multiple Users using the checkboxes

  • Use the multi-select toolbar to provision Seats for all selected Users⁠⁠​

• Adding New Users:

  • When using the <+ add user> flow, you can assign Seats during the invitation process by toggling Planner Seat​ and/or Diary Seat​ .

How Planner & Diary Seats Work

Planner Seat

Diary Seat

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.

Turning a Diary Seat on gives the User the ability to access Diary in any Project they’re part of. If a Diary Seat is removed, any Projects where the user had Diary Access will automatically remove their access. Only Super Admins and System Admins can manage Diary Seat assignments at the organisation level.

Seat States

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Seat states help you understand whether a user holds a paid seat and whether they're actually using it on active projects.

There are three seat states for Planner and Diary:

State	Definition
Active	The user has been assigned this seat AND has full access to it on at least one active project. Archived Projects and Archived Project Users do not count. Active Seats are labeled with a
Idle	The user has been assigned this seat BUT does not have full access to it on any active projects. Idle Seats will have a warning next to the
Not Assigned	User has not been assigned this seat. Not Assigned Seats are labeled with a

Diary and Planner Seats holds their own states independently, a user can be Active on Planner and Idle on Diary, so the two are shown separately in the table.

How Idle Seats Work

A Planner Seat is Idle when:

• The user has a Planner Seat but no Full Planner Access on any active projects, OR

• The user only has Limited Access on active projects

Once a user is granted Full Planner Access to one or more active projects, their Planner Seat will no longer be flagged as

A Diary Seat is Idle when:

• The user has a Diary Seat but no Diary Access on any active projects

Once a user is granted Diary Access to one or more active projects, their Diary Seat will no longer be flagged as

Additional Idle Rules:

• If a user has Full Access only on archived projects, their seat is still be

• Suspended users will not show labels

Seat State Matrix:

Access Level	Planner Seat State	Diary Seat State
Full Diary & Planner access on an active project	Active ()	Active ()
Full Diary access only on an active project	Idle ()	Active ()
Full Planner access only on an active project	Active ()	Idle ()
Full access on archived project only	Idle ()	Idle ()
Only Limited Planner access and no Diary access on any active project	Idle ()	Idle ()
Not part of an active project	Not Assigned ()	Not Assigned ()

Adding Organisation Users

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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

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

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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 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

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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 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

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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

Column	Description
Name	User's chosen display name
Email	User's email address
Role	User's Organisation Role
LastLogin	The date of the last time the user logged in to the Organisation
Planner Seat	Yes/No
Auth	How users sign in to the system

Suspension Status: Shows "Suspended" for suspended users⁠

Exporting Billed Organisation Users

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• Open the Admin App and select Subscription & Billing

• Select

Exporting Billed Users Rules

• You must be a Billing or Super Admin to be able to export the CSV

• A ZIP file will be downloaded with 2 CSVs, Org Users & Projects

Billed Users Export Format

Column	Description
Display Name	User's chosen display name
Email	User's email address
Role	User's Organisation Role
Planner Seat	Yes/No
Authentication	How users sign in to the system

Suspension Status: Shows "Suspended" for suspended users⁠