# 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** <img src="https://2273109354-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FLu0mYklsCTm7XQm3ZGqv%2Fuploads%2FLPGjkcmVir3XDnCO5p6L%2FSuper%20Admin%20Tag.svg?alt=media&#x26;token=9119cc42-70aa-4646-85ce-1f7e3e6ce29b" alt="" data-size="line">     | Everything. Full control over the Organisation, Project management, Users, Settings, Billing  - even deletion. |
| **System Admin** <img src="https://2273109354-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FLu0mYklsCTm7XQm3ZGqv%2Fuploads%2FPSCRFLGPLsTe1dvSs6F4%2FSys%20Admin%20Tag.svg?alt=media&#x26;token=1166eadd-ce45-403b-821b-efaff8ae6d52" alt="" data-size="line">      | Same as Super Admin, *except* they can’t delete the Organisation or manage billing.                            |
| **Billing Admin** <img src="https://2273109354-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FLu0mYklsCTm7XQm3ZGqv%2Fuploads%2FidDsg5uKSo1swkTAUddn%2FBilling%20Admin%20Tag.svg?alt=media&#x26;token=fbe36f6a-f645-4d3f-a4cd-daf6fcf3f48a" alt="" data-size="line"> | Access to billing and subscription management only.                                                            |
| **Member**                                                                                                                                                                                                                                                                               | Access assigned at the project level only - no admin or billing permissions.                                   |

<details>

<summary>Super Admin Permissions</summary>

Super Admins have the highest level of control in the Organisation. This role is designed for ultimate Organisation-level oversight and responsibility.&#x20;

| 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`    |

</details>

<details>

<summary>System Admin Permissions</summary>

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`                 |

</details>

<details>

<summary>Billing Admin Permissions</summary>

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` |

</details>

<details>

<summary>Organisation Member Permissions</summary>

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.

</details>

<details>

<summary>Permissions Matrix</summary>

<table><thead><tr><th width="259.8046875">Permission</th><th width="90.09765625" data-type="checkbox">Super</th><th width="75.51171875" data-type="checkbox">Sys</th><th width="91.4765625" data-type="checkbox">Billing</th><th width="109.35546875" data-type="checkbox">Member</th><th>Notes</th></tr></thead><tbody><tr><td> Access the Org</td><td>true</td><td>true</td><td>true</td><td>true</td><td></td></tr><tr><td>Be added to Projects</td><td>true</td><td>true</td><td>true</td><td>true</td><td></td></tr><tr><td>Access Aphex Insight</td><td>true</td><td>true</td><td>true</td><td>true</td><td></td></tr><tr><td>Open the Admin App</td><td>true</td><td>true</td><td>true</td><td>false</td><td></td></tr><tr><td>Manage Org Settings</td><td>true</td><td>true</td><td>false</td><td>false</td><td></td></tr><tr><td>Delete the Org</td><td>true</td><td>false</td><td>false</td><td>false</td><td></td></tr><tr><td>Manage Org Users</td><td>true</td><td>true</td><td>false</td><td>false</td><td></td></tr><tr><td>Provision Paid Seats</td><td>true</td><td>true</td><td>true</td><td>true</td><td><p>Members &#x26; Billing Admin: </p><p>Only possible via Invite User flow</p></td></tr><tr><td>Downgrade Paid Seats</td><td>true</td><td>true</td><td>false</td><td>false</td><td></td></tr><tr><td>Manage Existing Projects</td><td>true</td><td>true</td><td>false</td><td>false</td><td></td></tr><tr><td>Manage Billing</td><td>true</td><td>false</td><td>true</td><td>false</td><td></td></tr><tr><td>Invite New Members to Org</td><td>true</td><td>true</td><td>true</td><td>true</td><td>Permissions can be customised</td></tr><tr><td>Create New Projects</td><td>true</td><td>true</td><td>true</td><td>true</td><td>Permissions can be customised</td></tr><tr><td>Transfer Projects Between Orgs</td><td>true</td><td>false</td><td>false</td><td>false</td><td></td></tr><tr><td>Manage Authentication </td><td>true</td><td>true</td><td>false</td><td>false</td><td></td></tr></tbody></table>

</details>

## Seat Entitlements <a href="#users" id="users"></a>

***

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   | <ul><li>Can be given <code>Full Planner Access</code> in any Project they are a User on</li><li>Is able to open Aphex <code>Insight</code> </li></ul> |

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.&#x20;

#### Adding Planner Seats:

Open the Admin App and select `Organisation Users`

* **Indiviual Assignment:**&#x20;
  * Click on a specific User to open their slide-in panel
  * Toggle on their <img src="https://2273109354-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FLu0mYklsCTm7XQm3ZGqv%2Fuploads%2FrvTcctNRDtoOHaw7U9zU%2FTheme%3DLight%2C%20Size%3DRegular%2C%20State%3DOn.svg?alt=media&#x26;token=d08029bc-cd20-4401-bc69-8ded58cdca38" alt="" data-size="line"> `Planner Seat`​
* **Bulk Assignment**:
  * Select multiple Users using the ![](https://2273109354-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FLu0mYklsCTm7XQm3ZGqv%2Fuploads%2FUmk4xHroFcifJzozWIty%2FGrab%20Select.svg?alt=media\&token=2d16c5b8-ca42-4e97-882e-f4bb8c21a5d8) checkboxes
  * Use the multi-select toolbar <img src="https://2273109354-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FLu0mYklsCTm7XQm3ZGqv%2Fuploads%2FGl86nA6I40QWttnCAocM%2FFAB%20(1).svg?alt=media&#x26;token=2afcf1e6-a7f2-4a2e-abfd-6671c61d3b3b" alt="" data-size="line"> to provision Planner Seats for all selected Users⁠⁠​
* **Adding New Users**:&#x20;
  * When using the <+ add user> flow, you can assign Planner Seats during the invitation process by toggling their <img src="https://2273109354-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FLu0mYklsCTm7XQm3ZGqv%2Fuploads%2FrvTcctNRDtoOHaw7U9zU%2FTheme%3DLight%2C%20Size%3DRegular%2C%20State%3DOn.svg?alt=media&#x26;token=d08029bc-cd20-4401-bc69-8ded58cdca38" alt="" data-size="line"> `Planner Seat`​ on

<details>

<summary>How Planner Seats Work</summary>

* 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.

</details>

## Adding Organisation Users <a href="#users" id="users"></a>

***

#### 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&#x20;
* Toggle the <img src="https://2273109354-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FLu0mYklsCTm7XQm3ZGqv%2Fuploads%2FrvTcctNRDtoOHaw7U9zU%2FTheme%3DLight%2C%20Size%3DRegular%2C%20State%3DOn.svg?alt=media&#x26;token=d08029bc-cd20-4401-bc69-8ded58cdca38" alt="" data-size="line"> `Planner Seat` option as needed⁠
* Click <img src="https://2273109354-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FLu0mYklsCTm7XQm3ZGqv%2Fuploads%2F9UgHVVFzHb4NOvLKeCpS%2FFinish%20Button.svg?alt=media&#x26;token=2cc7bd61-d130-4a18-8028-8e6e2a3ac0da" alt="" data-size="line">

<details>

<summary>What is the experience for Invited Users?</summary>

* 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)

</details>

<details>

<summary>Default Settings for New Organisation Users</summary>

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

</details>

Adding a User at the Organisation level gives them access to the Organisation, but they won’t see any plans until they’ve been <a href="projects" class="button secondary">added to a Project</a>

## Suspending Organisation Users <a href="#users" id="users"></a>

***

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:**&#x20;
  * Click on a specific User to open their slide-in panel
  * Click `...` then `Suspend User`​
  * Confirm
* **Bulk Suspension**:
  * Select multiple Users using ![](https://2273109354-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FLu0mYklsCTm7XQm3ZGqv%2Fuploads%2FUmk4xHroFcifJzozWIty%2FGrab%20Select.svg?alt=media\&token=2d16c5b8-ca42-4e97-882e-f4bb8c21a5d8) checkboxes
  * Use the multi-select toolbar <img src="https://2273109354-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FLu0mYklsCTm7XQm3ZGqv%2Fuploads%2FGl86nA6I40QWttnCAocM%2FFAB%20(1).svg?alt=media&#x26;token=2afcf1e6-a7f2-4a2e-abfd-6671c61d3b3b" alt="" data-size="line"> to choose `...` then `Suspend`​
  * Confirm

<details>

<summary>What Happens When Users Are Suspended</summary>

**Access Blocked**

* Users are blocked from accessing all organisation projects and apps⁠

**Cannot Be Added**

* &#x20;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

</details>

<details>

<summary>Key Rules and Restrictions</summary>

**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

</details>

<details>

<summary>Restoring a Suspended User</summary>

**Automatic Reactivation**: Restores access to the Organisation, Projects and billing status⁠

</details>

## Deleting Organisation Users <a href="#users" id="users"></a>

***

Deleting an Organisation User removes all record of that User from your Organisation. Users must be suspended before they can be deleted⁠.&#x20;

#### To Delete Organisation Users:

Open the Admin App and select `Organisation Users`

* **Indiviual Delete:**&#x20;
  * Click on an already suspended User to open their slide-in panel
  * Click `...` then `Delete User`​
  * Confirm
* **Bulk Delete**:
  * Select multiple suspended Users using ![](https://2273109354-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FLu0mYklsCTm7XQm3ZGqv%2Fuploads%2FUmk4xHroFcifJzozWIty%2FGrab%20Select.svg?alt=media\&token=2d16c5b8-ca42-4e97-882e-f4bb8c21a5d8) checkboxes
  * Use the multi-select toolbar <img src="https://2273109354-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FLu0mYklsCTm7XQm3ZGqv%2Fuploads%2FGl86nA6I40QWttnCAocM%2FFAB%20(1).svg?alt=media&#x26;token=2afcf1e6-a7f2-4a2e-abfd-6671c61d3b3b" alt="" data-size="line"> to choose `...` then `Delete User`​
  * Confirm

<details>

<summary>What Happens When Users Are Deleted from the Org</summary>

**Permanent Removal**:&#x20;

* 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

</details>

## Exporting Organisation Users <a href="#users" id="users"></a>

***

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 <img src="https://2273109354-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FLu0mYklsCTm7XQm3ZGqv%2Fuploads%2Fbf5KqA2IE1uG4s6SnvuF%2FDownload%20Button.svg?alt=media&#x26;token=d602583a-c1ca-48ba-9bcb-f856eeaae83e" alt="" data-size="line"> at the top right of the table

<details>

<summary>Org Users Export Format</summary>

<table><thead><tr><th width="237">Column</th><th>Description</th></tr></thead><tbody><tr><td>Name</td><td>User's chosen display name</td></tr><tr><td>Email</td><td>User's email address</td></tr><tr><td>Role</td><td>User's Organisation Role</td></tr><tr><td>LastLogin</td><td>The date of the last time the user logged in to the Organisation</td></tr><tr><td>Planner Seat</td><td>Yes/No</td></tr><tr><td>Auth</td><td>How users sign in to the system</td></tr></tbody></table>

Suspension Status: Shows "Suspended" for suspended users⁠

</details>