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.
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 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
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 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 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
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
checkboxes
to provision Planner Seats for all selected Users
at the top right of the table