Project Users

Project Roles

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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.

Complete Project Admin & Member Permissions

Data	Admin	Member	Notes
Create Tasks
Edit Tasks
Manage Project Settings
Manage Project Permissions
Add Project Users			Organisation -controlled
Manage Project Users
Create Teams
Manage Integrations
Import Tasks via CSV
Import Master Schedule
Publish the Plan
Make Ready
Manage Publicly Shared Data
Create and Share Views
Manage All Views
Create & Manage Folders			Project-controlled
Create & Manage Packages
Create & Manage Labour
Create & Manage Plant
Create & Manage Materials
Create & Manage Subcontractors
Create & Manage Locations
Create & Manage Calendars
Create & Manage Delay Reasons
Create & Manage Blockers			Project-controlled
Create & Manage Tags			Project-controlled

Planner Access

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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

Functionality	Full	Limited
Aphex Planner
Gantt Views
Board Views
Map Views
List Views
Aphex Mobile (List & Map)
Published Versions

Managing Planner Access

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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

• Indiviual Assignment:

  • Locate a specific User in the table

  • Toggle their Planner Access to Full​

• Bulk Assignment:

  • Select multiple Users using the 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

Adding Project Users

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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

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

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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 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

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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

• Indiviual 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 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

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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 the + in the Task Delegate column

• Select one or more Users who should be able to edit all Tasks owned by this User

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

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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 the + in the Plan Reviewer column

• Choose one User to act as the Reviewer for that person’s plan

Exporting Project Users

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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

Column	Description
Name	User's chosen display name
Email	User's email address
Role	User's Project Role
LastLogin	The date of the last time the user logged in to the Organisation
Planner Access	Full/Limited
Status	Archived/Active
Task Delegate	Email addresses of the User's Task Delegates
Plan Reviewer	Email address of the User's Plan Reviewer