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
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
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
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
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
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
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
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 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 the + in the Plan Reviewer column
Choose one User to act as the Reviewer for that person’s plan
checkboxes
to turn on Full Planner Access for all selected Users
at the top right of the table