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Aphex Help

Planner

Getting Started

First time planning in Aphex? Start here

Getting Around

Switch between Views to see the Plan the way you need - this could be anything from your own Tasks, to upcoming Milestones, or Tasks with delays from a specific subcontractor over the last 7 days. Each View lets you filter, group, and set a date range that fits.

The main navigation controls live at the top of the page:

Add and remove Filters to reveal relevant Tasks
Change the Date Range to view Tasks occurring within a particular timeframe
Update the Grouping to change how Tasks are organised in your Plan
Swap between the Gantt, Map, List & Board View tabs that are open at the top of your page
Create your own Views for personal use, or to share with your Team

Next up: start adding new Tasks or editing existing ones.

Add Tasks inside your project's existing structure by clicking Add Task
Open the Column Picker to view and edit Task information
Select tasks and use the multi-select to apply edits in bulk
Draw links

Once your Tasks are up to date, mark your plan as ‘Ready’ to show your team it’s good to go for the Weekly Published Version.

Check the upcoming deadline in the top-right for when you have to be Ready by. Typically this will line up with your existing short-term planning cycle.
Resolve any Missing Data, Clashes or Overdue Blockers
Once you're happy to be accountable for your plan, you can mark your Tasks as

Once your Admin publishes the official Weekly Version, you can share the plan with anyone, even if they’re not using Aphex.

Copy the public URL to your Weekly Version and share with non-Aphex users
Open and select Print View to generate a PDF
Under View Options you'll also find Export Tasks to CSV

As work proceeds and the plan changes, keep your tasks up to date by recording delays and improvements.

Extend your Promised Tasks or use the Thumbs Down to log a delay
Use the Thumbs Up to log an Improvement or On Schedule
Mark Tasks as completed by changing the Status to
Open to turn on the Baseline to compare the live plan to previous weeks

Features

Delay Reasons

Who can use this feature?

Admins can create custom Delay Reasons. Admins, Task Owners and Assignees can add Delay Reasons to Progress Updates.

Delay Reasons give context to delayed tasks, allowing the team to explain why their task didn't progress as expected from a dropdown. Every project starts with a default list of Delay Reasons, but Project Admins can edit and add custom Delay Reasons at any time.

Create Custom Delay Reasons

Creating Delay Reasons lets you build a reusable library of Delay Reasons to add when adding a delay to Tasks.

Creating a new Delay Reason:

Open the Delay Reasons page, then click
Create your custom Delay Reason by entering a name and selecting a category

Delay Categories

Each delay reason needs to belong to one of the following categories:

Delay Categories

Filter by Delay Reason

Once Delays have been logged, you can filter any View to show Tasks impacted by specific Delay Reasons - or simply highlight all Tasks that have recieved any Delay at all.

Click and
Select Delay Reason in the first dropdown
Select from Is, Is Not, Is Empty and Is Not Empty

See also: create & share

As the team starts to record delays against Tasks, all updates (including Delays, On Track & Improvement events) can be traced back to the responsible Task Owner or Subcontractor. This makes it easy to understand how all parties are performing across the project.

User Power BI to build custom reporting on delays and performance, based on data in your weekly Published Versions. Aphex provides free templates as a starting point but everything can be customised to suit your project reporting requirements.

Utilise Aphex Insight to track Delay Concentration by Delay Reason. See trends and drill down into specific Tasks to identify which Delay Reason has the highest delay concentration.

See also:

Folders

Who can access this feature?

Project Admins can run Master Schedule Imports.

In Aphex, the project’s WBS is built using Folders. Folders and Subfolders are how teams organise and group Tasks across the plan - whether you're pulling in a detailed structure from P6 or Asta, or building a more streamlined setup to suit daily and weekly site planning.

Create a Root Folder

Root Folders sit at the top of your Folder hierarchy - everything else rolls up into them. You can create one directly from the Gantt while planning, or use the Folders Management page to build out your structure more intentionally.

From the Gantt

Make sure that your set to Folders
An option to Add Root Folder will appear on the Gantt

Click your Project Title in the top left, then select Project Assets
Select Folders from the menu
Click

Subfolders help you build out your Folder Structure with as much detail as your plan needs. You can nest Subfolders as deep as required - there's no limit!

From the Folders Management Page:

Click your Project Title in the top left, then select Project Assets
Select Folders from the menu
Hover over the Folder you would like to add a Subfolder to

Hover over the Folder you are adding to
Click on the + symbol
Select Add Subfolder
Type in the Subfolder Name & select the

If parts of your Folder Structure need to stay exactly as they are, you can apply Folder Protection. You can lock down changes to names, codes, position, or structure - including the ability to add Subfolders.

Click your Project Title in the top left, then select Project Assets
Select Folders from the menu
Locate the Folder you'd like to Protect

Reordering Folders is quick and flexible. Move a single Folder or an entire branch - just remember that the Folder Structure is shared with everyone on the project, so your updates will apply project-wide.

Click your Project Title in the top left, then select Project Assets
Select Folders from the menu
Hover over the Folder name & click and hold to the left of the checkbox

To move a Folder using the Overflow Menu

Hover over the Folder & click the ...
Select Move to bring up the menu
Click on the Folder you want to move to & confirm using the button

You can duplicate Folders to help build out your Folder Structure faster – avoiding the need to recreate similar setups manually.

From the Folders Management Page:

Click your Project Title in the top left, then select Project Assets
Select Folders from the menu
Hover over the Folder & click the ...

From the Gantt:

Locate the Folder(s) you want to duplicate.
Hover over the Folder & click the ...
Choose one of the two duplication options:
- Duplicate

To use the Folder Importer, upload a spreadsheet with both a Code and Name for each Folder.

The importer works with CSVs exported from other planning tools. If your system doesn’t support folder exports, you can copy folder codes and names manually into our template.

Click your Project Title in the top left, then select Project Assets
Select Folders from the menu
Click

See also: create & share

Diary

Web

Creating a Diary Entry

Who can use this feature?

Contributors on the diary template and project admins can create Diary Entries.

A Diary Entry is where you log your day's work. Once created, contributors can add content to the Diary Entry. The Diary Entry workflow is the same whether you're using the mobile or web app, though the interface differs slightly. If you are using a mobile, see our Mobile Diary Guide.

Before you can create Diary Entries, you will need to Create a Diary.

To create a new Diary Entry:

Navigate to the Diary Entries section and click
Select which Diary you want to create an entry for, or create a new diary
Select the diary entry date
Select the Shift Start and End time from the dropdown
Click

Once you open a diary entry, you can edit the shift start and end times at any point before submitting it for review.

To edit the Diary Entry Shift Time:

Open a Diary Entry
Click on the left hand panel and select Edit Details
Select a new Start and End shift time
Click

Once your entry is created and open, you and other contributors can start adding content. See

INSIGHT

Reports

Integrations & API

How is PPC calculated?

If you've downloaded one of our free Power BI dashboards, you may have questions about how the PPC (Percent Plan Complete) is being calculated.

What is PPC?

PPC shows you what percentage of your planned work actually got done between two dates (usually last week and this week). There are two ways to measure it:

PPC (Task Day)

This method looks at how many work days you completed as planned.

Example:

Let's say you have three tasks:

Task A: 3-day task, all days planned for the reference week
Task B: 2-day task, all days planned for the reference week
Task C: 4-day task, with 2 days planned for the reference week and 2 days the following week

What actually happened:

Task A: ✓ All 3 days completed during the reference week
Task B: ✗ Slipped—only 1 of the 2 planned days completed during the reference week
Task C: ✗ Slipped—only 1 of the 2 planned days completed during the reference week

How we calculate it:

Task A: 3 / 3 days = 100% PPC
Task B: 1 / 2 days = 50% PPC
Task C: 1 / 2 days = 50% PPC

Total PPC = Average(100%, 50%, 50%) = 66%

This method only counts tasks that were completely finished on schedule.

Example:

Let's say you have three tasks:

Task A: Final day planned to occur in the reference week
Task B: Final day planned to occur in the reference week
Task C: Final day planned to occur in the reference week

What actually happened:

Task A: ✓ Final day of task occurred in the reference week
Task B: ✗ Slipped—final day pushed to the following week
Task C: ✓ Final day of task occurred in the reference week

How we calculate it:

Task A: Completed = 100% PPC
Task B: Not Completed = 0% PPC
Task C: Completed = 100% PPC

Total PPC = Average(100%, 0%, 100%) = 66%

APIs

Authentication

To generate a session token, you must provide a valid Client ID and Client Secret.

While in closed beta, you can obtain your API keys by contacting our Customer Success team.

Use this endpoint to generate a temporary Access Token

Use this endpoint to revoke a previously generated Access token

Project Assets

Project assets are the defined lists of objects that can be attached to tasks within a project. You can query these assets to assist in constructing more precise Task queries.

Use this endpoint to query the list of Users on a project.

Use this endpoint to query the list of Subcontractors on a project.

Use this endpoint to query the tree of Folders on a project.

Use this endpoint to query the list of Packages on a project.

Use this endpoint to query the list of Calendars on a project.

Use this endpoint to query the list of Locations on a project.

Use this endpoint to query the list of Delay Reasons on a project.

Use this endpoint to query the list of Production Measures on a project.

PROJECT SETTINGS

Organisation Settings

Account & Task Properties

Troubleshooting

Authentication

How do I reset my Password?

Can't remember your password? We've gotcha!

You can reset your Aphex password in two ways:

If you are already logged in to Aphex, you can reset your password from Account Settings.
If you aren't logged in to Aphex, you can reset your password from the Login Page.

Resetting your Password from Account Settings

To reset your password from account settings:

First, click on your Avatar icon in the top right corner of Aphex and select Profile from the menu
Scroll down to the Password section and click . A reset link will be sent to your registered email address
Open the email and click Reset Password

To reset your password from the login page:

Head to the Aphex login page , enter your email and hit Continue
Next, click Forgot Password then Reset your Password
Enter your email and select Send Reset Instructions

Policies

Folders

Who can access this feature?

Project Admins can run Master Schedule Imports.

Create a Root Folder

From the Gantt

Make sure that your set to Folders
An option to Add Root Folder will appear on the Gantt

Click your Project Title in the top left, then select Project Assets
Select Folders from the menu
Click

Subfolders help you build out your Folder Structure with as much detail as your plan needs. You can nest Subfolders as deep as required - there's no limit!

From the Folders Management Page:

Click your Project Title in the top left, then select Project Assets
Select Folders from the menu
Hover over the Folder you would like to add a Subfolder to

Hover over the Folder you are adding to
Click on the + symbol
Select Add Subfolder
Type in the Subfolder Name & select the

Click your Project Title in the top left, then select Project Assets
Select Folders from the menu
Locate the Folder you'd like to Protect

Click your Project Title in the top left, then select Project Assets
Select Folders from the menu
Hover over the Folder name & click and hold to the left of the checkbox

To move a Folder using the Overflow Menu

Hover over the Folder & click the ...
Select Move to bring up the menu
Click on the Folder you want to move to & confirm using the button

You can duplicate Folders to help build out your Folder Structure faster – avoiding the need to recreate similar setups manually.

From the Folders Management Page:

Click your Project Title in the top left, then select Project Assets
Select Folders from the menu
Hover over the Folder & click the ...

From the Gantt:

Locate the Folder(s) you want to duplicate.
Hover over the Folder & click the ...
Choose one of the two duplication options:
- Duplicate

To use the Folder Importer, upload a spreadsheet with both a Code and Name for each Folder.

The importer works with CSVs exported from other planning tools. If your system doesn’t support folder exports, you can copy folder codes and names manually into our template.

Click your Project Title in the top left, then select Project Assets
Select Folders from the menu
Click

See also: create & share

Locations

Who can use this feature?

All Project Users can allocate a Location to their Tasks.

Project Admins can create and manage the Library of available Locations and External Map Layers.

The Location library is where you create and manage all Locations for your Project. Locations can be geolocated maps that connect to external layers like ArcGIS or drone flyovers, or static images to represent a zone, floor, or layout. Each Task can be assigned to a Location - which can then be used in filters, to group the plan, or to open Map Views.

Creating a Location

Pick a Location type, set a name and save it to your Project's library.

To create a Location:

Click your Project Title in the top left
Select Project Assets
Select Location from the menu
Click
Pick a Location Type; Model Space, Real World or Off Site
Give your Location a name and select

See also:

When you connect a layer, Aphex will detect all available sublayers. Layer Policies help you control which ones are brought into your project - and whether they stay synced automatically or not.

Open the Configure Location Layer menu
Click into the Layer Policy dropdown
Make a selection from: Most Recent, Change Over Time, All Layers

These policies & selected Sublayers can be changed at any time.

Model Space Locations use a single uploaded image, like a site GA, floor plan, or layout export as the base for marking up Work Areas.

Click your Project Title in the top left
Select Project Assets
Select Location from the menu
Click into your Map Space Location

Locate the Location you'd like to replace
Hover the Image layer and click ...
Select Replace File
Upload your replacement image and confirm

Off Site Locations are simple placeholders for areas that aren't part of the site map. They're helpful for tagging work that happens elsewhere (like a precast yard) without need for a visual representation.

Off Site Locations cannot be opened in a Map View, and no Work Areas can be marked up on them.

Archiving a Location removes it from active use - it can't be opened in Map View or assigned to Tasks. The data is still part of the project's history and you can restore it at any time if you need to bring it back.

Locate the Location you'd like to replace
Hover the Image layer and click ...
Select Archive

Each Task can be assigned to a Location from your Project's library - the first step in showing that Task on the Map.

To assign a Location:

On the Gantt, use the Column Picker to enable the Location column
Click the Location cell for your Task and choose a Location from the dropdown

See also: create & share

Connect Aphex to Power BI

Things to know before you get started:

You will need the onto your device.
You must be a Project Admin to set up the integration.

In addition to our built in reporting app, Aphex Insight we also provide an integration with Power BI so that teams can customise their reports and hunt for insight.

In this guide we will go through the key steps to start analysing your data in Power BI. Where necessary we will include links to more advanced features throughout.

Enable Integration

The Power BI Integration is enabled at a project level so that every team has control over who can access their data. To start, head to your project in Aphex Planner and locate the Integrations page.

To enable the data source:

Open your project
Click your project title in the top left and select Integrations from the menu
Locate the Power BI section and toggle Enable Source

Once you've enabled the Power BI source, you’ll be able to copy your project's unique URL endpoint.

To keep your data secure, the endpoint won’t return any data unless the request includes a valid token. The token is shown once only, so be sure to copy it before closing the window. If it expires or you forget to save it, you can generate a new one at any time.

On the Integrations page, click + Generate New Token
Give your token a name so that people know what it's being used for
Click Generate Token

Next up: pick a template. We’ve created a set of ready-to-use Power BI dashboards so you don’t have to build your own from scratch. Choose one that fits your reporting needs, then you’ll be ready to connect your project data.

Visit
Pick a Template
Enter in your details & email
Open the email and click the download link

or build your own using the

Next step: open your template Before the template can show anything, it needs to connect to your project. This is where you plug in the values you saved earlier and let Power BI load your project data into the report.

Open the PBIT file in Power BI Desktop
You’ll be prompted to enter three values:
- Project API URL
- Token

With your data loaded, the dashboard is ready to use. If you’re familiar with Power BI, you can tweak visuals, add filters, or expand the reports to fit your project’s workflow.

Most connection issues come down to one of a few predictable causes. This section walks through the ones we see most often and how to fix them.

When Power BI prompts you with the Access Web Content window, make sure Anonymous is selected. This is important because the API uses your token for authentication - selecting any other method (like Windows or Organizational Account) will block the connection.

In the Access Web Content window, select Anonymous
Make sure no other method is selected, and that no other information has been entered into the window (like Web API Key, or Organizational Account)
You may also need to ensure the Privacy Level is set to None or Public to avoid errors when refreshing

Open the template
Click Transform Data
Select Data Source Settings
Click Edit Permissions

By default, your request will return data from the 5 most recent Published Versions. If your project’s dataset is too large, the connection may fail to load. Unless you're on an Enterprise plan, the API response must be under 32MB. You can reduce the amount of data being returned by using query parameters to limit the response size.

Setting up SAML SSO

A guide for system administrators to configure an enable SAML based SSO for their teams.

Who can use this feature? SSO is available on Enterprise plans You will need to have Administrator access to your company's IdP platform (Active Directory, Okta or similar)

Single Sign On (SSO) allows users to log into many applications or websites using an identity provider. Security Assertion Markup Language (SAML) is a security standard for managing authentication and access.

In a SAML SSO set-up, the identity provider manages the organisation's user accounts and credentials. The service provider (Aphex) is the app or website that provides services to the user or organisation.

When using SAML SSO, members are forced log in to their Aphex account using the organisation's identity provider.

How SAML SSO works:

Member attempts to log in to Aphex with an email at a registered SAML SSO domain
Aphex enforces login via SAML SSO
Aphex sends a SAML request to the identity provider
The identity provider checks this member's credentials
The identity provider sends a response to Aphex to verify the member's identity
Aphex accepts the response and logs the member into their Aphex account
If the user is new, they will be provisioned in

Note: Aphex uses SAML 2.0 for all SAML SSO configurations. This includes configurations with supported identity providers and any custom configurations.

The process for configuring SAML will depend on your specific identity provider. We've outlined the general process for implementing SAML SSO below.

SAML SSO only applies to users from the organisation's registered domains. Other users (from other domains) accessing the organisation's data in Aphex can continue to log in via other methods such as email + password or Sign in with Microsoft.

Domains are the way we identify entities on the internet. They let Aphex know which authentication methods to allow or enforce for users.

Organisations can typically have a single domain however, we do support more than one domain, including subdomains.

For example: ACME Corp has three domains registered to their organisation: acme.org, acme-abc-jv.com, and acjv.com.

Anyone with an acme.org, acme-abc-jv.com, or acjv.com email address will be subject to the enforced SSO rules applied.

Contact your Account Manager or Customer Success Manager to request the SAML SSO setup for your domains.

Once approved, you will be provided with access to an SSO which will guide you through the set up.

Within your company's identity provider, create or register a new enterprise application for Aphex. As you setup the SAML SSO for the application you will need to enter the information provided in the prior step.

When you add Aphex to your identity provider, they will provide you with;

Identifier (for example: Microsoft Entra ID Identifier)
Login URL
Logout URL (optional)
Certificate (in Base64, Raw or XML format)

You will need to save these and return them securely to your Aphex Account Manager or Customer Success Manager.

Certain services allow you to customise the logo of your Enterprise application. If so, you can use this logo here.

Now that you have created the enterprise application, you need to assign your users/user groups to it.

Under the Getting started section, select Assign users and groups.
Select the Add user/group button.
Under Users, select the None Selected link.
In the search field, enter the user or group of users that you want to assign to the enterprise application.

Aphex will expect three specific properties as part of the SAML SSO configuration. You can add these as custom claims in your IdP;

firstName: The user's fist name (For example this will be mapped to user.givenname in Microsoft Entra)
lastName: The user's last name (For example this will be mapped to user.surname in Microsoft Entra)
mail: The user's unique, primary email address (For example this will be mapped to user.userprincipalname

Once configured, the connection can be tested in a development environment with your Aphex Account Manager or Customer Success Manager.

Once tested, your Aphex Account Manager or Customer Success Manager can deploy your SAML SSO configuration.

The next time users from your domains attempt to access Aphex they will be required to login again and the use of SAML SSO will be enforced (meaning they will no longer be able to use their prior authentication methods).

get

Get tasks

Path parameters

regionstring · enumRequired

gb | au

Possible values:

projectIdstringRequired

projectId

Query parameters

startstringOptional

YYYY-MM-DD formatted date

finishstringOptional

YYYY-MM-DD formatted date

shiftstring · enumOptional

day | afternoon | night | 24hr

Possible values:

ownerIdsstringOptional

comma-delimited user IDs

folderIdsstringOptional

comma-delimited folder IDs

packageIdsstringOptional

comma-delimited package IDs

locationIdsstringOptional

comma-delimited location IDs

calendarIdsstringOptional

comma-delimited calendar IDs

subcontractorIdsstringOptional

comma-delimited subcontractor IDs

assignedToIdsstringOptional

comma-delimited user IDs

fieldsstringOptional

comma-delimited additional fields (assignees,wbs,package,parent,contractor,labourResources,plantResources,materialResources,location,workArea,progress,predecessors,successors,externalId,notes,tags,blockers,production,productionPlanned,atRisk)

Header parameters

X-API-KeystringRequired

access token

Responses

200

application/json

afterstringOptional

linkstringOptional

displayNamestringOptional

emailstringOptional

idstringOptional

atRiskbooleanOptional

categorystringOptional

displayNamestringOptional

dueDatestringOptional

idstringOptional

statusstring · enumOptionalPossible values:

idstringOptional

namestringOptional

typestring · enumOptionalPossible values:

durationintegerOptional

externalIdstringOptional

finishstringOptional

codestringOptional

idstringOptional

namestringOptional

parentIdstringOptional

pathstringOptional

idstringOptional

Default task fields

keyTaskbooleanOptional

idstringOptional

namestringOptional

quantitynumberOptional

idstringOptional

namestringOptional

typestring · enumOptionalPossible values:

datestringOptional

quantitynumberOptional

datestringOptional

quantitynumberOptional

idstringOptional

namestringOptional

quantitynumberOptional

unitstringOptional

namestringOptional

notesstringOptional

displayNamestringOptional

emailstringOptional

idstringOptional

codestringOptional

idstringOptional

namestringOptional

idstringOptional

namestringOptional

categorystringOptional

idstringOptional

namestringOptional

quantitynumberOptional

averageDailyOutputnumberOptional

behindPacebooleanOptional

completedQuantitynumberOptional

measureIdstringOptional

namestringOptional

percentCompletenumberOptional

remainingQuantitynumberOptional

targetRatenumberOptional

totalQuantitynumberOptional

unitstringOptional

unitNamestringOptional

Other propertiesnumber · float64Optional

amountintegerOptional

datestringOptional

namestringOptional

behindPacebooleanOptional

True when the task's total output up to this date falls short of the total planned by this date. Compares running totals, so a slow day on a task that is ahead overall reads false.

cumulativePercentnumberOptional

cumulativeQuantitynumberOptional

measureIdstringOptional

outputTodaynumberOptional

unitstringOptional

unitNamestringOptional

typestring · enumOptionalPossible values:

idstringOptional

lagintegerOptional

namestringOptional

relationstring · enumOptionalPossible values:

typestring · enumOptionalPossible values:

shiftstring · enumOptionalPossible values:

startstringOptional

statusstring · enumOptionalPossible values:

idstringOptional

namestringOptional

displayNamestringOptional

idstringOptional

bboxnumber[]Optional

geometryanyOptional

idanyOptional

Other propertiesanyOptional

typestringOptional

401

Unauthorized

application/json

messageanyOptional

422

Unprocessable Entity

application/json

messageanyOptional

500

Internal Server Error

application/json

messageanyOptional

get/{region}/v1/projects/{projectId}/tasks

GET /{region}/v1/projects/{projectId}/tasks HTTP/1.1
Host: app.aphex.co/
X-API-Key: text
Accept: */*

{
  "paging": {
    "next": {
      "after": "text",
      "link": "text"
    }
  },
  "results": [
    {
      "assignedTo": [
        {
          "displayName": "text",
          "email": "text",
          "id": "text"
        }
      ],
      "atRisk": true,
      "blockers": [
        {
          "category": "text",
          "displayName": "text",
          "dueDate": "text",
          "id": "text",
          "status": "open"
        }
      ],
      "calendar": {
        "id": "text",
        "name": "text",
        "type": "five-day"
      },
      "duration": 1,
      "externalId": "text",
      "finish": "text",
      "folder": {
        "code": "text",
        "id": "text",
        "name": "text",
        "parentId": "text",
        "path": "text"
      },
      "id": "text",
      "keyTask": true,
      "labour": [
        {
          "id": "text",
          "name": "text",
          "quantity": 1
        }
      ],
      "location": {
        "id": "text",
        "name": "text",
        "type": "map"
      },
      "materials": [
        {
          "dailyActual": [
            {
              "date": "text",
              "quantity": 1
            }
          ],
          "dailyPlanned": [
            {
              "date": "text",
              "quantity": 1
            }
          ],
          "id": "text",
          "name": "text",
          "quantity": 1,
          "unit": "text"
        }
      ],
      "name": "text",
      "notes": "text",
      "owner": {
        "displayName": "text",
        "email": "text",
        "id": "text"
      },
      "package": {
        "code": "text",
        "id": "text",
        "name": "text"
      },
      "parent": {
        "id": "text",
        "name": "text"
      },
      "plant": [
        {
          "category": "text",
          "id": "text",
          "name": "text",
          "quantity": 1
        }
      ],
      "production": {
        "averageDailyOutput": 1,
        "behindPace": true,
        "completedQuantity": 1,
        "measureId": "text",
        "name": "text",
        "percentComplete": 1,
        "remainingQuantity": 1,
        "targetRate": 1,
        "totalQuantity": 1,
        "unit": "text",
        "unitName": "text"
      },
      "productionPlanned": {
        "ANY_ADDITIONAL_PROPERTY": 1
      },
      "progress": [
        {
          "amount": 1,
          "date": "text",
          "name": "text",
          "production": {
            "behindPace": true,
            "cumulativePercent": 1,
            "cumulativeQuantity": 1,
            "measureId": "text",
            "outputToday": 1,
            "unit": "text",
            "unitName": "text"
          },
          "type": "delay"
        }
      ],
      "relatedTasks": [
        {
          "id": "text",
          "lag": 1,
          "name": "text",
          "relation": "predecessor",
          "type": "start-start"
        }
      ],
      "shift": "day",
      "start": "text",
      "status": "planned",
      "subcontractor": {
        "id": "text",
        "name": "text"
      },
      "tags": [
        {
          "displayName": "text",
          "id": "text"
        }
      ],
      "workArea": {
        "bbox": [
          1
        ],
        "geometry": null,
        "id": null,
        "properties": {
          "ANY_ADDITIONAL_PROPERTY": "anything"
        },
        "type": "text"
      }
    }
  ]
}

Publishing

Who can use this feature?

Project Admins can configure the publishing routine, publish the plan for the project and enable Share to Web.

All Project users can open Published Versions, and copy the public URL.

Publishing takes a snapshot of your plan at a specific moment. It’s great for sharing, keeping the team aligned, or using as a baseline to compare progress.

Set up the Publishing Routine

Creating a publication routine lets you set recurring deadlines for task updates, helping keep the whole project team aligned and on track.

Setup a Publishing Routine:

Click your Project Title in the top left and select Publishing
Click the settings icon in the top right
Configure the Publishing Routine by setting a Lookahead Period, Publication Frequency, and Publication Requirements

Before publishing, check that your team has updated their part of the plan and that there are no outstanding issues. When you're ready, just hit ‘Publish’, you can do this anytime, even if some team members haven’t marked their work as ready.

Check the Plan:

Click your Project Title in the top left and select Publishing
Click into the Next Scheduled Publication
Check the user table to see if the team have readied/reviewed their plan, if they have any Clashes, Overdue Blockers or Missing Data

See also:

Once you're happy with the plan, Publishing takes a snapshot of it at that exact moment in time. Published Versions are shared with everyone on the project and stored as a historical record - capturing how the plan looked, week by week.

How to Publish the Plan:

Click your Project Title in the top left and select Publishing
Click into the next scheduled publication
Select Publish in the top right

During the Publishing process, Automations let you optionally set historic tasks to ‘Done’, locking them in place or mark Tasks within a set window as ‘Promised’. A Promised Line will appear on the Gantt to show where commitments end, helping track delays and their impacts.

To Mark Historic Tasks as Done:

Open your upcoming Published Version and click
Toggle Set Historic Tasks to Done

To set a Promised Period:

Open your upcoming Published Version and click
Toggle Promise Tasks
Pick a date for the Promised Period to end

To send a notification:

Open your upcoming Published Version and click
Toggle Send Notification

See also:

Compare the live plan with any Published Version to see how things have moved. Spot where Tasks have slipped or improved as the plan progresses.

Click at the top off the Gantt
To compare the Live Plan to a previous week, select Baseline
This will show a list of all Published Versions on the Project
Select any option to see how how your current plan compares to your Baseline

Click at the top off the Gantt
Toggle Baseline

You can open any historical Published Version to view the full plan exactly as it was at the time of publish. It’s fully interactive so you can use filters, open Task Details, view the Map - just like the live plan. The only difference is that everything is read-only, like an interactive PDF.

Open a Published Version:

Click your Project Title in the top left and select Publishing
Locate the list of all Published Versions in your Project
Hover over an existing published version and click ...

See also:

Published Versions can be Shared to Web to allow anyone (including non-Aphex users) to view the plan.

Enable sharing:

Click your Project Title in the top left and select Publishing
Locate the list of all Published Versions in your Project
Hover over an existing published version and click ...

Labour & Plant

Who can use this feature?

All project users can add Labour and Plant to their Tasks.

Project Admins can create new Labour and Plant resources.

Labour and Plant can be added to Tasks to track and forecast your daily resource demand.

Create Labour Resource

Creating Labour resource lets you build a reusable library of Labour to assign to Tasks.

To create Labour:

Click your Project Title in the top left, then select Project Assets
Select Labour from the menu
Click
Create your custom Labour resource by entering the Name, Labour Type and a Colour
The Labour resource is added to the library of Labour the team can assign to their Tasks

Creating Plant resource lets you build a reusable library of Plant to assign to Tasks.

Click your Project Title in the top left, then select Project Assets
Select Plant from the menu
Click

You can assign as many Labour resources to each Task as you need. Once added to the task, they’re assumed to be needed for the entire working duration - keeping things simple and helping teams plan ahead.

On the Gantt, navigate to the column picker and toggle Labour
Click the Labour cell for your Task & select the relevant Labour option from the dropdown menu
Use the + / - buttons to increase or decrease the Labour quantity needed for the duration of the Task

See also:

You can assign as many Plant resources to each Task as you need. Once added, they’re assumed to be needed for the entire working duration - keeping things simple and helping teams plan ahead.

On the Gantt, navigate to the column picker and toggle Plant
Click the Plant cell for your Task & select the relevant Plant option from the dropdown menu
Use the + / - buttons to increase or decrease the Plant quantity needed for the duration of the Task

See also:

Use the Resource Overlay in the Gantt to forecast Labour & Plant demand day by day. You'll see how much of each Labour or Plant is needed across the project, with a clear breakdown of which Tasks are driving that usage and who's using it.

Click and select Resources
Use the icons on the left to view Labour
Hover over the numbers to view your Total and Project Utilisation

Click and select Resources
Use the icons on the left to view Plant
Hover over the numbers to view your Total and Project Utilisation

See also:

Filter by Labour to quickly review and manage work related to a particular Labour item across your plan.

Click and
Select Labour in the first dropdown
Select from Is, Is Not, Is Empty, Is Not Empty

Filter by Plant to quickly review and manage work related to a particular Plant item across your plan.

Click and
Select Plant in the first dropdown
Select from Is, Is Not, Is Empty, Is Not Empty

See also: create & share

Connect your Project as a datasource for Power BI to report on Labour & Plant Demand.

Utilise Aphex Insight to track Labour & Plant Resource Demand. See trends and drill down into specific Tasks to identify where each Labour and Plant Resource is allocated.

See also:

Readying & Reviewing

Who can use this feature?

Task Owners can make their part of the plan Ready

Reviewers and Admins can approve plans on behalf of other Task Owners.

Before a plan is published, you can mark your part as Ready to signal it’s up to date and good to go. Even if you don’t mark it as ready, your tasks will still be included in the published version.

Unresolved Issues

If you own Tasks in the lookahead period, it's your responsibility to make sure they're accurate, up to date and don't have any outstanding Unresolved Issue. This means Task Owners need to be mitigating any Clashes, adding Missing Data and resolving any Overdue Blockers.

To see unresolved issues in your Plan:

Click your Publishing Deadline in the top right of the page
This will open the Make Ready Window
You'll see a count of all your Clashes, Missing Data and Overdue Blockers
Click any of the counts to open the relevant panel and start resolving issues

The Missing Data Panel highlights tasks you own that are missing required info, based on the lookahead set in the publishing schedule.

Open the Missing Data panel:

Open the Gantt
Towards the right-hand side, select
This will open the Missing Data Panel
Click into any Task Name in this panel to automatically open the specific columns you need to complete

The Blockers Panel highlights Open and Overdue Blockers, with Overdue ones always visible even if they fall outside the lookahead window so nothing critical gets missed.

Open the Blockers Panel:

Open the Gantt
Towards the right-hand side, select
This will open the Blockers Panel
Click the next to the Blocker to Resolve it

See also:

The Clashes Panel shows Tasks in your lookahead that share the same work area, helping you spot and resolve scheduling conflicts.

Open the Clashes panel:

Open the Gantt
Towards the right-hand side, select
This will open the Clashes Panel
Click any Task Name in the panel to see which Task it’s clashing with, and who owns it.

See also:

Filtering by Issue lets you focus on specific Tasks based on what issues they have. It’s a quick way to review and manage work related to a particular issue across your plan.

Click and
Select Issue in the first dropdown
Select from Is, Is Not, Is Empty or Is Not Empty

Your Project comes with a pre-made Unresolved Issues View.

Click + Views within the open View Tabs
Select Unresolved Issues View

See also: create & share

Marking your part of the plan as Ready lets your team know your Tasks are up to date and good to go for publishing.

How to Make Ready:

Click your Publishing Deadline in the top right of the page
This will open the Make Ready Window
Select
Additionally, if you’re confident in your plan, you can still choose to Make Ready

See also:

You can assign a Reviewer to any User, ideal for reviewing Subcontractor's plans, or if someone on the Project is away. Reviewers are notified when plans are Ready and can either approve them or mark them Ready on the User’s behalf.

Click your Project Title in the top left then select Users
Find the user you want to assign a Reviewer to
Click the + in the Reviewer column

Click the 0/X Reviewed button in the top right of the page
Find the Work for Review section in the menu that opens
Use the to view each User's plan

See also:

Progress

Who can use this feature?

Admins, Task Owners and Assignees can add Progress to Tasks. Project Admins can change how tasks without a Production Measure are tracked.

Progress tells you how far along a task is and whether it's on track to finish on the scheduled date. Logging progress every day gives you an early warning when a task starts slipping, so the team can act before the finish date is at risk. It also builds a record of what caused delays across the project.

The best way to keep progress accurate is a consistent daily routine: add a Progress Update to each of your active tasks every day.

How Progress is tracked

Every Progress Update asks the same question: are we on track to finish on the scheduled date? How a task answers that depends on whether the task has a Production Measure assigned and the selected Project Settings.

For Tasks with a Production Measure assigned, progress follows the measure:

Production Measure

Description

For Tasks with no Production Measure assigned, projects can choose how progress is tracked:

Option

Description

New and existing projects default to Track % Complete unless a Project Admin changes it.

To change how Progress is tracked for Tasks without a Production Measure:

Click on the Project Name in the top left corner of the project
Select Project Settings
Locate the Tasks without a Production Measure section
Select Track % Complete or Track End Date

Once the setting is changed, logged Progress Updates are never deleted or changed. Aphex recalculates the task's total against however it's tracked now.

Progress Updates are a way of communicating to your team how your task is progressing, and keeps the plan accurate. There is no limit to how many Progress Updates you can make on a task - you can even log multiple in a day.

You can add progress from the mobile app when you're on site, or from the web when you're at your computer.

To start a new Progress Update from Web:

Open the Task Details from Gantt, Map, Board or List View
Under the Progress section, click

To start a new Progress Update from Mobile & List View:

Navigate to List View
Locate the task you want to add progress to
Tap on the

Record how much work was done.

What you enter depends on how the task is tracked:

Tracking % Complete:

Type in what percent the task is complete cumulatively across all days
Click

This step is the same for tasks with a percentage-based measure and for tasks with no measure on a Track % Complete project.

Tracking Unit-Based Production:

Use the or button or type in the unit completed today
Click

For tasks with no Production Measure on a Track End Date project, there's nothing to record here. You'll go straight to Step 3.

Based on today's progress, decide whether the task is still on track to finish on the scheduled date.

To confirm or edit the Finish Date:

Click to extend the Finish Date
Click to shorten the Finish Date
To move the Finish and Start Dates, click and select a new Start and End Date from the Date Picker.
Click

To create a new Delay Reason, see

Review the update and add any extra context.

To edit and add additional context:

Click to edit the Progress , Finish Date or Delay Reason (optional)
Click next to Attachments to add Images (.jpeg, .png, .heic) or Documents (PDF)(optional)
Add a comment about the day's progress (optional)

Changing the dates of a Promised Task in the plan automatically creates a Progress Update. If the task is part of a chain of Promised Tasks, you can apply the same update to the rest of the chain.

To delay a promised Task using the task bar:

Update the end of a Promised Task
Select a Delay Reason, and add additional details: days of impact, comments, and images/documents
Click
If you have additional Promised Successors, choose to apply the same delay to the linked Tasks. Select to only apply the delay to the specific Task you edited

See also:

The Progress section gives you an overview of how the task is tracking and a log of every update.

Progress Section Breakdown:

Header: shows the task's Production Measure. If there's no measure, it shows None, followed by % Complete by Default in grey when the project tracks % complete
Overview: how much has been completed and how much is left, with a progress bar underneath. Tasks on Track End Date don't show a percentage or progress bar
Activity Log: every Progress Update on the task, grouped by day

There are a number of ways to visualise Task Progress in Gantt, Board, Map and List view.

To display the progress column on Gantt:

Click
Toggle on
The progress column shows how far along a task's production is with a live percentage and progress circle . Tasks with no Production Measure on a Track End Date

Aphex uses a number of signals to show how a task is tracking:

Signal

Description

Filter by Progress to find tasks that haven't started, are in progress, are complete, or are at risk of finishing late. Filtering the plan to tasks that are At Risk is a good way to quickly highlight the tasks that aren't likely to be completed by their scheduled date.

To filter by Tasks At Risk:

Click
Configure the filter to match the following: Where is
Hover over the for a summary of why the task is at risk

Every task keeps a running record of its delays, improvements, production and updates, including who made each change, when it was logged and what impact it had.

To see all Progress Updates on a task:

Right Click a Task and select View Details
Click the icon to open the Activity Log
See a chronological list of all Progress Updates added to the Task over time

See also:

If a delay or improvement was logged by mistake, it can be removed from the Task. The original event itself will still be visible in the Task's activity log as a past record, but the delay & impact will not count on the Task any longer.

Delete a Progress Update:

Open the Task in the right-hand panel and navigate to the Progress section
Click the next to the progress update
Click

Contributing to a Diary Entry

Who can use this feature?

Any user configured as a Contributor on a diary can add content to entries.

Contributing to a Diary Entry means adding the details of your day's work: which tasks you completed, how they progressed, materials used, and any notes or observations. The contribution workflow is the same whether you're using the mobile or web app, though the interface differs slightly. If you are using the web version, see our Web Diary Guide

Open the Diary Entry

To begin contributing to a Diary Entry, you will need to either create a new Diary Entry or open an existing Diary Entry that someone in your team has already created.

To open a new Diary Entry:

Select from the bottom navigation bar
Locate the unopened Diary Entry from the list and click
Select at the bottom of the screen

To contribute to an existing Diary Entry:

Select from the bottom navigation bar
Select at the top of the screen
Locate or search for the open Diary Entry from the list
Tap on the Diary Entry

This is where you tell the Entry which tasks you worked on today. Selected tasks determine what you can log in later steps (progress, quantities).

To add suggested tasks:

Tap the on suggested tasks that match your work for the day
Selected tasks show a blue checkmark and move to the top Selected Tasks section

To add other tasks:

Tap
In the search screen, use to narrow results
Tap the on the tasks you want to add to the Diary Entry

To create an unplanned task:

Tap
Select
Add the Task Name
Tap

Log how tasks progressed during your shift: on track, delayed, or ahead of schedule.

To make progress updates:

Review tasks that already have progress logged
For tasks needing an update, click the icon
Add the Production record (if applicable)
Confirm the Finish Date

See for a detailed step-by-step on Progress Updates.

For each Planned Material allocated to a Linked Task, diary contributors can record Material Actuals against.

To record Planned Material Quantities against tasks:

Locate the task you want to record actual material quantities for
Enter the actual quantity, or click to browse recent inputs

To record Unplanned Material Quantities against tasks:

Locate the task you want to record an unplanned material quantities for
Select and select the material from the dropdown
Input the material quantity

Record actual Labour and Plant details for the day.

To add Labour & Plant details:

Tap the
Input the required * and optional Labour or Plant details
Tap

Add related notes and photos to the Diary Entry and link to specific tasks.

To add a note or image:

Select and choose which note you'd like to attach
- Image to Text: Take a photo of handwritten notes to be generated into text
- Voice to Text: Speak into the microphone to generate a transcribed note

To link notes and images to a task:

Locate the note or image you wish to link, and click beneath it
Select the related task

To link multiple tasks to one note or image:

Click on the image or note
Tap in the top right corner
Select duplicate and tap ←
Select and Add from Clipboard

Generate a summary of your entry with AI, or write one manually.

To generate a summary:

Click to draft an AI-generated summary
Review the generated summary and add any additional details
Alternatively, manually type the summary in the text box

Once all contributors have updated the diary entry for the day, the next step is to review and submit the diary. It is the responsibility of the contributors to either lock, or submit the entry for review at the end of each day.

To Review & Submit the Diary Entry:

Review the diary entry details and confirm that all information is correct
If information needs to be updated, navigate back to the relevant section and make any changes
Once reviewed, click

Note: If your Diary has one or more Reviewer assigned, you will be prompted to instead

Asta Powerproject

This guide outlines how to prepare your Asta Powerproject file before importing into Aphex. We've included known quirks, export tips, supported file types and small adjustments that can make a big difference once the file is uploaded into your Aphex Project.

Once you've exported your file, see how to run the import into Aphex: Master Schedule Import

Supported Export Formats

XER

XML (Primavera P6 Schema)

XML ( Microsoft Project Schema)

MPP

Visit the Asta Documentation for guidance on how to export to &

Often, your delivery team won't need to see every single task in the Master Schedule in Aphex - they just need the right slice of it. Filtering before you export from Asta means the plan you import into Aphex includes only relevant tasks, not cluttered with everything else, like Procurement or Design. There are three main ways to filter, let's take a look at each below.

Best For: Quick exports of exactly what’s on screen

Supported Export Formats: MS Project XML or MPP

For full details, visit the Asta Documentation to see how to and learn more about the

Best For: Selecting a complete phase/area/discipline directly from the WBS (one or several branches) and bringing it across intact.

Supported Exported Formats: MS Project XML or MPP

For full details, visit the Asta Documentation for

Best For: Granular control over exactly which tasks you want to import, regardless of where they sit in the overall structure.

Supported Exported Formats: MS Project XML, MPP, P6 XML, XER

For full details, visit the Asta Documentation to see how to work with

See also: apply your Custom Filter during the

Aphex can build your folder structure from your Asta hierarchy. It only creates Folders for WBS levels that have Tasks included in your import (empty branches aren’t created).

Your mapping options depend on the export schema you’re using:.

What it is: The formal WBS code in the exported file Why pick this: You want folders to follow the project’s formal WBS exactly. Only select this option if you’ve built/assigned WBS codes to activities Supports: Primavera P6 XML and XER

What it is: A hierarchy built from the chart/summary grouping at export time (the “natural” on-screen order) Why pick this: You want Folders to mirror the practical on-screen grouping you used when exporting. Select this option when you’re organising by visible grouping and don’t have WBS codes in place. Supports: Primavera P6 XML and XER

What it is: An automatic path like 1.2.3 that shows a task’s exact position in the outline Why pick this: You want Folders to mirror the on-screen outline from an MS Project-schema export Supports: MS Project XML and MPP

What is it: Asta’s Work Breakdown Number assigned to each task. It’s a hierarchical, generated identifier (often looks like 1.2.3). It isn’t the formal WBS code; it’s Asta’s task ID scheme Why pick this: If your team already references WBNs and wants that familiar structure reflected in Aphex Supports: MS Project XML

By default, Aphex imports all core task & relationship data from your export.

If you've already captured extra information in Asta, like Owner, Location, Subcontractor or Notes, you can pull these into Aphex too, using Asta's Task-level User Fields.

If you don't - that's no problem! It's easy and quick to apply the same edits in the Aphex plan.

Create a User Field in Asta:
- Select Task in the Object type dropdown
- Choose String as the Field type

Repeat for any other optional property you want to import.

Also: How to map User Fields during the

Asta’s Summary Bars are used to group and structure Tasks in a hierarchical plan. In Asta, they’re a distinct Object Type.

However, when imported into Aphex, Summary Bars are treated as regular Tasks, which can result in duplication if the Tasks they summarise are also imported.

Mid‑Links are a type of logic link in Asta where the dependency connects to or from the middle of an activity, rather than the start or finish.

To keep things as simple as possible for end users, Aphex doesn’t handle mid‑link logic - all links must connect to either the start or end of a task.

Additionally, as mid-links aren’t supported in P6 or MS Project, Asta converts them during export to XML or XER to the closest matching link type.

In Aphex, the smallest possible task duration is one day.

This works well once tasks are in Aphex, but it can cause changes if you’re importing from a Master Schedule where some tasks are shorter than a full day.

Aphex automatically handles these adjustments during the import process, which should result in sequenced tasks remaining aligned on the correct dates, without you needing to do anything.

To keep Aphex as simple as possible, constraints are not supported (e.g., “Must Start On”, “Start No Earlier Than”). When you import from Asta, Aphex will schedule from links, durations, start date and calendars. As a result, tasks that were being “held” by constraints in the source file can move once imported and be a source of variance.

Aphex assumes the lookahead inside Aphex is most up-to-date version of the plan, once tasks are imported. On later imports, existing Aphex tasks are not overwritten. Imports only ever create new tasks (i.e., tasks that don’t already exist in Aphex).

Often, your Master Schedule is contractual, so nothing should change by accident. Aphex shows what’s moved and why; updates back to Asta stay manual, deliberate, and on your terms.

Weekly Published Versions & Import Baselines - snapshots you can compare against.
Variance Reports & Exports - quickly see what changed since the last baseline (date moves, duration changes, new/removed tasks, completion).
External ID

Project Users

Project Roles

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

Additional Permissions allow Project Admins to grant specific capabilities to Project Members without changing their Project Role.

Currently the available additional permissions include:

Permission

Description

Separate from their Project Role, Users either have Full or Limited Planner Access - this defines product functionality access.

Planner Access

Entitlement

Planner access is set per Project, but requires a paid Planner Seat for Full 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.

Open the Project and click your Project Title in the top left, then Users

Individual Assignment:
- Locate a specific User in the table
- Toggle their Planner Access to Full

These same steps can be taken to set Planner Access to Limited

Project Admins can grant the Import Master Schedule permission to Members either individually or in bulk.

Individual Assignment (User Panel)
- Locate a specific User in the table
- Click on the User's name
- In the Extra Permissions section, toggle on Import Master Schedule

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

Archiving a User blocks their access to the Project without deleting their data or records in the Project.

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

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.

Open the Project and click your Project Title in the top left, then Users

Individual Delete:
- Locate a specific User in the table
- Hover over their row and click ... then Delete User

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.

Open the Project
Click your Project Title in the top left, then Users
Locate the User you want to set a Delegate for
Click on the User's name to open the User Panel

See also:

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.

Open the Project
Click your Project Title in the top left, then Users
Locate the User you want to set a Reviewer for
Click on the User's name to open the User Panel

See also:

Exporting Project Users allows you to download a CSV file containing user data from the Project Users table.

Open the Project and click your Project Title in the top left, then Users
Select at the top right of the table

Briefings

Who can use this feature?

All Project Users (Members and Admins) can create, edit, publish and delete Briefing Templates.

Briefings turns your live plan into a printable Daily Brief for your crews. Set up a Briefing Template once, choosing the tasks, maps and columns you want to show, then hit Publish each day to generate a PDF from the latest version of your plan.

Every Daily Brief is saved to the template's history, giving you a dated record of exactly what was briefed to the crew on any given day.

Create a Briefing Template

A Briefing Template stores the layout of your brief, so you only need to set it up once. Each template has a name, a date and one or more Sections.

To create a Briefing Template:

Click your Project Title in the top left
Select Project Assets
Select Briefings from the Planner section of the menu
Click + Create New Briefing Template
Enter a name for your template
Select a date. Use the Today or Tomorrow shortcuts, or pick a future date from the calendar
Click in the bottom left corner and choose Location or Task Table to add your first Section
Configure your Section and add as many more as you need
Click Create & Publish Briefing to save the template and publish your first Daily Brief

To save the template without publishing, click and select Create Briefing Template Only.

Location Sections show a map of your site with Work Areas, Markups and Connected Layers, plus an optional table of the Tasks happening there.

To add a Location Section:

Click and select Location
Choose a from your Project's library
The map will zoom to fit the Tasks scheduled for the template's date
Optionally click Set Map Extent to pan, zoom or rotate

Task Table Sections show a list of Tasks without a map. They use the same filters, grouping and columns as the Task Table in a Location Section.

To add a Task Table Section:

Click and select Task Table
Set your filters to choose which Tasks are shown
Optionally select a Grouped by option
Click + Add Column to add the columns you need, and drag and drop them to reorder

Sections can be reordered, duplicated and copied between, so you can quickly build up a multi-page brief. For example, you could add a map for each area of site, followed by a full Task Table.

To reorder Sections:

Drag and drop a Section card in the strip at the bottom of the page
Or, click ... on the Section card (or right-click the Section) and select Move Left or Move Right

To add a Section in a specific position:

Click ... on a Section card
Select Insert Before or Insert After
Choose Location or Task Table

To copy settings between Sections:

Click ... on the Section you want to copy and select Copy Config
Click ... on the Section you want to update and select Paste Config

Publishing pulls the latest Tasks and plan into your template and creates a new Daily Brief. You can publish from the Briefings page or from inside the template.

To publish a Daily Brief:

Click your Project Title in the top left
Select Project Assets
Select Briefings from the Planner section of the menu
Click Publish on the template's row

Click into any template to see every Daily Brief it has published. It's a quick way to check exactly what the crew was briefed on any given day.

To open a Daily Brief:

Click your Project Title in the top left
Select Project Assets
Select Briefings from the Planner section of the menu
Click into a template

Download any Daily Brief as a PDF to print, hand out or share with your crew. You can download a brief straight after publishing, from the template's history, or from the viewer.

To download a Daily Brief:

Click your Project Title in the top left
Select Project Assets
Select Briefings from the Planner section of the menu
Click into a template

Delete a single Daily Brief if it was published by mistake or is no longer needed. Deleting a Daily Brief only removes that one publish. The template and its other Daily Briefs aren't affected.

To delete a Daily Brief from the template:

Click your Project Title in the top left
Select Project Assets
Select Briefings from the Planner section of the menu
Click into a template

Duplicating a template copies every Section and setting, making it easy to set up a similar brief for another trade, shift or area of site.

To duplicate a template:

Click your Project Title in the top left
Select Project Assets
Select Briefings from the Planner section of the menu
Hover over a template and click ...

Archiving a template stops it from being published, but keeps the template and all of its Daily Briefs. You can restore an archived template at any time.

To archive a template:

Click your Project Title in the top left
Select Project Assets
Select Briefings from the Planner section of the menu
Hover over a template and click ...

To restore an archived template:

Click your Project Title in the top left
Select Project Assets
Select Briefings from the Planner section of the menu
Hover over an archived template and click ...

To delete a template:

Archive the template first
Hover over the archived template and click ...
Select Delete Briefing Template
Type delete to confirm

See also:

How the Project Reporting Suite works

Here at Aphex, we aim to keep things simple! That’s why we’ve created a set of pre-designed Power BI reports that allow you to pull data and insights directly from your project.

A key advantage of these templates is that they exclusively pull from your published versions, ensuring you always have the most accurate and up-to-date information at your fingertips.

This feature enables confident, data-driven decision-making. Each template is fully customisable to suit your unique project needs, but you can also use them as-is for immediate reporting.

PPC Dashboard (Task Day)

This report provides a snapshot of your project's progress against its plan, tracking key metrics such as PPC (Percent Plan Complete) and identifying recorded delays within your publications.

Key Measures:

Leading Measure (PPC)

Leading Measure: You can choose your preferred method for measuring PPC (Percent Plan Complete) which helps in understanding how well your project is performing against the plan:

PPC (Task Day): Calculates the overall average percentage of task completion by evaluating the PPC of each task. The PPC of a task represents the percentage of planned workdays that were completed between two publication dates (such as from last week to now).
PPC (Task):

Latest Publication

Latest Publication: Shows the date of the most recent publication in your dataset.

Current PPC

Current PPC: Displays the current PPC based on tasks completed between the two most recent publications selected.

Tasks Progressed

Tasks Progressed: Calculates the number of unique tasks that have made progress (i.e., have recorded workdays) during the specified reference window, which is the period between two publication dates (e.g., from last week to now). It only considers the most recent version of each task. If no progress is recorded, it returns 0.

Unplanned Tasks

Unplanned Tasks: Calculates the number of unique tasks that have made progress (i.e., recorded workdays) but were not included in the planned work during the specified reference window (the period between two publication dates, such as from last week to now). It only considers the most recent version of each task. If no unplanned progress is recorded, it returns

Primary Source of Delay

Primary Source of Delay: Identifies the main reason for delays based on the amount of status logged for different reasons. It filters data by positive statuses, narrows it down to relevant owners, and returns the most significant delay reason within the reference window.

Filters

A number of filters can be applied to the report. By default, all filters are set to show all data:

Publications Included: Displays all publications in your dataset (up to five) by default, with options to select specific ones for analysis.
Task Owners: Displays all Task Owners with tasks in the selected publications

Overall PPC Trend

Overall PPC Trend: Breaks down the PPC on specific publication dates within the dataset and provides a rolling average (over four weeks). Hovering over the values reveals information about the included published versions (PPC, Tasks Progressed, and Unplanned Tasks).

Performance Breakdown - Users/Subcontractors/Packages

Performance Breakdown - Users/Subcontractors/Packages: Compares the PPC of Owners, Subcontractors and Packages within the specified timeframe and over the past four weeks (rolling average). Owners are users assigned as task owners during the specified timeframe, while Subcontractors and Packages are assigned to tasks within the same timeframe.

Delay Breakdown

Delay Breakdown: Details the reasons for delays associated with tasks in the specific time window and shows the individual reasons for delays along with their total impact (in days) for each reason.

Available In:

Gantt

Who can use this feature?

Project Users with Full Planner Access can create and open Gantt Views.

Group the Gantt

Gantt Views can be grouped by different properties within your plan to organise your Tasks in different ways.

To change how the Gantt is Grouped:

Click the menu in the top left of the Gantt
Select a Primary Grouping. Pick from Folder, Owner, Package, Shift or Location
Optionally, select a Sub-Grouping to apply another level of structure beneath the Primary Group
When Hide Empty Primary Groups is , only Groups that contain visible Tasks will show on the Gantt. Any Groups without Tasks in your current View will be hidden.

Click the menu in the top left of the Gantt
Select either Collapse All or Expand All

Gantt Views are very flexible and allow you to visualise any set of Tasks over time.

To change the visible Date Range on the Gantt:

Click at the top of the Gantt
- Yours might also look similar to or
Choose your preferred mode from the selector:

Filters in Aphex let you show only what matters, whether that’s Tasks with certain properties, or ones that are missing something. Keep it simple or build something more detailed, it's up to you.

To filter the Tasks you see in a Gantt View:

Click at the top of the Gantt
In the dropdown that appears select and choose the property you'd like to filter by
Change the logic from options like or to or to hide or reveal the relevant Tasks
Click to swap between and

Using Filter Groups:

Groups are helpful when combining logic and logic in your filter
Click to create an additional filter group

See also:

Turn on any Task Property as a spreadsheet-style column, then click into cells to edit, bulk-fill, or paste across Tasks.

To hide and show Gantt Columns:

Click the button at the top of the Gantt
Set the toggles to or to hide or reveal any combination of columns
Once a column is enabled, select any cell to change the value

Every colour and icon on the Gantt tells you something. Whether it’s a Milestone, a delay, or who is responsible for the work - you can choose what shows and how it looks.

Click in the top right of the Gantt
Select Bar Colour
Choose how you’d like to colour the Gantt; by Subcontractor, Shift, or Owner

Milestones will appear as and any associated Target Dates will be if slipped and if on track
Overdue Blockers will be represented with next to the end of the Task
Delays are shown as a on the Task Bar, displaying the total amount of days the Task has been delayed by
Click and toggle

See also:

Use the Gantt search to quickly find Tasks. As you type, matching Tasks are highlighted and jumped into view automatically.

To Search for Tasks:

Click into the Search Bar in the top left of the Gantt
Type in your search term
Press Enter on your keyboard or click the < and > icons to cycle through all matching Tasks

Tasks

Who can use this feature?

Any Project User with full Planner Access can create Tasks. Task Owners, Assignees and Admins can edit Tasks.

Task Owners and Admins can delete Tasks.

When you add a Task, you can customise its properties to reflect exactly what’s being done, by who, and when, making sure the plan communicates clearly to anyone who needs to see it.

Tasks can store everything from planned resource quantities and work areas to subcontractor assignments and permit requirements. This way, as your plan changes, not only does everything reschedule automatically, but things like resource forecasts, staging diagrams and daily task-lists update on the spot.

Creating Tasks

You can create Tasks from wherever you’re working - from the Gantt, from the Board, or imported from another source. For an easy start, try adding them directly inside your Folder structure.

To create a Task:

On the Gantt, find the Folder where you want the Task to live
Select at the bottom of the group
Your new Task will appear as a line item within that Folder, ready to edit

See also:

Tasks can be edited at any time; whether you're refining the plan, making updates as work progresses, or finalising details for the as-built record. You can update Tasks one by one or in bulk. Let's look at making edits across a selection of Tasks.

Use the to select all Tasks you want to update
Hold Shift on your keyboard to quickly select everything in between
Once selected, the multi-select toolbar will appear at the bottom of the Gantt
Click the

See also:

Subtasks can be moved from one Parent Task to another, as long as a few conditions are met.

Click the column picker towards the top left of the Gantt
Toggle on the Parent column
Click into the cell for the Subtask you want to move
Select the new Parent Task from the list

Use the to select all Tasks you want to duplicate
Hold Shift on your keyboard to quickly select everything in between
Once selected, the multi-select toolbar will appear at the bottom of the Gantt
Click

Hover over the Task Name
Select
Select Duplicate

Use the to select all Tasks you want to delete
Hold Shift on your keyboard to quickly select everything in between
Once selected, the multi-select toolbar will appear at the bottom of the Gantt
Select

Hover over the Task Name
Select
Select Delete Task

If you have multiple Aphex Projects, you may want to move Tasks & assets from one to another. We'll show you how.

Use the to select all Tasks you want to copy
Hold Shift on your keyboard to quickly select everything in between
Once selected, the multi-select toolbar will appear at the bottom of the Gantt
Click the

You can open a Task from anywhere; Gantt, Map, Board, or List View. Just click the task to open the full Task Panel, right on top of your current view so you won’t lose your place. Reorder the panel sections to keep the most relevant info where you need it.

Right-click any Task and select View Details
The Task Panel will open

Click any Task Card from the section on the left hand-side
Or, click the Work Area on the Map and then the icon
The Task Panel will open

Click any Task Card on Board
The Task Panel will open

Click the name of any Task in your List
The Task Panel will open

The Task Activity Log shows a full history of every change, from edits and delays to comments & documents, with who made the change and when.

Right-click any Task and select View Details
The Task Panel will open
Click to toggle the Activity Log on or off

Right-click any Task and select View Details
The Task Panel will open
Start typing into the Add Comment box at the bottom of the panel

Right-click any Task and select View Details
The Task Panel will open
Click the at the bottom of the panel
Select or to upload an image or document

Subcontractor

Who can use this feature?

Task Owners, Assignees and Admins can allocate a Subcontractor to their Tasks.

Project Admins can create and manage the library of available Subcontractors.

Subcontractors can be assigned to Tasks to show who’s delivering the work. They help teams organise, group, and colour Tasks by Subcontractor, making it easier to coordinate and track progress across your plan.

Creating Subcontractors

Creating Subcontractors lets you build a reusable library of Subcontractors to assign to Tasks.

Creating new Subcontractors:

Click your Project Title in the top left, then select Project Assets
Select Subcontractors from the menu
Click
Create your Subcontractor by entering a name and assign a colour
The Subcontractor is added to the library of Subcontractors the team can assign to their Tasks

Assigning a Subcontractor to a Task can show who’s responsible for the work and helps with organising and visualising your plan.

On the Gantt, use the column picker to toggle Subcontractor
Click a cell in the column and add a Subcontractor to the Task from the dropdown

See also:

Make it easier to see which Subcontractor is responsible for an activity by changing your Task or Work Area colour according to which Subcontractor is completing the Task.

Open a Gantt View
Click
Click Bar Colour and select Subcontractor

Open a Board View
Click
Click Task Card Colour and select Subcontractor

Open a Map View
Click
Click Work Area Colour and select Subcontractor

Grouping by Subcontractor arranges the Plan by who's delivering each Task. This is possible across all View types, but let's start by looking at Group By Subcontractor on Board.

Click
Select Subcontractor
Optionally, select a different Primary Group, and select Subcontractor as the Sub-Group

Turn on the Resources Overlay to see how many Tasks are planned each day per Subcontractor. You’ll get a clear view of daily workload, plus a breakdown of which Tasks are contributing to it.

Open a Gantt View
Click and select
Click the icon on the left to view your Subcontractors
Hover over the numbers to view your Total and Project Utilisation

Filter by Subcontractor to review and manage Tasks related to particular Subcontractors across your plan.

Click then
Select Subcontractor in the first dropdown
Select from Is, Is Not, Is Empty or Is Not Empty

See also: create & share

Once Subcontractors have been assigned to Tasks, all updates (including Delays, On Track & Improvement events) can be traced back to each Subcontractor. This makes it easy to understand how each Subcontractor is performing across the project.

Aphex Insight gives you a live snapshot of Subcontractor performance - no set up required. Automatically see which Subcontractors are responsible for the highest shares of delay and why.

User Power BI to build custom reporting on Subcontractor delays and performance, based on data in your weekly Published Versions. Aphex provides free templates as a starting point but everything can be customised to suit your project reporting requirements.

See also:

Owner, Assignee & Teams

Who can use this feature?

Task Owners, Assignees and Admins can edit Task Assignees.

Task Owners and Admins can update Task Ownership.

All project users can create Teams.

Every Task in Aphex has an Owner: the person ultimately accountable for that scope of work. Owners can add Assignees to help update and progress the Task.

Teams are collections of Tasks Owners you can use as quick filters, making it easy to see work owned by a specific group of Users.

Updating Task Ownership

Every Task will always have an Owner, but Ownership can be changed at any time. You can reassign Tasks individually or in bulk to reflect who’s now responsible.

To change Task Ownership:

Open the column picker and toggle Owner
Click into the Owner cell
Select a different user from the dropdown

Need to give another user the same permission as the Owner so that User A can always edit User B's tasks? Set up Owner Delegates.

See also: create & share

Grouping by Owner arranges the Plan by the person responsible for each Task. This is possible across all View types, but let's start by looking at Group By Owner on the Gantt:

Open a Gantt View
Click
Select Owner
Optionally, select a different Primary Group, and select Owner

Grouping by Assignee organises your Board by the person(s) each task is assigned to, so you can quickly see who’s working on what (and what’s still unassigned):

Open a Board View
Click
Select Assignee
Optionally, select a different Primary Group, and select Assignee

Make it easier to see which Owner is responsible for an activity by changing your Task or Work Area colour according to which Owner is completing the Task

Open a Board View
Click
Click Task Card Colour and select Owner

Open a Gantt View
Click
Click Bar Colour and select Owner

Open a Map View
Click
Click Work Area Colour and select Owner

Because every Task has a clear Owner, it's easy to track how each person is performing across the Project - not just in terms of delays, but also how consistently they're keeping their part of the plan up to date.

Aphex Insight gives you a live snapshot of Owner performance - no set up required. Automatically see which Owners are responsible for the highest shares of delay and why.

User Power BI to build custom reporting on Owner delays and performance, based on data in your weekly Published Versions. Aphex provides free templates as a starting point but everything can be customised to suit your project reporting requirements.

See also:

Map

Who can use this feature?

Project Users with Full Planner Access can create and open Map Views.

Map View gives you a visual way to track work on site. Use it for daily coordination, spotting clashes, creating automatic staging diagrams, or to walk others through what’s happening; where, when & who. Maps can be simple floor plans or real-world maps with coordinates, and can connect to external layers like GIS data or drone imagery.

Every Task on the Map is tied to the schedule, so when the plan moves, the Map automatically updates too.

Open a Map View

Each Project can have multiple Maps. From static Site GAs to geolocated Maps - pick the one you want to view and work with. You'll only see Tasks linked to that Map.

To open a Map View:

Click + Views at the top of the View Tabs
Scroll through Views you & your team have created, or Views Aphex has provided
Open any Map View

Open any Map View
In the top left, open the Map Selector
Click into the Map you want to open

See: and

Use the Date Picker to show what's happening on site for a certain day, week, month or custom range.

Click the Date Range at the top of the Map
Pick one of the shortcuts: Today, Next Week, This Month or use the calendar to select a specific date range
Use the < arrows >

The Task List on Map Views can be organised into different groups, depending on what type of set up you need.

Click at the top of the Map View
Select how you want to group tasks

Clicking a task on the Map will open its full details in a panel, right on top of the Map. You can view, update or progress the Task without moving away from your current view.

Click any Task Card from the section on the left hand-side
Or, click the Work Area on the Map and then the icon
The Task Panel will open

Click the Work Area on the Map to open the Task Preview
Click any of the Progress Bars, underneath any of the current or past Task Days
Select or
Record the delay

See also:

You can toggle external map layers on or off to bring in additional site context, like utilities, drone flyovers, or design information, without crowding the Map view when they’re not needed.

Open a Map View
Click into the tab in the left-hand panel
Use the to turn Layers on and off
- Toggle individual sublayers for more detailed control

Open a Map View
Click into the tab in the left-hand panel
Swap between Satellite, Street or None

See also:

You can change how Work Areas are colour-coded on the map to reflect what matters most during planning. Switch between colours for Task Owner, Subcontractor, or Shift, or choose to highlight Clashes and Overdue Blockers in red when you need to spot issues quickly.

Click and select Work Area Colour
Pick from Subcontractor, Owner or Shift

Click and select Highlight Issues
Pick from Clashes or Overdue Blockers

Filters in Aphex let you show only what matters, whether that’s Tasks with certain properties, or ones that are missing something. Keep it simple or build something more detailed, it's up to you.

Click at the top of the Map
In the dropdown that appears select and choose the property you'd like to filter by
Change the logic from options like or to or to hide or reveal the relevant Tasks
Click to swap between and

See also:

Markups turn the map into a richer planning surface where you can annotate visual context using polygons, arrows, text, and icons across named layers you can toggle on or off - ideal for traffic layouts, briefing notes, and risk callouts. Kept entirely separate from scheduled work, they never affect clashes, connected external layers, or work areas.

Open a Map View
Click into the tab in the left-hand panel
Click
Use the Editor menu to add polygons, arrows, text or icons to your layer

If you want to add more mark-ups later, just click the Layer title in the left-hand panel to bring up the Editor menu.

Aphex Help

Planner

Getting Started

Getting Around

Features

Delay Reasons

Create Custom Delay Reasons

Creating a new Delay Reason:

Filter by Delay Reason

Folders

Create a Root Folder

From the Gantt

Diary

Web

Creating a Diary Entry

INSIGHT

Reports

Integrations & API

How is PPC calculated?

What is PPC?

PPC (Task Day)

APIs

Authentication

Project Assets

PROJECT SETTINGS

Organisation Settings

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Troubleshooting

Authentication

How do I reset my Password?

Resetting your Password from Account Settings

Policies

Getting Started

Getting Around

Creating & Editing Tasks

Ready your Plan

Share your Plan

Record and Track Progress

Web

How do I reset my Password?

Resetting your Password from Account Settings

Resetting your Password from the Login Page

Creating a Diary Entry

Editing Diary Entry Shift Times

Next Steps

Delay Reasons

Create Custom Delay Reasons

Creating a new Delay Reason:

Filter by Delay Reason

Filter by Delay Reason:

Report on Delays

Power BI

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Authentication

Generate Token

Revoke Token

How is PPC calculated?

What is PPC?

PPC (Task Day)

Project Assets

PPC (Task)

Get Users

Get Subcontractors

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Get Packages

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Get Locations

Get Delay Reasons

Get Production Measures

Folders

Create a Root Folder

From the Gantt

Features

Reports

APIs

From the Folders Management Page:

Create a Subfolder

From the Gantt:

Protect a Folder

To Protect a Folder: