Each user has an Organisation Role that controls what Organisation information they can access and manage in the Admin Console.
Super Admin
Everything. Full control over the Organisation, Project management, Users, Settings, Billing - even deletion.
System Admin
Alongside their Organisation Role, Users can also be granted a Planner and/or Diary Seat. Seats are paid and will determine if the user has the possibility of accessing Planner and Diary in each Project they are invited to:
Diary access and Full Planner access is determined at the Project level, but Users must first be assigned the correct seat to be eligible.
You can assign or revoke Seats individually, in bulk, or during the user invite flow.
Open the Admin App and select Organisation Users
Indiviual Assignment:
Click on a specific User to open their slide-in panel
Toggle on Planner Seat and/or Diary Seat
Seat states help you understand whether a user holds a paid seat and whether they're actually using it on active projects.
There are three seat states for Planner and Diary:
Diary and Planner Seats holds their own states independently, a user can be Active on Planner and Idle on Diary, so the two are shown separately in the table.
Open the Admin App and select Organisation Users
Click "Add User" to trigger the Organisation Add User window
Enter email addresses separated by commas
The system will validate email formats and check for existing users
Adding a User at the Organisation level gives them access to the Organisation, but they won’t see any plans until they’ve been
Suspending a User blocks their access to the Organisation and all associated Projects without deleting their data. Suspended Users no longer count toward your billed seat total.
Open the Admin App and select Organisation Users
Indiviual Suspension:
Click on a specific User to open their slide-in panel
Click ... then Suspend User
Deleting an Organisation User removes all record of that User from your Organisation. Users must be suspended before they can be deleted.
Open the Admin App and select Organisation Users
Indiviual Delete:
Click on an already suspended User to open their slide-in panel
Click ... then Delete User
Exporting Organisation Users allows you to download a CSV file containing user data from the Organisation Users table.
Open the Admin App and select Organisation Users
Select at the top right of the table
Each invoice on the Subscription & Billing page has a download menu with three options: the Tax Invoice, the Billed Seats Record, and a Seat Apportionment pack.
To download from an invoice:
Open the Admin App and select Subscription & Billing
Locate the invoice you need
Click Download on the invoice row
Select Tax Invoice
Seat Apportionment breaks a monthly Planner or Diary invoice down by Project, and by Business Unit if your Organisation uses them. It shows what share of the billed seats each Project accounts for, and the named people behind that share. Forward each Project's page to whoever pays for that Project, as evidence for internal cost recovery.
Shares are shown as seats and as a percentage of the invoice, never as a dollar amount. Use your Tax Invoice to work out the cost.
To download a Seat Apportionment pack:
Open the Admin App and select Subscription & Billing
Locate a monthly Planner or Diary invoice
Click Download on the invoice row
Select Seat Apportionment
See also:
Bulk Assignment:
Select multiple Users using the checkboxes
Use the multi-select toolbar to provision Seats for all selected Users
Adding New Users:
When using the <+ add user> flow, you can assign Seats during the invitation process by toggling Planner Seat and/or Diary Seat .
Toggle the Planner Seat option as needed
Click
Bulk Suspension:
Select multiple Users using checkboxes
Use the multi-select toolbar to choose ... then Suspend
Confirm
Bulk Delete:
Select multiple suspended Users using checkboxes
Use the multi-select toolbar to choose ... then Delete User
Confirm
Billed Seats RecordSeat ApportionmentA ZIP of PDFs will download
Same as Super Admin, except they can’t delete the Organisation or manage billing.
Billing Admin
Access to billing and subscription management only.
Member
Access assigned at the project level only - no admin or billing permissions.
Planner
Can be given Full Planner Access in any Project they are a User on
Is able to open Aphex Insight
Diary
Can be given Diary Access in any Project they are a User on
Active
The user has been assigned this seat AND has full access to it on at least one active project. Archived Projects and Archived Project Users do not count. Active Seats are labeled with a
Idle
The user has been assigned this seat BUT does not have full access to it on any active projects. Idle Seats will have a warning next to the
Not Assigned
User has not been assigned this seat. Not Assigned Seats are labeled with a
Full access and management of Organisation Users
Full access and management of the Projects page
Full access and management of the Security controls
Ability to permanently delete the Organisation (Obliterate)
Management of Advanced Permissions
Full access and management of Billing & Subscription
Full access and management of Organisation Users
Full access and management of the Projects page
Full access and management of the Security controls
Management of Advanced Permissions
Access the Org
Be added to Projects
Access Aphex Insight
Open the Admin App
Manage Org Settings
Delete the Org
Manage Org Users
Provision Paid Seats
Members & Billing Admin:
Only possible via Invite User flow. This can be restricted to System Admins only on an Enterprise subscription
Downgrade Paid Seats
Manage Existing Projects
Manage Billing
Invite New Members to Org
Permissions can be customised
Create New Projects
Permissions can be customised
Transfer Projects Between Orgs
Manage Authentication
Full Diary & Planner access on an active project
Active ()
Active ()
Full Diary access only on an active project
Idle ()
User's chosen display name
User's email address
Role
User's Organisation Role
LastLogin
The date of the last time the user logged in to the Organisation
Planner Seat
Yes/No
Auth
How users sign in to the system
All invoices
Billed Seats Record
A ZIP with two CSVs: Org Users and Projects
All invoices
Seat Apportionment
A ZIP of PDFs breaking the invoice down by project and business unit
Enterprise orgs with Seat Apportionment enabled, on monthly Planner or Diary invoices
User's chosen display name
User's email address
Role
User's Organisation Role
Planner Seat
Yes/No
Authentication
How users sign in to the system
Business Unit
One per Business Unit, showing its Projects and the people behind its share. Projects without a Business Unit go on an Unassigned PDF. Only included if your Organisation uses Business Units
Project
One per active Project, listing the named people behind its share. This is the page to forward to a Project team
Active ()
Full Planner access only on an active project
Active ()
Idle ()
Full access on archived project only
Idle ()
Idle ()
Only Limited Planner access and no Diary access on any active project
Idle ()
Idle ()
Not part of an active project
Not Assigned ()
Not Assigned ()
