Users & Teams





Delay Reasons

Project Assets are the building blocks of your Aphex Project that control Project permissions and information that can be attached to work in your plan. These assets are only editable by Project Admins putting you in control of consistency across the entire Project. Project Users and their roles and permissions, Subcontractors and Labour Resources that can be allocated to work, Locations that define how work is visually Mapped; all controlled by your Project Assets!

You can navigate to your Project Assets pages from your left-hand Sidebar, accessible by clicking on the Aphex Icon in the top-left of your Aphex Project.

Users & Teams

Your Project's Users are the only individuals who have access to your Aphex Project. As an Admin you have full control of who has access to your Project and their level of access. Users can be grouped into Teams to give everyone on the Project the ability to quickly view work owned by a team.

Inviting Users

Adding a new User to the Project is as simple as clicking the Add User button in the top-right of the Users page. To invite a colleague you will need to enter their email address and assign them a Project Role. You only have the ability to invite users to your Project with the same or less permissions than you.

Project Admins

Can invite a user with any Project Role.


Can only invite other Contributors or Field Reporters.

Field Reporters

With an Org Role of Standard Member and access to Aphex Planner, can invite other Field Reporters.

Removing Users

Only Project Admins have the ability to remove users from a Project. This can be done from the Users page in Project Assets, using the Users Table. Users who have been removed from a Project will not have the ability to access your Project however they can still own work in the plan, until the work has been reassigned.

Editing Project Roles

Only Project Admins have the ability to edit the team's Project Roles. This can be done from the Users page in Project Assets, using the Users Table. Easy!


Teams can be created to easily view work owned by the users in the team.

Anyone on the Project can create a Team from the Teams page in Project Assets. All you need to do is give your team a name and add members to the team. The Team's owner is the user who created the team, and the Team's owner and Project Admins are the only users who can edit the Team.

Rather than using the filter to view work owned by a group of owners, you can pin a Team to have it appear under your Space selector, allowing you to see the Team's work.


There are two Structures in every Aphex Project that work can be assigned to, the Work Breakdown Structure and Packages. These two Structures gives different teams across the Project the ability to view work in the way that makes most sense to them. Both Structures function in the same way: to group Tasks in the plan and a way to Filter work.

Work Breakdown Structure (WBS)

The Work Breakdown Structure is typically a Project's reporting structure that resembles the structure of your high-level plans, this structure can also be imported to exactly replicate your master schedule WBS.

Your WBS can also be created manually and edited by Project Admins from the WBS page in Project Assets. The controls in the top-right of the WBS page allow you to easily add to, remove, indent, outdent or sort parts of your WBS.


Packages are a simple way of grouping Tasks in the plan that allows Engineers to group work in the way that makes most sense when communicating it to their teams on-site.

Packages can be created by any Contributor or Project Admin from the Packages page in Project Assets.

If a Package is Locked, the Owner is the only member of the team who has the ability to add work to the Package. Other members of the team can plan inside the Package by setting it to Public.


Resources are grouped into 4 categories in your Aphex Project: Subcontractors, Labour, Plant and Materials. These Resources can be assigned to work to attribute performance, communicate requirements and understand allocation across the Project. Your Project's Resources can only be edited by Project Admins, putting you in control of consistency of data across the entire Project.


Subcontractors can be added to your Project from the Subcontractors page in Resources collection of Project Assets. You will find Subcontractors on other Projects in your Organisation as you're creating a new Subcontractor, allowing you to link data from multiple Projects, or you can create a new Subcontractor.

Assigning a colour to your Subcontractor allows you to view the Subcontractor's work in this colour using any of the Resource Overlays. This will impact the colour of Task Bars on your Gantt and Work Areas on Maps.

You can also structure your plan by Subcontractor.

Labour, Plant & Materials

Labour, Plant and Material Resources are controlled in a similar way to Subcontractors, from the Resources pages in Project Assets.

Plant can be assigned to a Plant Group to view and manage the Resource in groups.

In addition to the Material name, Material Resources all have an assigned Unit of measurement used to track the volume of Material being installed.


Locations determine how work is physically delineated on your project, Task Work Areas are Mapped on the uploaded Location Images. Location images may represent a GA Drawing on an infrastructure project, or a Floorplan on a Building job. How you decide to delineate your project may vary depending on physical interfaces and any physical boundaries on your project.

Locations can be created from the Locations page in Project Assets by simply giving your Location a name and uploading a Location Image. Once uploaded you can crop any blank space or unnecessary sections around the image.

Off-site Locations that you'd still like to tag to Tasks in your plan, for example Procurement or Documentation, can still be created. Selecting the No Location Image Required Checkbox will not require Tasks to have a Work Area assigned to them but will give you the ability to tag Tasks to the Location and Filter to all your Procurement work.


Calendars determine the working and non-working days of Tasks in your plan. Each Project comes with a pre-set list of Calendars that can be edited or you can easily create a new Calendar. Calendars can also be imported from your master schedule.

Editing Calendars

Every Calendar has a Name and Working Week. A Calendar's Working Week determines the typical weekly working days of Tasks assigned to the Calendar. You can use the Calendar visual to mark Non-Working days.

Project Default Calendar

Your Project's Default Calendar is the Calendar that's assigned to all newly created Tasks in the plan. This can be edited by opening a Calendar and selecting the Project Default Calendar Check-box.

Delay Reasons

Delay Reasons control how performance is reported in Aphex. Every Project contains a list of Default Delay Reasons however the list can be customised if you have specific reporting requirements.

Delay Reasons can be edited by Project Admins from the Delay Reasons page in Project Assets. Delay Reasons can be categorised to understand

After clicking the 'Add Delay Reason' button, you can search for existing delay reasons within your organisation as with Resources, or create a new Delay reason by typing in the name you want before then choosing the category it belongs to.

Did this answer your question?