If you're in the early stages of getting your team set up in Aphex, or if you're a Planner joining an existing Project, this guide is for you. There is also a step-by-step video guide on the Aphex Academy.

We will answer what core elements a new Planner should understand (Planning Approach, Assets, and Users) and any actions you need to take to get things moving. For a deeper look, each section will also show where to find further resources.

You can set up a sandpit project to get familiar with Aphex, and use this environment to test the processes covered.

Top down or bottom up?

One of the first things to nail down in Aphex is the approach you’ll want to take in terms of planning on your project. This quick video outlines the two approaches you can take along with each of their strengths:

We've also got a written rundown of the two approaches, which you can find here.

With a Top Down approach, you'll be in charge of Importing and Distributing work. You can run a dummy import and test out how to distribute activities to the Engineers.

Join Olu from AphexHQ for a quick step by step import lesson.


Projects set a reoccurring Publication target (day and time) for every Engineer's lookahead to be readied at. Publishing the Plan is usually the job of a Planner - each instance creates an official read-only version of the entire lookahead (a Publication) to be shared and used as a baseline.

How to configure your Project's routine, and how to Publish plans.

Required Fields

You control the level of detail Engineers should add to their plans. Projects choose a set of required information - for an Engineer's plan to be readied for Publication, the required fields need to be completed.

What to choose as Publication Requirements, and how to configure Project Settings.

As a Project Admin, you will also create and maintain the library of available assets. These are the pieces of information Engineers can add to their plans.


Locations are used to track where each Task is physically happening.

Depending on the scale and nature of your Project, you may have a single Location of the overall site GA, or you may have many Locations representing specific zones, areas or floors.

What to use for your Locations and how to upload your images.


You will be in charge of creating Subcontractors, and customising the Calendars, Materials, Plant, Labour, and Delay Reasons.

How to create and maintain Project Assets.

Adding Users

You can add or remove users from a Project at any time. We automatically send every added user an invitation email and guide them through completing their account.

The Project Role you grant a user will govern their editing abilities. Admins (like you) can edit all work across the Project, and Contributors can edit work they own. Field Reporters do not operate in Aphex Planner but receive assigned work in our connected app, Aphex Field.

Senior Engineers reviewing plans can be made delegates of users, allowing them to edit activities owned by others.

Understanding Project Roles and how to invite users and create teams.


Bringing your team up to speed is simple. The Aphex Academy contains short instructor led, self-paced courses available for all users to take, at anytime.

To start, users building plans take this Basic Training course. If you're working Top Down, the Engineers should also take this one-off 'Backlog' course to understand how to plan with distributed work.

There are courses for Planners, Engineers and Site Teams. You can guide all new users to access the Academy from their Aphex homepage, or link them directly to a specific course. We are happy to provide you updates on completion - just drop us a line.

Check out the Aphex Academy.

New Projects

Are you setting up a new Project? Here are some extra resources:

  • New Project Checklist Download

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