# 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** | Can make edits to their own Tasks and add new Users to the project⁠. |

Project Role Permission Matrix

Data	Admin	Member	Notes
Create Tasks	true	true
Edit Tasks	true	true
Manage Project Settings	true	false
Manage Project Permissions	true	false
Add Project Users	true	true	Organisation -controlled
Manage Project Users	true	false
Create Teams	true	true
Manage Integrations	true	false
Import Tasks via CSV	true	true
Import Master Schedule	true	true	Members require the Import Master Schedule additional permission to access this feature
Publish the Plan	true	false
Make Ready	true	true
Manage Publicly Shared Data	true	false
Create and Share Views	true	true
Manage All Views	true	false
Create & Manage Folders	true	true	Project-controlled
Create & Manage Packages	true	true
Create & Manage Labour	true	false
Create & Manage Plant	true	false
Create & Manage Materials	true	false
Create & Manage Subcontractors	true	false
Create & Manage Locations	true	false
Create & Manage Calendars	true	false
Create & Manage Delay Reasons	true	false
Create & Manage Blockers	true	true	Project-controlled
Create & Manage Tags	true	true	Project-controlled

## Additional Permissions *** 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 | | ---------------------- | --------------------------------------------------------------------- | | Import Master Schedule | Allows a Member to import a Master Schedule and manage imported tasks |

Behaviour for Members with Permissions

Members granted the **Import Master Schedule** permission can: * Import Master Schedules (XML, XER, and MPP files) * Move imported tasks from **Unassigned → Backlog → Gantt**

## Planner Access *** Seperate from their Project Role, Users either have Full or Limited Planner Access - this defines product functionality access. | Planner Access | Entitlement | | -------------- | ------------------------------------------------------ | | Full | Complete access to all Planner features and View types | | Limited | Restricted to List View only and mobile app access⁠ | Planner access is set per Project, but requires a paid Planner Seat for Full access.

Planner Access: Full vs Limited

Functionality	Full	Limited
Aphex Planner	true	true
Gantt Views	true	false
Board Views	true	false
Map Views	true	false
List Views	true	true
Aphex Mobile (List & Map)	true	true
Published Versions	true	true

## Managing Planner Access *** Planner Access can be set to Full or Limited for users whether you’re updating one person, multiple users at once, or inviting someone new. #### Set Full Planner Access: Open the Project and click your Project Title in the top left, then `Users` * **Individual Assignment:** * Locate a specific User in the table * Toggle their Planner Access to

`Full` * **Bulk Assignment**: * Select multiple Users using the ![](https://2273109354-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FLu0mYklsCTm7XQm3ZGqv%2Fuploads%2FUmk4xHroFcifJzozWIty%2FGrab%20Select.svg?alt=media\&token=2d16c5b8-ca42-4e97-882e-f4bb8c21a5d8) checkboxes * Use the multi-select toolbar

to turn on Full Planner Access for all selected Users⁠⁠ * **Adding New Users**: * When using the Add User flow, you can allocate Full Planner Access during the invitation process by toggling their Planner Access to

`Full` These same steps can be taken to set Planner Access to

`Limited`

Key Access Rules

* Setting a user’s Planner Access to **Full** will automatically assign them a **paid Planner Seat** if they don’t already have one. When Organisation-level Seats are removed, Planner Access is automatically adjusted within the User's Projects:⁠ * Users with Full Planner access will be downgraded to Limited access if their Planner seat is revoked⁠ * This ensures project access never exceeds what's permitted by organisation-level entitlements

## Managing Additional Permissions *** 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` * **Bulk Assignment (User Table)** * Select multiple Users using the ![](https://2273109354-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FLu0mYklsCTm7XQm3ZGqv%2Fuploads%2FUmk4xHroFcifJzozWIty%2FGrab%20Select.svg?alt=media\&token=2d16c5b8-ca42-4e97-882e-f4bb8c21a5d8) checkboxes * Click the Additional Permissions icon in the multi-select toolbar. * Toggle on

`Import Master Schedule` for the selected users.

Additional Permissions Indicator

Users with Additional Permissions applied will display an icon

next to their Project Role. * The icon shows a n+ count of additional permissions assigned. * Hovering over the icon displays a tooltip listing the permissions. If no users have Additional Permissions, the icon column will not appear in the User Table.

## Adding Project Users *** #### To add a new User into your Project: * Open the Project and click your Project Title in the top left, then `Users` * Click "Add User" to trigger the Project Add User window * Enter email addresses separated by commas⁠ * The system will validate email formats and check for existing users⁠ * Choose between `Admin` or `Member` for their Project Role * Toggle the

`Full` or

`Limited` Planner Access options as needed⁠ * Click

What is the experience for newly Invited Users?

* Users receive email invitations automatically when added⁠ * These email invitations will have a shortcut to create an account * Once an account is created, the User will be able to access your Organisation and Project * The invite link is optional - invited Users can also sign up directly using their invited email address at [app.aphex.co/sign-up](https://app.aphex.co/sign-up)

Adding User Rules

* Adding Users to Projects automatically adds them to the Organisation as Members⁠ * Assigning Full access may trigger seat allocation and billing⁠ * Some Organisations limit who can add Users to Projects⁠

## Archiving Project Users *** Archiving a User blocks their access to the Project without deleting their data or records in the Project. #### To Archive a User: Open the Project and click your Project Title in the top left, then `Users` * **Indiviual Archive:** * Locate a specific User in the table * Hover over their row and click `...` then `Archive User` * Confirm * **Bulk Archive**: * Select multiple Users using the ![](https://2273109354-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FLu0mYklsCTm7XQm3ZGqv%2Fuploads%2FUmk4xHroFcifJzozWIty%2FGrab%20Select.svg?alt=media\&token=2d16c5b8-ca42-4e97-882e-f4bb8c21a5d8) checkboxes * Use the multi-select toolbar

to choose `...` then `Archive Users` * Confirm

What Happens When Project Users Are Archived

**Access Blocked** * Users are blocked from opening the Project **Cannot Be Allocated New Tasks** * Other users cannot add archived Users as Task Owners or Assignees **Status Indication** * Archived users show as `Archived` throughout the project **Billing Impact** * Archiving a Project User has no impact on their Paid Seat or billing status **Records Preserved** * User data and activity history remain intact⁠ on the Project **Super Admin Protection** * If archiving a Project Admin, there must be at least one other active Project Admin⁠

Restoring an Archived Project User

**Automatic Reactivation**: Restores the User's access to the Project and they can plan & be assigned work as before.

## Deleting Project Users *** Deleting a Project User removes all record of that User from your Project. Users must already by archived, and not own any Tasks or Packages before they can be deleted⁠. #### To Delete a Project User: Open the Project and click your Project Title in the top left, then `Users` * **Individual Delete:** * Locate a specific User in the table * Hover over their row and click `...` then `Delete User` * Confirm * **Bulk Delete**: * Select multiple Users using the ![](https://2273109354-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FLu0mYklsCTm7XQm3ZGqv%2Fuploads%2FUmk4xHroFcifJzozWIty%2FGrab%20Select.svg?alt=media\&token=2d16c5b8-ca42-4e97-882e-f4bb8c21a5d8) checkboxes * Use the multi-select toolbar

to choose `...` then `Delete Users` * Confirm

What Happens When Users Are Deleted from the Project

**Permanent Removal**: * Deleting a User fully removes them from the Project. They can’t be restored but they can be re-invited if needed, and will need to be re-added to any Tasks. **Data Impact**: * Any changes the user made to a task remain in-tact and recorded as a historic event on the Task

## Task Delegates *** Task Delegates allow one user to edit all tasks owned by another.\ For example, if User A is set as a Task Delegate for User B, they can edit any task assigned to User B. A user can have multiple Task Delegates, and there’s no limit to how many can be assigned. #### To set a Task Delegate: * Open the Project * Click your Project Title in the top left, then `Users` * Locate the User you want to set a Delegate for * Click on the User's name to open the User Panel * Click

in the Task Delegate section * Select one or more Users who should be able to edit all Tasks owned by this User See also: Task Ownership

Task Delegate Permissions

Task Delegates can interact with a Task with all the same permissions as an Owner, aside from: * Making the Task Ready

## Plan Reviewer *** Plan Reviewers create a two-step approval process for weekly plan updates.\ When a Task Owner marks their work as Ready, their assigned Reviewer gets notified and should review it before the final version is published. #### To set a Plan Reviewer: * Open the Project * Click your Project Title in the top left, then `Users` * Locate the User you want to set a Reviewer for * Click on the User's name to open the User Panel * In the Plan Reviewer section, open the dropdown menu * Choose one User to act as the Reviewer for that person’s plan See also: Reviewing Plans ## Exporting Project Users *** Exporting Project Users allows you to download a CSV file containing user data from the Project Users table. #### **To Export Project Users:** * Open the Project and click your Project Title in the top left, then `Users` * Select

at the top right of the table

Project Users Export Format

Column	Description
Name	User's chosen display name
Email	User's email address
Role	User's Project Role
LastLogin	The date of the last time the user logged in to the Organisation
Planner Access	Full/Limited
Status	Archived/Active
Task Delegate	Email addresses of the User's Task Delegates
Plan Reviewer	Email address of the User's Plan Reviewer