To support secure and scalable collaboration, Planera offers robust role-based access controls at both organization and project levels. Below is a breakdown of how roles and permissions work.
1. Organization-Level Roles
Admin
Admins have full control across the organization.
Capabilities:
Full access to all projects and shared folders
Invite/remove users
Change organizational roles
Reassign project ownership
Configure settings (invitations, visibility, library permissions)
Access all dashboards
Restrictions:
Cannot access other users’ Personal Workspaces
Scheduler
Schedulers are advanced users with project-wide access but no admin rights.
Capabilities:
Access and edit all projects without invitation
Invite users to projects
Manage Shared Workspace folders
Use dashboards and libraries
Restrictions:
Cannot manage org-level users or settings
Cannot access Personal Workspaces of others
Member
Members have limited access, scoped only to assigned projects.
Capabilities:
Create/edit/delete their own projects
Access only assigned projects
Create folders in Shared Workspace
Use dashboards and libraries (if enabled by Admin)
Restrictions:
Cannot invite/remove users unless allowed by Admin
Cannot change user roles or permissions
Cannot access other users’ Personal Workspaces
Partner
Partners have limited access, scoped only to assigned projects.
Capabilities:
Access only assigned projects
Resource load activities but cannot add new resource types
See only Workspaces that contain projects they’ve been invited to
Restrictions:
Cannot create/edit/delete/duplicate any project
Cannot invite/remove/change permissions for users
Cannot create/delete/rename Shared Workspaces
Cannot access dashboards, calendars, libraries or variance reasons
Cannot create an organization
Cannot access organization settings page
Cannot upload/edit organization logo/name/description
Cannot change user roles or permissions
Cannot access other users’ Personal Workspaces
2. User Invitations & Removal
Invitations: Only Admins can invite users by default. This can be extended to all users via settings.
Removal: Only Admins can remove users and must reassign owned projects.
3. Project-Level Roles for Members
Role | Permissions |
Owner | Full control: edit, delete, invite users, assign owners |
Editor | Edit, comment, invite Editors/Commenters |
Contributor | Edit only their own tasks |
Commenter | View and comment only |
Only Owners can assign other Owners and invite Contributors
Editors can invite Editors or Commenters
4. Project Visibility
Role | Default Visibility |
Admin | All projects |
Scheduler | All projects |
Member | Only invited projects |
Partner | Only invited projects |
Admins may optionally allow all Members to view all folders/projects. Note: visibility does not equal access.
5. Library Permissions
Library | Admin | Scheduler | Member | Partner |
Resources | ✅ Create, Edit, Duplicate, Archive | ✅ Create, Edit, Duplicate, Archive | ✅ Create, Edit, Duplicate, Archive (Can be disabled by Admin) | ❌ |
Calendars | ✅ Create, Edit, Duplicate, Archive | ✅ Create, Edit, Duplicate, Archive | ✅ Create, Edit, Duplicate, Archive (Can be disabled by Admin) | ❌ |
Variance Reasons | ✅ Create, Edit, Duplicate, Archive | ✅ Create, Edit, Duplicate, Archive | ❌ (unless enabled by Admin) | ❌ |
Admins can control whether Members have access to specific libraries and actions within them.
6. Workspace Structure
Personal Workspace
Private to each user
Not visible to Admins, Schedulers, Members, or Partners
Shared Workspace
Admins/Schedulers: Full access
Members: Can create folders and see folders linked to assigned projects
Admins can enable broader visibility for Members
Partners: Will only see Workspaces that contain projects they’ve been invited to
7. New Organization Creation
Any user who is not a Partner can create a new org and becomes the Admin
Users must be added manually
Projects cannot be transferred between orgs
8. Summary Matrix
Feature | Admin | Scheduler | Member | Partner |
View/Edit All Projects | ✅ | ✅ | ❌ | ❌ |
Create/Edit/Delete Projects | ✅ | ✅ | ❌ | ❌ |
Invite Users to Organization | ✅ | ❌ | ❌ | ❌ |
Remove Users from Organization | ✅ | ❌ | ❌ | ❌ |
Modify Organizational Roles | ✅ | ❌ | ❌ | ❌ |
Assign New Project Owner | ✅ | ❌ | ✅ (if Owner) | ❌ |
Invite Editors/Commenters | ✅ | ❌ | ✅ (if Editor) | ❌ |
View Shared Workspace Folders | ✅ | ✅ | ❌ (unless enabled) | ❌ |
Create Folders in Shared Workspace | ✅ | ✅ | ✅ | ❌ |
Access Personal Workspace | ❌ | ❌ | ✅ (own only) | ✅ (own only) |
View Dashboards | ✅ | ✅ | ✅ | ❌ |
Library – Resources | ✅ | ✅ | ✅ (optional) | ❌ |
Library – Calendars | ✅ | ✅ | ✅ (optional) | ❌ |
Library – Variance Reasons | ✅ | ✅ | ❌ (unless enabled) | ❌ |
9. Best Practices
Assign Scheduler role to experienced users needing broad access
Use Partner role for users outside of your org
Use project-level roles for fine-grained permission control
Reassign project ownership when users are removed
Regularly audit roles, visibility, and library permissions
Keep Admin settings aligned with your org’s collaboration and security standards