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Planera User Management & Role-Based Access Control (RBAC)

Updated this week

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


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

Admins may optionally allow all Members to view all folders/projects. Note: visibility does not equal access.


5. Library Permissions

Library

Admin

Scheduler

Member

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, or Members

Shared Workspace

  • Admins/Schedulers: Full access

  • Members: Can create folders and see folders linked to assigned projects

  • Admins can enable broader visibility for Members


7. New Organization Creation

  • Any user 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

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)

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 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

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