How to Set Up Access Rights in Planfix: Who Sees What
Access rights in Planfix decide who sees each task, project, contact and report, so an employee or a client only opens the data their work needs. Permissions live in several places at once: in the task, in object and template settings, in field access and in the workspace. This eight-minute video walks through all of them and shows how access for employees and clients is set up.
What you’ll learn: access levels in Planfix
- Add people to a task as assigner, assignee, participant or auditor (0:13).
- Control who creates tasks from an object and who edits its fields (0:42).
- Share task templates and custom filters with selected employees (1:21).
- Hide a project and restrict project data through custom fields (2:15).
- Restrict customer data in one contact card or in bulk (3:00).
- Set access to directories, data tags, reports, documents and workspaces (4:18).
How to set up access rights in Planfix, step by step
Step 1. Give access to a task
The task is the basic unit of access in Planfix: to let a colleague work on one, add them as assigner, assignee, participant or auditor, while creating the task or later, and use bulk actions for many tasks at once. The Help Center lists the rest of the rules for who has access to a task: auditors of the project, the manager of the assigner or of an assignee, and account administrators see it too, as does a client added as a participant or auditor.
Step 2. Set permissions for objects and templates
Every task is created from an object, so object permissions decide who can create those tasks at all. Go to Account management → Objects, open the object’s View form permission and click Manage access to object usage; the same tab controls who may edit the object’s fields, and in the object form you can restrict viewing and editing of each custom field. Task templates work the same way, through Manage access to template usage in their Permissions, but access to template fields is configured on the object the template is tied to.
Step 3. Limit filters, project fields and contact data
Custom filters are shared by specifying the employees who get them. Projects work differently: everyone sees all projects in the list by default, but inside a project people only see the tasks they have access to; to narrow that, open the project template and edit a custom field’s access settings. For customers, open the contact card, go to Permissions and restrict access to selected employees or groups, or change several contacts at once through the menu item Access. Planfix also sets access levels for contact data field by field, through the contact template or Account management → Custom fields.
Step 4. Open directories, data tags and reports to the right people
Directories keep reference data, and their access settings are the most detailed in Planfix. On the directory’s Permissions tab you grant rights to work groups or individual employees, with adding, viewing, editing and deleting configured separately; a single entry has its own settings, which you open from the entry’s Access panel with Manage access, and the light bulb icon hides a column from the people who should not see it. The Help Center describes access to directories and their entries in full. Data tags follow the same pattern, and their addition, editing and deletion can also be restricted in specific task statuses. Reports stay available only to their authors until you share them on the Permissions tab.
Step 5. Close the rest with documents and workspaces
For files, use Access in the document menu or the document’s Permissions tab; document templates are configured the same way. The most reliable method is the workspace: leave only the sections an employee needs, configure which buttons are displayed, and allow access only to the people who will work in it, which is what workspaces for teams and external users are for. Check the access rights to all workspace elements before granting access, otherwise employees will open the workspace and not find the information they need.
Example: hide a project from everyone outside it
When employees who are not involved in a project do not need to know that it exists, turn on the Project is hidden setting while creating or editing it. Only employees with access to at least one of its tasks then see the project in the list, and anyone added to a task there is granted access to the project automatically.
Who it’s for
- Account administrators: a baseline of roles and workspaces for every new employee.
- Finance and management: data tags and reports opened to managers only.
- Sales teams: a client base split between managers, with sensitive contact fields hidden.
- Agencies and companies with contractors: external users who see their own tasks and a workspace made for them.
- Project leads: hidden projects for sensitive work, such as hiring or an unannounced deal.
FAQ
Who can see a task in Planfix?
The task’s assigner, assignees and participants, the auditors of the task and of its project, the manager of the assigner or of an assignee, and account administrators. A client who is a participant or an auditor also gets access.
Can I hide a project from other employees?
Yes. Turn on the hidden project setting when you create or edit the project: only employees with access to at least one of its tasks see it. A separate option does the same for the client’s contacts.
Why does the same report show different data to different users?
A report uses only the data available to the person running it: tasks they have access to, actions from those tasks, and data tag types they may see. Different results for different users are normal.
Decide who sees what before data spreads
Start with the data you would not want everyone in the account to open: the client base, financial reports, contracts, shared logins. Set its access where that data lives, then check the result by opening Planfix as an employee with the narrowest rights. The same settings let you store team passwords in a directory. New to Planfix? Sign up to try it.
