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User administration

Overview​

FoxPlan lets you manage users at several levels: project teams, portfolios, resource portfolios and application administration. This guide focuses on the administration level, accessible via Settings > Workspace then the Member tab.

Settings → Workspace menu

Workspace Member tab

User vs generic resource​

  • User — A standard physical resource who logs into the application to view their tasks, track progress and close completed items.
  • Generic resource — Represents service providers, resource pools or machines, managed by project managers (who enter progress on their behalf). A generic resource has no login credentials and carries the G flag.

The "G" flag of generic resources in the members list

Adding a user or a generic resource​

Fill in the required fields:

  • Email (identification key) — not required for generic resources
  • First name
  • Last name

For generic resources, tick the Generic box. Once created, resources become available across all projects.

Roles and licenses​

At the workspace level, each member is assigned a role that determines their global rights (Administrator, Manager, Reader, Contributor, Member). The detail is documented in Workspace members.

The role also has a license impact:

  • Roles with extended rights consume a full license.
  • A generic resource does not consume a user license.

This is why converting a user into a generic resource frees a license.

Managing user files​

Click the icon next to a member's name to open their file and edit descriptions or attributes.

Edit icon next to a member's name

A member's file: General tab and attributes

Deletion and deactivation​

A user or a generic resource can only be deleted if it has no assignment or recorded progress. If a user is already assigned to projects, you cannot delete them directly (it would break the history).

Delete button at the bottom of a member's file

Recommended solution: convert the user into a generic resource by opening their file and ticking the Generic attribute. This:

  • frees the user license,
  • preserves all project data (assignments, actuals, history),
  • prevents the person from logging in, while keeping their contributions visible.

The "Generic" checkbox to convert a user into a generic resource

See also​

Good habit

For a departure or a provider at the end of their mission, convert the account to a generic resource rather than deleting it: you recover the license without losing the history of their contributions.