Manage Planner access and roles
Planner access is separate from People access. Planner appears in Access Center only when your organisation uses Planner and focused Planner access is enabled. A person can therefore have limited People access, limited Planner access, both, or neither.
Use a focused Planner role when someone should work with a defined part of the workforce. Existing broad Planner roles continue to work while your organisation moves across in controlled stages.
Ready-made Planner roles, personnel fields, scope choices and statuses follow your saved language. Person, country and department names remain the organisation's own data and are not translated.
Grant focused Planner access
- Open Workspace, then Administration, then Access Center, then People with access.
- Select Grant access. If you manage access in both People and Planner, choose Planner access.
- In Choose person, confirm the employing country and enter at least two characters before choosing the recipient. The current employing country is selected by default. Select Continue to access.
- In Configure access, choose a ready-made Planner role. The cards show the purpose and whether cost information is included; detailed information stays collapsed until you request it.
- Choose the personnel scope:
- Organization scope is recommended for an ongoing planning responsibility. Choose a country and, if needed, a department. Markular keeps the matching active personnel current automatically.
- Specific people creates a fixed exception list. Confirm the country, optionally narrow by department, then search and select the personnel.
- Access starts immediately with no end date. Select Set a validity period only when access should start later or end automatically.
- Select Continue to review, check the recipient, role, personnel scope and period, then select Confirm and grant access.
The recipient's role, position, department, employing country, personnel scope rule, current matching count and access status remain visible to administrators. An organization scope follows current active employment and dated organization history; people entering or leaving its country and department conditions are added or removed without editing the assignment. Revoking an assignment takes effect immediately and does not remove access supplied by another active assignment or a broad legacy role.
Ready-made focused roles
| Role | What it allows | What it does not allow |
|---|---|---|
| Planner viewer | Read schedules and planning details for personnel in scope. | Change the plan, see cost data or manage Planner setup. |
| Crew coordinator | Plan and coordinate personnel in scope, including assignments and operational trip actions. | See cost data, sensitive personnel data or change organisation-wide job setup. |
| Planner cost viewer | Read planning and cost information that can be safely attributed to personnel in scope. | Change the plan or rates, or open unrestricted job-wide cost data. |
Search, schedule views, candidate lists, calendars, reports and exports use the same personnel boundary. Personnel fields such as employee number, department, country, work email and rotation are shown only when the selected role includes them. Export actions are recorded in the activity log without copying report contents into the log.
Some information cannot safely be reduced to a personnel scope. Next-of-kin information, raw rate configuration, organisation-wide job administration and unrestricted job-level cost totals remain available only through an explicitly broader administrative permission.
Broad Planner permissions during the transition
| Permission | What it unlocks |
|---|---|
| View planning | The base permission. Opens Planner and lets a person see the planning views. Everyone who works in Planner needs this. |
| View the schedule | Opens the schedule view so a person can read who is planned where and when, without changing anything. |
| Plan rotations | Lets a person build and change personnel plans, rotations and assignments. This is the working permission for planners. |
| View costs | Shows cost figures in the planning and schedule views, so a person can see what a plan costs without editing rates. |
| Edit costs | Lets a person change the cost figures behind a plan. |
Additional protected responsibilities
| Responsibility | Why it is separate |
|---|---|
| Manage Planner access | Allows granting and revoking Planner roles. It does not by itself reveal schedules or personnel. |
| Manage jobs and demands | Changes organisation-wide jobs, demands, activity types, phases and related configuration. A focused Crew coordinator does not receive this automatically. |
| View sensitive personnel information | Protects next-of-kin and similar information that should not be inferred from ordinary planning access. |
| Operate trips | Allows operational trip status, notification and crew-change actions for personnel in scope. It is included in Crew coordinator access and selected broad operational roles. |
The permissions below support established broad Planner roles. Keep them for administrators and operational roles that genuinely need organisation-wide access; use focused roles for new, narrower mandates.
How the broad permissions build up
The permissions are layered. In practice:
- View planning is the entry point. Without it, a person cannot open Planner at all.
- View the schedule and View costs are read-only additions. They let a person see more without changing anything.
- Plan rotations is the main working permission. Give it to the people who actually build and adjust the plan.
- Edit costs changes financial configuration. Manage jobs and demands changes the organisation-wide building blocks. Keep both responsibilities to a smaller group.
Choosing what to grant
- A planner who builds the schedule needs View planning, View the schedule, and Plan rotations. Add View costs if they should see what plans cost.
- A viewer who only needs to read the plan needs View planning and View the schedule.
- An admin who sets up jobs and their building blocks needs Manage jobs and demands on top of the planning permissions. See Set up facilities, job roles, and job types.
- Anyone who works with rates needs View costs, and Edit costs only if they should change them.
Grant the narrowest set that lets a person do their work. You can always add a permission later.
When Planner is not available
If the tenant does not subscribe to Planner, Planner is not shown in module navigation or Access Center. Enabling focused Planner access does not enable the Planner product by itself. Both the Planner module and focused Planner access must be active.