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Planview Customer Success Center

External members in Planview Admin

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External members in Planview Admin

Previously, Planview Admin only synced full ProjectPlace members, leaving external members unable to access features like Logbook or the ProjectPlace/Portfolios integration.

External members are already now synced automatically for:

  • Instances not yet connected to Planview Admin (sync occurs on activation)
  • Instances connected to Planview Admin with no external members yet (sync occurs when the first external user is added)
  • Instances connected to but not using Planview Admin for authentication

For existing instances with external members, we are offering an opt-in to sync them to Planview Admin now. The opt-in will be available for a limited time to support a controlled rollout. Later in 2026, external member sync will become mandatory and any remaining instances will be converted automatically.

For external members, the impact depends on how Planview Admin is configured for authentication:

  • No change if Planview Admin is not used for authentication
  • Password reset required if Planview Admin handles authentication

Opt in as soon as possible

The opt-in functionality will become available Wednesday April 29, 2026.

The opt-in window gives organizations time to manage the transition, especially if you have many external members who may need advance notice to avoid disruption.

When you opt-in - your actual transition occurs two weeks out to provide time for communication and expectation management

In ProjectPlace In Planview Admin
  1. As an owner or co-owner of the instance, go to Account administration > Settings > Password and security.
  2. Find Sync external members to Planview Admin at the top.
  3. Click Schedule sync of external members.
  4. Review how many external members are affected (and who they are), then confirm.
  5. The sync will be scheduled two weeks out.

Ensure the following setting in are toggled on in Planview Admin before the transition occurs:

  • Send welcome emails needs to be enabled for external members to be notified that they need to set up new credentials in Planview Admin. Once the transition has occurred - you can turn it off again. This setting must be turned on before ProjectPlace will allow you to opt-in. 
  • Enable multi-factor authentication to ensure that external members have account security in place from day one. External members will default to password authentication even though you have SSO set up in Planview Admin.

What happens next

  • All external members currently in your instance receive an email about the upcoming change and what to expect. A reminder is sent one day before the transition.
  • On the transition date, external members are synced to Planview Admin:
    • If "Send welcome emails" is enabled, they are prompted to set up new credentials.
    • If "Send welcome emails" is disabled, the transition is paused and instance owners/co-owners are notified to enable it before the sync can proceed.
  • After a successful transition, only "Sign in with Planview Admin" appears on your instance's login page.
  • Users with sign-in issues must use Planview Admin account recovery.

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