Team Management Overview

TenderCreator.ai provides comprehensive team management features that allow you to invite team members, assign roles, and control access to different platform features. This ensures proper collaboration while maintaining security and appropriate access levels.

What is Team Management?

Purpose of Team Features

Team management enables organisations to:

Collaborate effectively: Multiple team members can work on tenders together
Control access: Different roles have appropriate permissions for their responsibilities
Maintain security: Sensitive features are restricted to authorised users
Scale operations: Add team members as your tendering activities grow

Key Team Management Features

User invitations: Invite team members via email
Role-based access: Assign specific roles with predefined permissions
Permission control: Granular control over what team members can access
Member management: Add, remove, and modify team member access

Accessing Team Management

Navigation to Team Section

Log into your TenderCreator.ai account
Navigate to "Team" from the main dashboard menu
You'll see the Team management interface

Team Management Interface

The team page displays:

Team description: Overview of team management capabilities
Team Members section: List of current team members
Organisation Roles section: Available roles and their permissions
Invitation management: Tools to invite new members

Team Members Section

Current Team Members

The Team Members section shows:

Member count: Total number of team members (e.g., "Members 1")
Invitations count: Pending invitations (e.g., "Invitations 0")
Search functionality: Find specific team members
Invite button: Add new team members

Member Information Display

For each team member, you can see:

Profile picture: User avatar or initials
Name and email: Full name and email address
Join date: When the member joined the team
Current role: Assigned role (Admin, Company Admin, etc.)
Actions: Options to modify member access

Member Management Actions

Available actions for team members:

Change role: Modify member's permission level
Remove member: Remove access from team
View details: See member's activity and permissions

Organisation Roles and Permissions

Available Roles

TenderCreator.ai provides several predefined roles that cannot be modified or customised. These roles are displayed in the Organisation Roles section for your reference:

Admin (Creator Role)

Highest level access with full platform control:

Billing: Manage subscription and billing
Profile Types: Delete, Manage, Read profile type configurations
Profiles: Delete, Manage, Read company profiles
SYS Domains: Delete, Manage, Read system domains
SYS Memberships: Manage, Read system memberships
Tenders: Delete, Manage, Read all tender activities

Company Admin

Administrative access for company-level functions:

Billing: Manage company billing
Profile Types: Delete, Manage, Read
Profiles: Delete, Manage, Read
SYS Memberships: Manage, Read
SYS Profile: Manage, Read
Tenders: Delete, Manage, Read

Company User

Standard user access for daily operations:

SYS Memberships: Read only
Profiles: Read only
Profile Types: Read only
Tenders: Read only

Member

Basic access for viewing and limited participation:

SYS Memberships: Read only
Profile Types: Read only
Profiles: Read only

System Admin

Technical administrative access with system-level permissions:

Billing: Manage
Organisations: Delete, Manage, Read
Profile Types: Delete, Manage, Read
Profiles: Delete, Manage, Read
SYS Domains: Manage, Read
SYS Memberships: Manage, Read
SYS Profile: Delete, Manage, Read
Tenders: Delete, Manage, Read

How the Organisation Roles Section Works

The Organisation Roles section on the team page serves as a reference guide to help you understand:

What each role can do: View the specific permissions for each role
Role comparison: Compare different roles to choose the right one for team members
Permission understanding: Understand what access level each role provides
Assignment guidance: Make informed decisions when inviting or managing team members

Important: This section is for information only - you cannot edit or modify the roles or their permissions. You can only assign these predefined roles to team members based on your own permissions.

Permission Categories

Understanding Permission Levels

Each role has specific permissions across different platform areas:

Billing Permissions

Manage: Full control over billing, subscriptions, and payments
Read: View billing information and usage

Profile and Profile Types

Delete: Remove profiles and profile configurations
Manage: Create, edit, and modify profiles
Read: View profile information

System Functions

SYS Domains: System domain management
SYS Memberships: Team membership control
SYS Profile: System-level profile management
Organisations: Organisation-wide settings

Tender Operations

Delete: Remove tenders and tender responses
Manage: Create, edit, and control tender processes
Read: View tender information and responses

Role Selection Guidelines

Choose Admin for:

Organisation owners: Primary account holders
Senior management: Those requiring full platform access
IT administrators: Technical staff managing system settings

Choose Company Admin for:

Department heads: Leaders managing company tender activities
Project managers: Those overseeing multiple tender projects
Operations managers: Staff handling day-to-day tender operations

Choose Company User for:

Tender writers: Staff creating and editing tender content
Subject matter experts: Contributors to specific tender sections
Reviewers: Those reviewing and approving tender content

Choose Member for:

Occasional contributors: Limited involvement in tender processes
External consultants: Temporary access for specific projects
Trainees: New staff learning the platform

Best Practices for Team Management

Role Assignment Strategy

Principle of least privilege: Assign minimum necessary permissions
Regular review: Periodically assess role appropriateness
Clear responsibilities: Ensure team members understand their access levels
Documentation: Maintain records of who has what access

Security Considerations

Regular audits: Review team member access quarterly
Prompt removal: Remove access immediately when team members leave
Role transitions: Update roles when responsibilities change
Access monitoring: Track who accesses sensitive information

Team Collaboration

Clear workflows: Establish processes for team tender collaboration
Communication: Ensure team members know their roles in tender processes
Training: Provide appropriate training for each role level
Support: Offer guidance on using platform features effectively

Getting Started with Team Management

Initial Team Setup

Review current access: Assess who needs platform access
Plan role structure: Determine appropriate roles for team members
Invite essential members: Start with core team members
Configure permissions: Ensure roles match responsibilities
Establish workflows: Define how the team will collaborate on tenders

Scaling Your Team

As your organisation grows:

Add members gradually: Ensure proper onboarding for each new user
Maintain role consistency: Use established role definitions
Monitor usage: Track how team members use the platform
Adjust as needed: Modify roles and permissions based on experience

Team Management Maintenance

Regular reviews: Monthly assessment of team composition
Permission updates: Adjust access as roles change
Performance monitoring: Ensure team efficiency in tender processes
Feedback collection: Gather input from team members on access needs

Troubleshooting Team Issues

Common Team Management Problems

Access issues: Team members can't access the needed features
Permission conflicts: Unclear role boundaries
Invitation problems: New members not receiving invitations
Role confusion: Team members are unsure of their permissions