Team Roles and Permissions

Understanding and properly managing team roles and permissions is crucial for maintaining security, ensuring productivity, and enabling effective collaboration in TenderCreator.ai. This guide provides comprehensive information about role management and permission control.

Understanding Team Roles

Role-Based Access Control

TenderCreator.ai uses role-based access control (RBAC) to manage what team members can do:

• Predefined roles: Each role has specific permissions across platform features
• Permission inheritance: Roles inherit permissions from lower-level roles
• Granular control: Permissions are defined for specific platform areas
• Security-focused: Higher-level roles have broader access to sensitive features

Role Hierarchy

The platform roles are organised hierarchically:

1. System Admin: Highest technical access (system-wide management)
2. Admin: Full platform access (organisation owner)
3. Company Admin: Company-level management access
4. Company User: Standard user access for daily operations
5. Member: Basic access with limited permissions

Detailed Role Permissions

Admin (Creator Role)

The highest level of access with complete platform control:

Key Permissions

• Billing: Full control over subscription plans, billing settings, and payment methods
• Profile Management: Delete, Manage, Read all company profiles and profile types
• System Functions: Access to all system-level settings and team management
• Tender Operations: Complete control over tender creation, management, and deletion

Company Admin

Administrative access for company-level functions:

Key Permissions

• Company Management: Manage company-level billing and subscription settings
• Profile Control: Delete, Manage, Read profile configurations and company profiles
• Team Coordination: Assist with team member management
• Tender Oversight: Full control over tender activities and workflows

Company User

Standard user access for daily operations:

Key Permissions

• Profile Viewing: Read access to company profiles and profile configurations
• Tender Participation: Read access to tender information and collaboration features
• Limited Access: Cannot delete profiles, modify system settings, or access billing

Member

Basic access for viewing and limited participation:

Key Permissions

• Read-Only Access: View company profiles, profile types, and team membership information
• Limited Tender Access: Basic viewing of tender information
• No Editing Rights: Cannot modify any content, settings, or configurations

System Admin

Technical administrative access with system-level permissions:

Key Permissions

• Cross-Organisation Access: Manage multiple organisations and system domains
• Technical Management: System configuration, billing oversight, and user management
• System-Level Control: Access to technical system settings and profiles

Managing Team Member Roles

Changing Team Member Roles

To modify a team member's role:

Step 1: Navigate to Team Management

1. Log into your TenderCreator.ai account
2. Click "Team" from the main navigation menu
3. Locate the Team Members section

Step 2: Update Role

1. Find the team member whose role you want to change
2. Click the role dropdown (e.g., "Admin" with dropdown arrow)
3. Select the appropriate role from available options:
   • Company User, Company Admin, System Admin, Member, Admin
4. Confirm the role change

Step 3: Verify and Communicate

1. Confirm the role update appears in the team member list
2. Notify the team member of their role change
3. Verify permissions are working correctly for their new role

Role Assignment Best Practices

Principle of Least Privilege

• Minimum access: Assign the lowest level of access needed for job functions
• Regular reviews: Periodically assess if roles are still appropriate
• Documentation: Keep records of role assignments and reasons

Role Matching Guidelines

• Job function alignment: Match roles to actual job responsibilities
• Experience consideration: New users may benefit from starting with lower-level roles
• Security requirements: Ensure sensitive functions are restricted to appropriate roles

Team Structure Planning

• Role distribution: Ensure appropriate distribution of roles across team
• Backup planning: Have multiple people with administrative access
• Clear responsibilities: Define what each role is responsible for

Understanding Predefined Roles and Permissions

Role and Permission Structure

Important: The organisation roles and their permissions are predefined by TenderCreator.ai and cannot be edited or customised by users. The permissions matrix displayed on the team page is for informational purposes to help you understand what each role can do.

How Roles Work

• Predefined roles: All roles have fixed permissions that cannot be modified
• Information display: The Organisation Roles section shows you what permissions each role has
• Assignment only: You can only assign these existing roles to team members
• No customisation: You cannot modify the permissions within each role

Understanding Permission Categories

Billing Permissions

• Manage: Full control over billing settings, payments, and subscriptions
• Read: View-only access to billing information and usage data

Profile and Content Permissions

• Delete: Can remove profiles, content, and configurations
• Manage: Can create, edit, and modify profiles and content
• Read: View-only access to profiles and content

System Permissions

• System domains: Control over system-level domain configurations
• System memberships: Management of team membership functions
• Organisations: Management of organisation-wide settings

Tender Permissions

• Delete: Can remove tenders and tender-related content
• Manage: Can create, edit, and control tender processes
• Read: View-only access to tender information

Your Role Assignment Capabilities

What You Can Do

Based on your role permissions:

• Assign predefined roles: Choose from available role options for team members
• Change member roles: Switch existing team members between predefined roles
• View role permissions: See what permissions each role includes
• Invite team members: Add new members with appropriate role assignments

What You Cannot Do

The system does not allow:

• Custom role creation: Cannot create new roles with different permissions
• Permission modification: Cannot change what permissions each role has
• Role deletion: Cannot remove any of the predefined roles

Monitoring Role Effectiveness

Access Monitoring

• Usage tracking: Monitor how team members use their assigned permissions
• Access patterns: Identify which features are most used by different roles
• Security incidents: Monitor for any unauthorised access attempts

Performance Assessment

• Productivity metrics: Assess how roles affect team productivity
• Collaboration effectiveness: Evaluate how well roles support team collaboration
• Workflow optimisation: Choose appropriate roles to improve workflow efficiency

Troubleshooting Role Issues

Common Problems and Solutions

Access Denied Issues

Symptoms: Team members cannot access needed features
Solutions:

• Review role permissions for required features
• Verify role assignment is correct
• Consider temporary role elevation
• Contact support if issues persist

Permission Conflicts

Symptoms: Team members have conflicting access levels
Solutions:

• Clarify role definitions and responsibilities
• Review and adjust role assignments
• Establish clear permission boundaries

Role Transition Issues

Symptoms: Problems when team members change roles
Solutions:

• Complete role transition process
• Allow time for system synchronisation
• Verify new permissions are active

Getting Help with Role Management

• Customer support: Contact support via our Support guide for role configuration assistance
• Documentation: Review detailed role permission information
• Best practices: Learn from successful role implementations

Advanced Role Management

Effective Role Customisation

While TenderCreator.ai uses predefined roles, you can effectively customise access by:

• Strategic role assignment: Carefully choosing the most appropriate role for each team member
• Regular role reviews: Adjusting roles as responsibilities change
• Layered access: Using multiple team members with different roles for complex workflows

Scaling Role Management

As your team grows:

• Role standardisation: Establish consistent role assignment criteria
• Training programmes: Develop role-specific training materials
• Documentation: Maintain clear role definitions and procedures
• Regular audits: Conduct periodic reviews of role assignments and effectiveness