Context #
This is a web-based tender portal (AjourTender). Here the bidders can invite other users to view and work on the tender. The function is accessed via a button in the top right corner of the tender page, and the invitation is made via a form followed by an e-mail being sent.
Relevance #
This guide is relevant when, as a bidder, you want to give colleagues or partners access to a specific tender – for example, to let a colleague contribute professional input, prepare bid material or follow the status of the tender.
Prerequisites and requirements #
- You are logged in to AjourTender as a bidder
- You have access to the tender in question
- You know the name, e-mail address and, if applicable, company name of the person you want to invite
- The invited person must have access to the e-mail account the invitation is sent to
Guide (step by step) #
Step 1 – Open AjourTender Navigate to the tender you want to invite other users to. You see the tender’s detail page with tabs such as “Tender/PQ”, “Tender materials”, “Questions” and others.
Step 2 – Click “Invited users” Click the “Invited users” button in the top right corner of the tender page.
Step 3 – Click “Invite more to the tender” A box is displayed with the text “No invited users” and a button. Click the “Invite more to the tender” button to open the invitation form.
Step 4 – Fill in the invitation form A dialog titled “Invite User” opens. Fill in the fields:
- First Name – enter the invitee’s first name
- Surname – enter the invitee’s last name
- E-mail – enter the invitee’s e-mail address
- Company name – enter the name of the invitee’s company
- Telephone number. – enter a telephone number (optional)
- Job title – enter a job title (optional)
Step 5 – Send the invitation Click the “Invite User” button in the bottom right corner of the dialog. The form closes, and the system automatically sends an e-mail with an invitation link to the specified e-mail address.
Important: The invitation link in the e-mail is personal and linked to the specific e-mail address entered in the form. If the recipient forwards the e-mail to someone else, the link will not work for the new recipient. If you want to give another person access, a separate invitation must be created for that person.
Remark: You can invite more users by repeating steps 3-5 for each person.
Step 6 – Confirm the invitation The invited user then appears in the list of invited users on the tender page once they have accepted the invitation.
Next steps #
- Manage invited users – go to “Invited users” to see the overview of all invitees and their status
- Add bid material – click the “Tender materials” tab to upload or review relevant material for the tender
- Follow up on the invitation – contact the invitee directly if they have not received or responded to the invitation e-mail