CONTEXT #
This guide describes the four user roles that exist in connection with a tender in AjourTender (web version): Tender administrator, Bidder (Offer responsible), Invited user and Unauthorized user. The roles determine which functions a user has access to, and what the user can see and do on a given tender.
RELEVANCE #
You need this guide when you want to understand the difference between the four roles – for example when you need to invite a new user to a tender, find out why a user cannot ask questions, or decide who should have access to which functions on a contract.
PREREQUISITES AND REQUIREMENTS #
- You must have access to the AjourTender module
- At least one tender must have been created that the roles can be linked to
GUIDE #
Tender administrator
The tender administrator creates and manages the tender from start to finish and has access to all functions of the tender regardless of status.
| Subject | Description |
| How to get the role | You must be assigned the project permission “AjourTender – Tender administrator” by your system administrator |
| Setup | Can create and edit a tender throughout the setup flow (Name & Case, Type & Form, Deadlines, Criteria, Contracts, Material, Result) |
| Contracts | Can invite bidders to the individual contracts and change the offer responsible if a bidding company needs a new contact person |
| Subject | Description |
| Running the tender | Can answer questions, send out correction sheets, cancel or reopen a tender |
| Completion | Can send the result list and complete the selection once the tender is closed |
| Log | Is the only role with access to Log, where all changes to the tender are recorded chronologically |
Note: If the function “Tender/PQ material and prices are visible to the tenderer” was selected when the tender was created, the tender administrator can see all uploaded tender material as soon as it is uploaded. Bidders still cannot see each other’s material in that case.
Bidder (Offer responsible)
The offer responsible is the person at a bidding company who is registered as responsible for a specific contract. There can only be one offer responsible per company per contract.
| Subject | Description |
| How to get the role | Is invited to a contract by the tender administrator, or signs up as a new user on a public tender |
| Material | Can download tender material, view tender details and follow correction sheets and questions / answers |
| Questions | Can submit questions about the tender under the “Questions” tab |
| Offer | Can upload offers/PQ documentation on the contract the person is linked to |
| Invitations | Can invite colleagues or partners as Invited users via “Invited users” on the tender page, without involving the tender administrator |
| Completion | Automatically receives the result list and the result decision by e-mail when the tender administrator sends them out |
Important: The offer responsible does not have access to the tender’s Log or to administrative functions such as Edit, Cancel tender or Reopen tender.
Invited user
An invited user is a person who has been given access to view the tender by an offer responsible, without being registered as offer responsible on a contract.
| Subject | Description |
| How to get the role | Is invited via the “Invite more to the tender” button under “Invited users” on the tender page |
| Material | Can see the tabs of the tender, including Tender materials, Tender details, Correction sheets and Questions |
| Questions | Cannot submit questions about the tender unless the person is subsequently added to a contract as a participating bidder |
| Offer | Cannot upload offers/PQ on behalf of the company as long as the role is only invited user |
Note: If an invited user is later added to a contract as offer responsible, the person gets the same permissions as a Bidder (Offer responsible), including the right to ask questions and upload offers.
Unauthorized user
An unauthorized user is a person who is not a tender administrator, offer responsible or invited user on the tender. The role typically occurs if a user accesses a public tender without being signed up or invited.
| Subject | Description |
| How to get the role | Has not received an invitation to the tender, is not linked to a contract as offer responsible, and does not have the project permission Tender administrator |
| Material | Can still read the tender and see existing questions and answers |
| Questions | Cannot submit questions – the “Submit questions” button is not shown for this user group |
| Offer | Cannot upload offers/PQ |
| Transition to another role | If the user subsequently signs up for the tender and selects a contract, the user is automatically added to the contract and treated as a participating bidder |
Overview of permissions per role
| Function | Tender administrator | Bidder (Offer responsible) | Invited user | Unauthorized user |
| Create/edit tender | Yes | No | No | No |
| Invite bidders to a contract | Yes | No | No | No |
| Invite other users to the tender | No | Yes | No | No |
| Read the tender and see material | Yes | Yes | Yes | Yes |
| Upload offer/PQ | No | Yes | No | No |
| Submit questions | No (answers) | Yes | No | No |
| See Log | Yes | No | No | No |
| Cancel/reopen tender | Yes | No | No | No |
| Send result list / complete selection | Yes | No (receives) | No | No |
NEXT STEPS #
- See the guide “Invitation of users to a tender” to invite a new user
- See the guide “Change offer responsible / bidder on a contract” to change who is the offer responsible
- See the guide “Questions and answers” for details on who can ask and answer questions
- See the guide “Participate in a public tender” to understand how an unauthorized user can sign up and get the Bidder role