Decide who can reach a tender, keep its details and team lead current, move it through its statuses, and archive or permanently delete it.
Each tender has a team, a set of details and a status. The team decides who can reach the tender at all. The details describe the opportunity and name the team lead. The status tells everyone where the bid stands, from Draft to Won, Lost or Archived.
Product location: /tender/workspaces/{workspaceId} (fallback: /tender/workspaces). Open Tenders, then choose the tender's name in the list. The Overview tab opens.
Action | Permission needed |
|---|---|
Read the tender, its team and its details | View Tenders ( |
Edit the details | Create & Work on Tenders ( |
Add and remove team members, change their roles and choose the team lead | Manage Tender Team ( |
Move the tender between Draft, Active, Withdrawn and Archived | Create & Work on Tenders |
Submit the tender, and record a submitted tender as Won, Lost or Withdrawn | Submit Tenders ( |
Permanently delete an archived tender | Submit Tenders |
You must also be on the tender's team; Admins can reach every tender and pass every permission check. Controls you cannot use are not shown. See Who can do what.
Product location: /tender/workspaces/{workspaceId} (fallback: /tender/workspaces). Open Tenders, then choose the tender's name in the list. The Overview tab opens.
Open the tender; it opens on Overview. The tiles summarise progress:
Tile | What it counts |
|---|---|
Requirements | Requirements marked Addressed, out of all requirements except those marked Not applicable. |
Upcoming deadlines | Deadlines whose status is Upcoming. |
Formality | Formalities marked Satisfied, out of all formalities except those marked Not applicable. |
Output documents | Output documents that are Final or Submitted, out of all output documents. |
Team | Members of the tender's team. |
Items marked Not applicable are left out of both numbers, so a tile reads complete once everything that applies is done.
Below the tiles, the details show Reference number, Tender type, Submission deadline, Estimated value with its currency, Team lead and Description. A dash means a value is not recorded; Team lead and Description appear only when set.
The Bid decision and Approval workflow cards are also on Overview. They are commitments that need Submit Tenders; see Prepare the submission.
Product location: /tender/workspaces/{workspaceId} (fallback: /tender/workspaces). Open Tenders, then choose the tender's name in the list. The Overview tab opens.
On Overview, choose to edit the details.
Change the fields you need. To clear an optional field, empty it.
Save. The details card, the header and the tender list show the new values.
Field | Limits | Where the value is used |
|---|---|---|
Tender name | Required, up to 500 characters. | Page header, tender list, dashboard, submission package cover and file names. |
Description | Up to 20,000 characters. | The details card. The Tender Assistant reads it for context. |
Issuing organisation | Up to 500 characters. | Header, tender list and search, Win rate by organisation, submission package cover. |
Reference number | Up to 255 characters. | Tender list search, submission package cover. |
Tender type | One of the listed types, or none. | Win rate by type on the dashboard and in reports. |
Submission deadline | Date and time. | Tender list order, the dashboard's Upcoming Deadlines, the submission package cover. |
Currency | Exactly three letters, such as EUR. | Shown with the estimated value. |
Estimated value | A number. | Win rate by deal size, and pipeline value in reports. |
Team lead | One member of the team; search by name. Needs Manage Tender Team. | Shown on Overview. Choosing a team lead gives that member the Lead role, and the previous Lead becomes a Contributor. The team lead receives review requests for response sections, together with each section's owner. |
The tender's vault keeps the name it was given when the tender was created.
The Submission deadline here is separate from the entries on the Deadlines tab. When the issuer moves the deadline, change both; see Track deadlines, formalities and clarifications.
The details can be edited until the tender is submitted; after that they are read-only. If someone else saved a change to the tender while you were editing, your save is refused so their change is not lost. Reload the page and make your change again.
Product location: /tender/workspaces/{workspaceId} (fallback: /tender/workspaces). Open Tenders, then choose the tender's name in the list. The Overview tab opens.
Open the Team tab. It lists each member with their role.
To add a colleague:
In Select a user…, search for and choose the person. Everyone in your organisation who can use Tenders is listed.
Choose their role: Lead, Contributor, Reviewer or Observer. The default is Contributor.
Choose Add. The button is available once a person is chosen.
The person can reach the tender straight away: it appears in their tender list and on their dashboard. To change a member's role, add them again with the new role.
To remove a member, choose Remove on their row. Remove team member? explains that this removes the user from this tender and that they keep access to other tenders. Choose Remove to confirm. The tender disappears from their list, and they can no longer open it. Reassign any response sections they own; see Write, review and approve sections.
A tender always keeps at least one member, so the last member cannot be removed. The person who created the tender joins its team automatically as Lead. An Admin can add themselves to any tender, for example to take over a bid when its team has left.
Product location: /tender/workspaces/{workspaceId} (fallback: /tender/workspaces). Open Tenders, then choose the tender's name in the list. The Overview tab opens.
The role records each person's part in the bid, so colleagues can see who does what:
Role | Typical use |
|---|---|
Lead | The team lead: runs the bid and receives review requests for every response section. |
Contributor | Writes response sections and gathers evidence. |
Reviewer | Checks and approves sections before submission. |
Observer | Follows the bid without working on it, such as a sponsor. |
What each member can do comes from their permissions, not their role. To keep an observer read-only, make sure their roles in Settings hold View Tenders but not Create & Work on Tenders.
The team lead is the member with the Lead role, shown as Team lead on Overview. A tender has one Lead at a time, and the person who creates it starts as Lead. To hand the lead to someone else, choose them as Team lead in the details, which gives them the Lead role; giving a member the Lead role on Team has the same effect. Either way the previous Lead becomes a Contributor, and both need Manage Tender Team. The team lead receives review requests for every response section, together with each section's owner.
Product location: /tender/workspaces/{workspaceId} (fallback: /tender/workspaces). Open Tenders, then choose the tender's name in the list. The Overview tab opens.
Open the tender.
In the header, open Change status…. It lists only the statuses the tender can move to next.
Choose the new status. The badge beside the list changes at once.
Current status | Change status… offers | Other moves |
|---|---|---|
Draft | Active, Archived | — |
Active | Withdrawn, Archived | Submitted, only through Submit tender on Submission. |
Submitted | Archived | Won, Lost or Withdrawn, recorded with the tender's outcome action by someone with Submit Tenders. |
Won, Lost | Archived | — |
Withdrawn | Active, Archived | — |
Archived | Nothing | Delete permanently. |
Submitting needs Submit Tenders, passes the readiness check or records your reason for overriding it, and never happens through Change status…. See Prepare the submission. Once a tender is Submitted, someone with Submit Tenders records whether it was won, lost or withdrawn with the outcome action on the tender; see Record the outcome.
The status affects what you see elsewhere:
The dashboard's Active, Draft and Submitted tiles count tenders by status.
Submit tender is available only while the tender is Active.
Won and Lost feed the win rates on the dashboard and in reports.
Moving a tender to Archived frees a place under your plan's tender limit.
The status also decides what can still be changed:
Status | What can be changed |
|---|---|
Draft or Active, or Withdrawn before it was submitted | Everything, within your permissions. |
Submitted, or Won, Lost or Withdrawn after submission | The tender details, requirements, deadlines, formalities, response and documents are read-only, except that a deadline's status can still be changed. The outcome, the debrief and the clarifications can still be recorded, and the team can still be managed. |
Archived | Nothing. You can open and read the tender, and permanently delete it. |
If Could not change the tender status. Reload and try again. appears, someone else changed the tender in the meantime. Reload the page and choose again.
Product location: /tender/workspaces/{workspaceId} (fallback: /tender/workspaces). Open Tenders, then choose the tender's name in the list. The Overview tab opens.
Archive a tender when the bid is over and you want to keep it for reference: choose Archived in Change status….
The tender stays in the tender list; filter by Status to find it.
It no longer counts towards the Active, Draft and Submitted tiles or your plan's limit.
A won or lost tender keeps counting in the win rates.
Archiving is final: an archived tender cannot return to any other status, and nothing in it can be changed.
Record the outcome and the debrief before archiving: once the tender is archived they cannot be added, and the result must be recorded to count in your win rates. See Record the outcome.
Product location: /tender/workspaces/{workspaceId} (fallback: /tender/workspaces). Open Tenders, then choose the tender's name in the list. The Overview tab opens.
Only an archived tender can be deleted, and only by someone with Submit Tenders.
Open the archived tender and choose Delete permanently.
Permanently delete this tender? names the tender and lists what goes with it: requirements, deadlines, formalities, output documents, team, assessments and all uploaded documents.
Choose Delete permanently to confirm. The tender list opens.
The tender, its vault with every document in it, and its knowledge base are deleted, and none of it can be recovered. Answer Library entries promoted from the tender stay in the library, and Submission History is not affected. If Could not delete the tender. Reload and try again. appears, reload the page and check whether the tender is still archived.
Product location: /tender/workspaces/{workspaceId} (fallback: /tender/workspaces). Open Tenders, then choose the tender's name in the list. The Overview tab opens.
A bid manager has created "Regional Health Framework 2026 – Lot 2" from the issuer's documents. The bid involves pricing, so only the people working on it should see it.
On Team, add the solution architect and the pricing lead as Contributor, the quality manager as Reviewer, and the commercial director as Observer. The commercial director's roles hold View Tenders only.
Check Team lead on Overview: the bid manager created the tender, so they joined the team as Lead and are its team lead. Review requests for every section reach them as well as the section owner.
Move the tender to Active.
After the clarification round, the issuer moves the submission deadline back by a week. Edit Submission deadline in the details, and change the submission entry on Deadlines to match.
Colleagues outside the team do not see the tender in their list, on their dashboard or in tender reports. When the result arrives, someone with Submit Tenders records it, the team completes the debrief, and the bid manager archives the tender.
