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Choose the role your company plays in the procurement process.

1. Choose Project publisher if your company prepares briefs and selects suppliers.
2. Choose Manufacturer if your company finds opportunities and submits proposals.
3. Check the choice with your company administrator before completing setup.

Keep in mind: Company type describes the organization. Your job title and permissions describe your own role within it.

Confirm your email and set a password before setting up your company access.

1. Search for your company during setup to avoid creating a duplicate workspace.
2. If it already exists, request access and wait for an owner or administrator to review it.
3. If you are authorized to create the workspace, add the company details and confirm your authority.

Keep in mind: Email confirmation links are valid for 24 hours. The setup checklist helps you resume any unfinished steps.

Help colleagues and project participants recognize your organization.

1. Open company settings with an account allowed to manage the organization.
2. Add the company name, description, country, website and logo.
3. For a manufacturer, set service countries, building types and HVAC categories for project matching.

Keep in mind: Manufacturer matching uses these declared criteria. Leaving a criterion empty means unrestricted coverage for that criterion.

Use the invitation link to join the company your colleague selected.

1. Open the invitation and check the company name, inviter and intended role.
2. Follow the link and complete the sign-in or account steps.
3. Ask your administrator for the project or workspace permissions needed for your work.

Keep in mind: Invitations expire after seven days. If a new invitation is sent, use its link; the previous link no longer works.

The current Primary Owner can transfer responsibility to an accepted teammate.

1. Confirm that the intended owner has joined the company and is an active teammate.
2. Open the ownership controls in Team and select that person.
3. Review the change and confirm it with your current password.

Keep in mind: If you created the workspace on someone else’s behalf, complete this handover to pass on temporary ownership.

Work in the right organization when your account has access to more than one company.

1. Open the company switcher and choose the workspace you need.
2. Check the company name before creating a project, preparing a proposal or sending a message.
3. Use that company’s Team settings to review your role and access.

Keep in mind: Access belongs to each company separately. A role in one company does not grant permissions in another.

Start with project-creation permission in a Project publisher workspace.

1. Create a project and add its name, location, building type and HVAC scope.
2. Describe the outcome you need and the constraints suppliers should understand.
3. Set the proposal deadline, or leave the project open until your team closes submissions.

Keep in mind: A new project is a private working draft. Suppliers see it only after you share the brief.

Give suppliers a clear structure for their response.

1. Write technical requirements that a supplier can answer individually.
2. Add a checklist of proposal items, such as calculations, schedules or product documentation.
3. Upload the drawings and specifications, and wait for file checks to finish before publishing.

Keep in mind: Project documents can be up to 100 MB each. A file that is still being checked or has been rejected cannot be published.

Choose your audience before sharing the first version of the brief.

1. Choose Matching suppliers to use company service countries, building types and HVAC categories.
2. Choose All suppliers on the platform to make the brief discoverable to all manufacturer organizations.
3. Review the choice with your team before publishing.

Keep in mind: The visibility choice stays with that project. A shared brief is for eligible signed-in manufacturers, not public internet visitors.

Share a version suppliers can read and respond to.

1. Review the project name, scope, requirements, requested proposal items and deadline.
2. Check document readiness and the project’s discovery settings.
3. Publish the brief to open the procurement round for participation and proposals.

Keep in mind: Later edits remain in a private working draft until you publish an update.

Keep common guidance consistent while protecting private supplier discussions.

1. For guidance that everyone needs, publish a shared clarification without supplier names, prices or private details.
2. For changes to requirements, edit the working brief and review the supplier-visible differences.
3. Publish an informational update for guidance, or a material update when proposals need confirmation or revision.

Keep in mind: Published clarifications are fixed records. Correct one with a new clarification. Material updates must be addressed before a proposal can be awarded.

You need proposal access; commercial figures also require commercial permission.

1. Select submitted proposals and compare their responses against the shared requirements.
2. Review components, alternatives, price and currency, delivery, validity, assumptions and documents.
3. Shortlist suppliers for further review, add internal notes or request a revision with a reason.

Keep in mind: A missing response is not treated as compliant. Shortlisting highlights a proposal for review; it does not select a winner.

Approval and award actions require the corresponding project permissions.

1. Review the latest brief and submitted proposal, including validity and responses to material changes.
2. Record client approval and its context where your project process calls for it.
3. Award the chosen supplier, keeping the internal decision note separate from any message to the winner.

Keep in mind: One supplier is selected per procurement round. The award records the exact proposal and brief; it does not itself create a purchase contract.

Use the project stage controls to make the next step clear to participants.

1. Close submissions when your team is ready to evaluate. Resume them within the round if more proposal work is needed.
2. Close the project when the round is complete; provide a reason if no supplier is selected.
3. To procure again, start a new round, review the copied brief, set a new deadline and publish it.

Keep in mind: Earlier proposals, conversations and outcomes stay in their original round. Supplier workspaces do not carry into the new round.

Use Discover from a Manufacturer workspace to find opportunities you have not joined.

1. Set your company’s service countries, building types and HVAC categories.
2. Search Discover by project details, location or reference, and narrow by category or deadline.
3. Review the shared brief and project documents to decide whether the opportunity fits.

Keep in mind: Personal discovery preferences narrow your view. They do not change the company’s underlying eligibility.

Eligible manufacturers can read the brief and shared clarifications before participating.

1. Check the requirements, requested proposal items, documents and deadline.
2. Join the procurement round when your company decides to participate.
3. Open the new supplier workspace to prepare your response and ask private questions.

Keep in mind: Joining does not submit a proposal. Your draft is private to authorized people in your company.

Use an account with authority to assign company teammates.

1. Choose the colleagues who will contribute to the proposal.
2. Assign the workspace permissions needed for technical and commercial work.
3. Grant private conversation access separately to the people who should speak with the project team.

Keep in mind: Being able to assign colleagues does not automatically give someone access to the workspace conversation.

Build the response around the current shared brief.

1. Describe your technical approach and add proposed components, specifications and quantities.
2. Answer each requirement and requested proposal item, explaining alternatives and exceptions.
3. Add price and currency, delivery estimate, validity, assumptions, exclusions and supporting documents.

Keep in mind: Your work saves as a draft. Check that the required responses are complete and attached files are ready before submitting.

Review the current draft and confirm that the round still accepts proposal activity.

1. Check the technical response, price, validity and documents, then submit a fixed proposal version.
2. To replace it, prepare a revision; the submitted version remains current until you submit the replacement.
3. If you need to remove the proposal from consideration, withdraw the proposal while keeping your participation.

Keep in mind: Withdrawing participation is a different action. It ends your involvement in that round and cannot be reversed within the same round.

Read the project team’s reason and requested deadline before editing.

1. Start a revision from the current proposal and address the requested changes.
2. Review carried-forward content, then add the price, validity date and supporting documents again.
3. Check requirement responses against the latest shared brief and submit the revised version.

Keep in mind: Only one draft revision is in progress at a time. A new draft does not replace your submitted proposal until you submit it.

A material change asks you to confirm or revise your submitted proposal.

1. Read the published change and compare it with your technical response and commercial assumptions.
2. Confirm that the proposal still applies if nothing in your response needs changing.
3. Otherwise prepare and submit a revised proposal that addresses the new brief.

Keep in mind: The proposal cannot be selected while the required response to the material update is outstanding.

Use My projects to follow active proposals and earlier decisions.

1. Open the project to review your participation status and submitted versions.
2. For a Won outcome, read the winner message and continue the private conversation while the project remains open.
3. For a Lost or earlier-round outcome, review the retained proposal and round history.

Keep in mind: Other supplier proposals remain private. Conversations for losing, withdrawn, closed and earlier-round work are read-only.

Company authority and a person’s working function are different things.

1. Use Owner for organization-wide responsibility and Admin for broad administration.
2. Give Members the work permissions appropriate to their responsibilities.
3. Record a working function or job title to describe what the person does.

Keep in mind: A title such as Sales Manager or Client Representative does not grant permissions by itself.

Owners and authorized administrators can define reusable access for teammates.

1. Choose the actions a role needs across projects, proposals, commercial information and company management.
2. Create or copy a tailored role and assign it to the appropriate people.
3. Review role assignments when responsibilities change.

Keep in mind: You cannot grant powers beyond your own authority. Retiring a tailored role removes its assignments.

Company membership does not always include access to a particular piece of work.

1. Open the project’s people or access controls with the required management permission.
2. Select the colleagues who should take part and assign their responsibilities.
3. Check proposal, conversation and decision access separately before confirming.

Keep in mind: An ordinary Member invitation does not automatically grant detailed work permissions. Review access after the person accepts.

Price access can be narrower than access to the technical proposal.

1. Identify which colleagues need to review prices, currencies and commercial terms.
2. Give those people commercial access in the relevant project or supplier workspace.
3. Review client access separately if commercial information will be shared outside your own team.

Keep in mind: Keep sensitive figures out of shared clarifications and other content intended for all eligible suppliers.

Give client representatives an explicit role in the project record.

1. Add the client organization as a project participant.
2. Choose whether its representatives can view the brief, join conversations or review proposals.
3. Set commercial, approval and award permissions according to your agreed decision process.

Keep in mind: Writing the client’s name in a brief does not grant access. Project participation must be assigned deliberately.

Decide who reviews a proposal, who records approval and who makes the award.

1. Agree the decision process with your project team and client.
2. Grant approval and award rights only to the people responsible for those actions.
3. Record approval with context and review the current proposal before awarding.

Keep in mind: Recorded approval is evidence of that decision. It does not automatically change the project stage or prevent an otherwise authorized award.

A project conversation connects one supplier with the project team in one procurement round.

1. Open the supplier workspace and check that you are in the intended project and round.
2. Ask questions, reply to messages and attach relevant files.
3. For information all suppliers need, ask an authorized project team member to publish a shared clarification.

Keep in mind: Competing suppliers cannot read this conversation. Private details must be removed before an answer is shared more widely.

Team Messenger is for colleagues in the same organization.

1. Find a teammate for a direct conversation or create a private group.
2. Add the colleagues who need the discussion and use replies to keep context.
3. Review membership when people join, leave or change responsibilities.

Keep in mind: Current group members can read earlier messages. Leaving removes access to the group’s history until you are added again.

Use a reply for context and attach files in the conversation where they belong.

1. Select the message to reply to, then write your response.
2. Add files and wait for the required processing to finish.
3. Send the message. If sending fails, choose whether to retry or discard it.

Keep in mind: Team Messenger allows up to 20 attachments per message, with a 25 MB limit per file and 100 MB combined. Executable, script and web-page files are blocked.

Use message actions to acknowledge a point or make useful information easier to find.

1. Add a reaction when a short acknowledgement is enough.
2. Pin a message that the group needs to return to.
3. Before forwarding, review the destination and confirm its participants may see the content.

Keep in mind: Forwarding makes a separate copy for the destination. Check confidential content and attachments before sharing them with a different group.

Search Team Messenger for a phrase or detail you remember.

1. Find the relevant teammate or group, then search its messages.
2. Open a result and read the surrounding conversation for context.
3. Load earlier history when you need to follow the discussion further back.

Keep in mind: Search follows your access. It does not expose conversations from other companies or groups you cannot enter.

Use the Inbox to follow project updates, proposals and private project-message activity.

1. Choose All or Unread to review the notifications relevant to you.
2. Open an item to return to the project or conversation that needs attention.
3. Mark items as read, individually or together, when you have reviewed them.

Keep in mind: The Overview’s attention signals also help you find deadlines, unfinished drafts, required confirmations and decisions.

Set the updates and email frequency that suit the way you work.

1. Open notification settings in your account.
2. Choose categories such as proposals, messages, project milestones and team activity.
3. Set email timing to immediate, daily or weekly summaries, or turn digests off.

Keep in mind: Team Messenger and supplier project conversations are separate. Team Messenger messages do not generate email notifications.

Use account security settings to protect your sign-in.

1. Set a password you do not use for another service.
2. Enable two-factor authentication and complete the verification steps.
3. If you cannot sign in, use password recovery from the sign-in page.

Keep in mind: Password recovery links are valid for one hour and can be used once. Never share a password or authentication code in a support message.

Check where your account is signed in.

1. Open the active-session controls in account settings.
2. Review the listed sessions and identify any you no longer use or do not recognize.
3. End unwanted sessions and change your password if you suspect someone else has access.

Keep in mind: On a shared device, also sign out and clear any locally saved work that should not remain in the browser.

Make your account recognizable and display dates in the way you work.

1. Update your profile name, image and job title.
2. Choose your date order, time format and time zone.
3. Review notification categories and email timing.

Keep in mind: Your selected time zone includes seasonal clock changes. Profile images and company logos can be up to 5 MB and 4,096 pixels on either side.

The company’s commercial agreement explains the cost of using the platform.

1. Review the fees, currency, taxes and billing interval with your company’s responsible person.
2. Check included users, project activity, storage and support, along with any usage charges.
3. Review renewal and cancellation conditions before changing or ending the arrangement.

Keep in mind: Platform fees and the prices in supplier proposals are separate. Contact us if you need help finding the terms for your organization.

Use the activity history with an account permitted to review the relevant records.

1. Open the activity view for the company or project you need to review.
2. Find the relevant brief change, submission, access change or supplier decision.
3. Follow the related project or proposal record to understand the event in context.

Keep in mind: Business history records important decisions and changes. It is not a log of every personal preference or interface action.

Decide which company or project information you need and confirm your authority to access it.

1. Open the account or company data controls and choose the export you need.
2. Review its scope so it includes the relevant project and proposal records.
3. Keep the exported files in storage approved by your organization.

Keep in mind: An export can contain personal or commercial information. Your responsibility to protect it continues outside the platform.

Prepare the handover before starting closure.

1. Review active projects and transfer primary ownership if other colleagues will continue using the company.
2. Arrange the information export your organization needs.
3. Use the account or company closure controls and review the consequences before confirming.

Keep in mind: Account closure does not erase the project history other authorized participants rely on. Review access and retained business records before proceeding.