Admins can invite as many people into the Room as required. The Guest Room role can only be added within the External or Buy Side menu. Internal roles can be added in the Internal or Sell Side menu.

Once a Team has been created, you can then add in people. Learn how to create a Team here.

First section is for simple guidance and the second would be for more detailed descriptions and suggestions for internal and external users.

Section 1

Go to the three dots to the right of the team, select "Add people"

The below pop up will appear

Choose the Room role and Q&A role.

Copy and paste the email of the person you wish to add, you can add multiple people in one go, just put their emails on a separate line in the email for each person box, they will be added to the same team with the same role.

2 options from here, if you want to just add the address to the team but not send out the invite, select add. If wanting to invite the person/people, check the box for Send email invitations and then add and invite.

You can see in the teams who has been invite and who has current not.

If the person has logged in instead of invited or not invited, you will see the number of times they logged in, if you click that number it would take you to the activity log by person of that user.


Section 2

Add external team

To Add bidders into the Room follow these steps:

1. Go to the Left menu. Under Manage, select Buy side.

⚠️Good to know: The wording on the internal and external tabs for managing Teams/people under the Left menu changes based on the Room’s transaction type. Learn more here.

2. Locate the Team or Sub-team

💡Tip: If a Team does not have Security or people set up, "Change Teams Access" will appear in the Team area. You will need to set security controls before granting access as by default all files and folders will be hidden to the Team or Sub-team.

3. Select the Item menu, then select Add people.

⚠️Good to know: If there aren’t any existing people in the Team or Sub-team and Security controls have been set, select Add people from the Team or Sub-team.

4. Under Room role, Guest will automatically be selected as it's the only role available for externals.


⚠️Good to know: To add an internal member, under Manage, select the Sell Side or Internal tab. The system will notify you that adding additional internal users will count towards your license count. If you have any questions regarding your license allotment, please refer to your signed agreement. Each role has distinct responsibilities and functions available to them in the Room. Learn more here.


5. Under Q&A role, select the Q&A roles that these people are to have. 

💡Tip: If no Q&A role is assigned they will be unable to see or participate in Q&A. Q&A roles vary depending on if you are using the default bidder-initiated (also known as one-way) Q&A or two-way Q&A. Learn about one-way Q&A roles here and two-way Q&A roles here.

7. Under Email for each person add the email addresses of who you want to invite. Enter each email address on a new line or separate with a comma, semicolon or space.

8. Select how often the Terms of access will appear.

⚠️Good to know: If you do not have terms of access activated this won't appear.

9. If you are ready for the invite to be sent, select Send email invitations, then select Add and invite people.

💡Tip: If you're not ready to go live with your deal yet, select Add and leave Send email invitations unchecked.

10. Select Add.

 

Add internal team

To Add internal people into the Room follow these steps:

1. Go to the Left menu. Under Manage, select Sell side.

⚠️Good to know: The wording on the internal and external tabs for managing Teams/people under the Left menu change based on the Room’s transaction type. Learn more here.

2. Locate the Team or Sub-team

💡Tip: If a Team doesn't have Security or people set up, Set security controls will appear in the Team area. You will need to select Set security controls before granting access as by default all files and folders will be hidden to the Team or Sub-team. Learn how to edit Security settings here.

3. Select the Item menu, then select Add people.

⚠️Good to know: If there aren’t any existing people in the Team or Sub-team and Security controls have been set, select Add people from the Team or Sub-team.

4. Under Room role, select the Room role that these people are to be created as.

⚠️Good to know: Only internal roles will be displayed here. To add a bidder under Manage, select the External tab. Each role has distinct responsibilities and functions available to them in the Room. Learn more here.

5. Under Q&A role, select the Q&A roles that these people are to have. 

💡Tip: If no Q&A role is assigned they will be unable to participate in the Q&A. Q&A roles vary depending if you are using one-way Q&A (default) or two-way Q&A. Learn about one-way Q&A roles here and two-way Q&A roles here.

7. Under Email for each person add the email addresses whom you want to invite. Enter each email address on a new line or separate with a comma, semicolon or space.

8. Select how often the Terms of access will appear.

⚠️Good to know: If you do not have terms of access activated this will not appear.

9. If you are ready for the invite to be sent, select Send email invitations, then select Add and invite people.

💡Tip: If you're not ready to go live with your deal yet, select Add and leave Send email invitations unchecked.

10. Select Add.

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