In Cobrief, it is easy to collaborate on the tender process. Whether you are a large team writing bids together, or you need a manager to approve the content, we have access controls that cover the need.
You will find the overview of all users and invitations by clicking on Settings (the gear icon at the bottom left) and selecting the Manage users tab.
Which roles exist in Cobrief?
We have divided access into three levels. This makes it easy to invite everyone from bid managers to external consultants, without worrying that someone will click the wrong button.
1. Administrator
An administrator has full access to absolutely everything in the workspace.
Can do everything: Can manage users, change the tender search, subscription and integrations.
Finance: Is responsible for subscription and billing.
Important: A workspace must always have at least one administrator.
2. Member
This is the role for most people who will actively work in the tool.
Work: Can create, view and work with tenders and procurements.
Cobrief AI: Can use the AI features to write and analyze a bid.
Knowledge base: Can upload and manage documents that the AI learns from.
Limitation: Does not have access to change the tender search or add/remove other users.
3. Reader
This role is perfect for stakeholders who need visibility, but who will not be writing bids or making evaluations.
Visibility: Can see tenders, procurements and who is in the workspace.
Input: Can add comments.
Safe: Cannot change the content of the tenders or delete anything.
💡Tip: Not sure which role to assign? Start with "Member" for those who will be writing, and "Reader" for managers who only need to approve or stay informed. You can always change this later.
How to invite new users
Getting the whole team set up is quick.
Click on Settings in the menu on the left (the gear icon).
Select the tab called Manage users.
Click the purple + Invite user button.
Enter the email address and select the desired role.
Finish by clicking Send invitation.
The person receives an email with an invitation link that is valid for 30 days.
Change a coworker's role
Does a "Reader" need to contribute more, or do you need an extra administrator?
Find the user in the list.
Click on the dropdown menu next to the name (where it says e.g. "Member").
Select the new role. The change takes effect immediately.
Summary of permissions
Feature | Reader | Member | Admin |
View tenders and procurements | ✅ | ✅ | ✅ |
Add comments | ✅ | ✅ | ✅ |
Manage tenders and procurements |
| ✅ | ✅ |
Use AI features |
| ✅ | ✅ |
Manage the knowledge base |
| ✅ | ✅ |
Set up tender search |
|
| ✅ |
Invite and manage users |
|
| ✅ |
Change settings |
|
| ✅ |
Manage subscription |
|
| ✅ |
Configure integrations |
|
| ✅ |
Frequently asked questions
What do I do if the only administrator leaves? The system does not allow you to be left without an administrator. You must therefore give another user the administrator role before the person leaving can be removed from the account.
Does it cost extra to invite more users? This depends on which subscription you have. Check your subscription page for details, or contact us in the chat.
Can I invite someone who already uses Cobrief? Yes, that works perfectly fine! They will receive an invitation and can accept it with their existing user account. They can then easily switch between different workspaces.
What happens if the invitation expires?
Invitations are valid for 30 days. If it expires, you can easily resend it from the user overview.
Can I hide certain tenders from some members? Today, access is controlled at the workspace level. Everyone with access can see the tenders that are there. If you hide a tender, it is hidden for all users in the workspace, not just yourself.