Updating your profile
Update your profile, password and see which groups you’re in.
To update your profile, simply open the side menu located in the lower left-hand portion of your screen.
- Update important information like your name, contact details and department.
- Change your password.
- See which permission groups you are a part of.
How do I add new users?
Administrators can quickly and easily invite users to the platform simply by typing in an email and pressing send. It really is that simple.
Invite new users to your Bidhive platform by clicking on the Users icon in the blue bar on the left.
- Click on the big orange Invite user button at the top of the screen.
- Enter the email address of the person you wish to invite.
- If you have setup permission groups you can choose which permission groups you want them to be a part of.
- (Leaving this field empty gives that user basic ‘everyone’ privileges)
- Then click the Invite user button.
- The new user is now added to the user list and is pending their acceptance. Their name can now be added to sections and groups ready for when they sign in to the platform.
Please note: Only people with administration privileges can invite new users to the platform.
Buildings teams & setting their capacity
Create teams and update workload capacity.
When setting up new & existing opportunities, the team page will allow you to:
- Add a ‘Bid Manager’ and as many ‘Team’ members as required.
- Set the ‘Opportunity capacity’ you estimate you’ll require from each team member.
- View the ‘Total capacity’ each team member is already committed to.
- View the number of ‘Active opportunities’ each member is already assigned to.
- and see warnings when a team members’ capacity exceeds 100% as they may be at risk of burn out.
How to set work capacity for team members:
When registering a new opportunity (or updating an existing opportunity) navigate to the ‘Team’ page (see below).
By default, every new team member assigned to the project will start with an ‘Opportunity capacity’ of 0% (see below). This percentage represents the estimated amount they will be required on the current opportunity.
If a team member is already assigned to other opportunities, their ‘Total capacity’ will show as a coloured bar and percentage. In the example above, Alec is already at a total capacity of 60% because of the other active opportunities he is currently assigned to.
As soon as you begin to add to the ‘Opportunity capacity’, the total capacity this team member is at will increase (see below).
Notice how Alec’s workload was already at 60%, but now that an additional 30% of his time is required on this opportunity, his ‘Total capacity’ increases to 90%.
Building a winning team
It’s simple to see how building a winning team just became a whole lot easier. You’ll be able to quickly assess who should, and perhaps should not be on the team based on their capacity.
As you add team members, they’ll automatically order based on their current capacities (from highest to lowest).
0% workload = Grey
10%-40% workload = Blue
50%-80% workload = Orange
90%-100% workload = Red
100%+ workload = Red + Red warning symbol
TIP: Rolling over each team member on the team setup page (seen below) will give you additional information about them and their capacity. This will happen across the rest of the platform also.
When a team member exceeds 100%, two things will happen:
- Their ‘Total capacity’ bar and percentage will turn red and
- A warning symbol will appear.
TIP: When rolling over the warning symbol, a tooltip will appear with important information (see below).
Removing team members:
Removing team members is easy. Simply click the (x) icon next to their name (seen above).
If that team member is currently assigned any sections of a proposal to write or review within the opportunity, a prompt (see below) will let you know that removing them will also make their tasks become unassigned (so that they can be assigned to another team member later).
Viewing & updating capacity from your profile:
To view your own opportunity capacity, navigate to your profile – Either by clicking on your profile avatar in the bottom left of the screen (see below) or from the ‘Team Members’ page.
On the ‘Summary’ screen, you can view your current capacity on the right hand side.
To update your capacity you can either:
- Click the ‘Update capacity’ link (see above) or
- Click on the ‘Associated Opportunities’ tab.
Both of these options will take you to the same screen.
Whilst on the ‘Associated Opportunities’ screen, you’ll notice that the ‘Status’ filter is set to active opportunities by default. This is because capacity can only be updated on active opportunities.
To update your capacity on an opportunity, simply use the dropdown menu in the ‘Opportunity Capacity’ column. Opportunities will automatically sort from highest to lowest.
Viewing all team members and their work capacities:
From the ‘Team Members’ page, the following columns will help you see how busy your team are:
- Capacity– how busy a team member is now.
- Active Opportunities – how many opportunities a team member is currently on.
- Total Opportunities– how many opportunities a team member has been on in total.
Bonus example scenario:
As you can see in the above example ☝️we’ve added Nyree as the Bid Manager on this project. However, her capacity is already at 100% because of the other opportunities she is currently on ?.
We know that someone with Nyree’s skill would be needed for at least 50% of her time on this new project, but unfortunately that’s going to put her total capacity at 150%, putting her at risk of burning her out ?.
With that said, Lloyd’s current projects are coming to an end, so he’ll become available shortly. He also has the skills needed for this project and is only at 10% capacity currently, and therefore he’s a much better fit for this project right now.
He’ll also only be needed for 50% of his time, which still only gives him a total capacity of 60% ?.
The team has shared the workload and are now on their way to winning the next opportunity!
Adding & filtering Business Lines
Business lines are often represented differently across each organisation but are often referred to as divisions, sectors, products, services and/or offerings.
Once created, they will appear in the opportunity register, the opportunity summary page and as filters on the dashboard.
How to add business lines (administrators)
To begin, open your profile menu lower left of screen and choose ‘Admin settings’:
Then, click on ‘Business Lines’ in the ‘Admin Settings’ side panel:
From there, business lines may be added in the easy to use editor as a tree structure:
How to use business lines in Bidhive
When registering an opportunity, business lines can be added from the ‘Business line’ dropdown:
How to filter business lines in Bidhive
When browsing the ‘All Opportunities’ table, opportunities may be filtered by their business line:
Opening the filter dropdown will provide you with a complete and searchable list of any business lines you’ve created from your admin settings page:
Filtering by “Infrastructure” for example would filter your opportunities by only those opportunities tagged with that business line:
Additionally, multiple business lines may be selected at once:
Above: The grey ( – ) icon indicates that a business line child has been selected (Airports), but does not automatically select the parent business line (Transport). This is so that top level parent items, or ‘Transport’ in this instance, can be chosen independently if you so choose.
Filtering by ‘Infrastructure and ‘Transport > Airports’ gives the following results: