Users Tab (FAQ)

This guide answers common questions about the Users tab in Olive — from adding and inviting project and vendor users, to organising them into departments and managing their permissions.

Getting Started with the Users Tab

Q1: How do I get to the Users tab?

Open your project and click Users in the left-hand navigation menu. From there, you can switch between three sub-sections using the sub-navigation at the top:

Sub-section	What you'll find there
Project Users	Internal stakeholders from your organisation — people who evaluate, score, and contribute to the RFP
Vendor Users	External contacts from vendor organisations who log in to respond to requirements
Permissions	Access controls for all users — toggle what each person can see and do in the project

Q2: What is the difference between the two types of users I can add?

User type	Who they are / What they do
Project Users	Internal stakeholders from your organisation. They evaluate, score, and contribute to the RFP process. Assigned a role of Stakeholder or Admin.
Vendor Users	External contacts from vendor organisations. They log in to respond to requirements on behalf of their company. Assigned to a specific vendor, not a role.

The Project Users view in the Users tab

The Vendor Users view, showing external participants linked to specific vendors

Adding and Managing Project Users

Q3: How do I add a new person from my organisation to the project?

Go to the Users tab and select Project Users
Click 'Add Users'
Enter the person's name and click 'Add'

The user is added to a staging area. You can then choose to invite them immediately or wait until you have added all your users.

Q4: How do I control what a Project User can do in the project?

When adding a Project User, you assign them a role:

Role	What they can do
Stakeholder	Can add requirements, rank and weight them, and score vendor responses. Cannot edit or delete existing project content.
Admin	Has full access including editing and deleting content, and managing other users and vendors.

💡 Tip: Assign most participants the Stakeholder role to protect your project structure. Reserve Admin access for the people who need to make changes to the project itself.

Q5: How do I send an invitation email to a Project User?

When adding a user, you can choose one of two options:

Invite Now — opens the invitation email modal straight away so you can send the invite immediately
Invite Later — adds the user to the staging area without sending an email yet. Their status will appear as Inactive.

The invitation options modal when adding a Project User

Q6: How do I send invitations to multiple users at once?

If you used Invite Later when adding users, you can batch-send invitations:

Tick the checkboxes next to each user in the staging area to multi-select them
Click 'Invite'
The email invitation modal opens — send the default Olive invitation or customise the message before sending

💡 Tip: Adding all your users before sending invitations means everyone receives their email at the same time — useful for a coordinated project launch.

Organising Users into Departments

Q7: How do I organise my users into departments?

Switch to Table View in the Project Users panel
Use the department dropdown next to each user to assign them to a department — or create a new one
For multiple users, select them using their checkboxes and apply a department in bulk using the actions menu

Table View showing department assignment options for Project Users

💡 Tip: Creating departments early helps you filter and segment responses later when reviewing scoring and evaluation results by team.

Switching Between User Views

Q8: How do I switch between different ways of viewing my users?

In the Project Users panel, use the view toggle at the top right to switch between two display modes:

View	Best for
Card View	A clean, easy-to-scan grid of users — useful for a quick overview of who is in the project
Table View	More detail, supports bulk actions, and lets you update roles and departments directly in the table

The view toggle showing Card View and Table View options

Adding Vendor Users

Q9: How do I add a user from a vendor company to the project?

Go to the Users tab and click Vendor Users in the sub-navigation
Click 'Add Users'
Enter the user's name and select the vendor they represent from the dropdown
Choose 'Invite Now' or 'Invite Later'

The Add Vendor User flow, showing vendor selection and invitation options

Q10: How is adding a vendor user different from adding a project user?

The main difference is that instead of assigning a role (Stakeholder or Admin), you select which vendor the person belongs to. The invitation process — staging, bulk invite, and email customisation — works exactly the same way as for Project Users.

📌 Note: Vendor Users can only see and interact with their vendor's opportunity view. They do not have access to your project workspace, other vendors' responses, or your team's scoring and discussions.

Managing User Permissions

Q11: How do I control which parts of the project a user can see?

Go to the Users tab and click Permissions in the sub-navigation. From the Permissions tab, you can see all users in one view and toggle their access to specific pages on or off.

The Permissions tab, showing access controls per user

Q12: How do I restrict what actions a user can take on requirements?

In the Permissions tab, select the user you want to adjust. You can set the following permission levels for each section:

Permission level	What it allows
View	The user can see the content but cannot make any changes
Add	The user can add new content but not edit or delete existing items
Edit	The user can modify existing content
Delete	The user can permanently remove content

Remove a permission level to prevent that user from taking that action.

Q13: How do I change permissions for all users at once?

In the Permissions tab, use the controls at the top of the permission grid to apply a setting to all users simultaneously. If you need to make an exception, you can then adjust individual users separately after applying the bulk change.

💡 Tip: Review permissions before sending any invitations. Once users receive their invite and log in, they will immediately see whatever access they have been granted.

What's Next?

Once your users are set up and invited, here's the recommended order for next steps:

Review permissions before sending any invitations to ensure access levels are correct
Create departments to organise evaluators — this enables filtering in scoring and analysis views later
Send invitations in a coordinated batch so all users receive their access at the same time
Monitor user status — check back to see who has accepted their invitation and logged in
Assign vendor users to their respective vendors and invite them once your requirements are ready to send

Still have questions? Contact your Olive project administrator or reach out to Olive support for assistance.