Create job tenders

Watch our video tutorial on Tenders —

Create tender

First, please create a project as you normally do, and add a job within this project. Then you will be able to offer this job to several candidates through the creation of a new tender.

Note: Please do not assign the job to any vendor when adding it, otherwise you won't be able to create a tender.

So, having added the job, scroll down to the "Tenders list" section on the job page and click the "New tender" button:

It will open the New job tender page where you should select the tender type:

• First claimer—the job will be assigned to the first claimer.

• Selected by manager (fixed price)—at the end of the tender duration, the project manager will be able to consider candidate applications and assign the job to one of them.

• Selected by manager (negotiable price)—candidates will be able to suggest their own prices, and at the end of the tender duration, the project manager will be able to consider candidate applications and assign the job to one of them.

Then please enter the required information, set the tender duration, and define whether candidates should get access to the files of the job proposal by marking\unmarking "Allow access to job files for candidates" check-box:

Click Create to add the tender.

It will display the tender details page where you can select candidates by clicking the "Add vendors" button:

Here you may also update tender variables or delete the tender by clicking the corresponding buttons.

It will bring you to the Add vendors to tender page.

Note: On this page vendors are displayed in accordance with the language pair defined when creating the job if any.

You can apply additional filters to narrow the search down if necessary.

Select candidates and click "Add selected vendors" to add them to the list:

It will display the tender details page where you can check tender details and the list of vendors.

On this page, you may also update tender variables, delete it, remove/add vendors by clicking the corresponding buttons.

Click "Start" to launch the tender:

After you click the "Start" button, the candidates defined in the Vendors list section will be notified of the job proposal by the system.

If it happened that you forgot add a vendor to the tender, you can do it even after the tender is started.

Click the "Add vendors" button:

Select candidates and click "Add selected vendors" to add them to the list:

If necessary, you may cancel the tender (the button is displayed until the tender is in the "Active" and "Review" statuses):

Note: You can monitor all tenders using the Tenders list menu.

On the tender success, if you have filled in the Unit amount field, the payable will be created automatically.

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Guidance for managers on how to assign vendors to tenders

First claimer tender

When any vendor claims the tender, the job will be automatically assigned to the vendor with the "Confirmed by vendor" status.

The project manager and vendor will receive the corresponding notifications from the system.

If none of the vendors has applied, the project manager will receive notification that the tender has failed.

Selected by manager (fixed price) and (negotiable price) tenders

After the end of the tender duration, the tender will get the "Review" status and the project manager will be notified by the system that the tender is awaiting applications review.

In the Vendors list section the project manager can see the vendors applied for the tender and assign the job to one of them by clicking the "Assign" button:

The job will be assigned to the vendor with the "Confirmed by vendor" status, and the vendor will be notified accordingly.

Other vendors who don't get a job will receive corresponding emails.

In case of the Selected by manager (negotiable price) tender, the project manager can also see the prices proposed by vendors in the Vendors list section of the corresponding tender:

Note: The project manager can assign the job to the vendor without waiting for the end of the tender duration.

If none of the vendors has applied, the project manager will receive notification that the tender has failed.

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Guidance for vendors on how to claim and apply for tenders

When your manager creates a tender, you will be notified accordingly by the system.

To open the tender page, please log into your account and clicking a link to the tender in the email containing the job proposal:

It will bring you to the tender details page where you can check the tender and job details, and download files:

Note: You can see the Job files section and can download the job files only if your manager allows access to the job files for you.

If you are interested in the tender, you may claim it or apply for it depending on the tender type.

For more info please check the corresponding sections below.

If you can't see the "Claim" or "Apply" button, this means that the tender has been closed.

You can always check it in the Vendor application status line:

First claimer

It means that the proposal has been sent to several candidates and will be assigned to the first claimer.

So if you are interested in it, please click "Claim" and the job will be assigned to you:

You and your manager will be notified accordingly by the system, and the assigned job page will be displayed:

Selected by manager (fixed price) and (negotiable price)

It means that the proposal has been sent to several candidates, and if you apply for it, the manager will consider your application and may assign the job to you.

So if you are interested in this job, please click "Apply":

Your application will be recorded, and the "Job tenders" page will be displayed:

If the manager assigns this job to you, you will be notified by email about that.

If it's the Selected by manager (negotiable price) tender, you'll be able to offer your price per unit after clicking the "Apply" button:

By default, the price offered by the manager is displayed in the Your price per unit box.

If you agree, just leave it as it is and click "Apply".

If not, enter your price per unit and click "Apply" to record the application.

The manager will consider your application taking into account your level of skills and price.

If they assign this job to you, you will be notified by email about that.

You can monitor all tenders using the Tenders menu.

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