Adding a Project Attendee

Project attendees are Iasta SmartSource users who have been invited to take part in a project as an administrator, bidder, or spectator.

»To add an attendee to a project

From the Create New Project wizard or the Project Properties wizard, click Next to navigate to the Project Attendees page or select and expand the project in the Connections and Projects tree and click the Project Attendees button on the toolbar.

Project Attendees Window

Iasta SmartSource opens the Project Attendees window. Click on the toolbar to open the Companies and Users window.
Use the folder structure in the Categories panel in the upper left area of the Companies and Users window to navigate to the user's company. Select the company name in the upper right area of the page and then select the user's name in the lower right panel. Click OK to add the user as an attendee and return to the Project Attendees page.

NOTE: Before you can add an attendee to your project, the user must have been created as a user in Iasta SmartSource subdomain. For more information, see Adding a User for detailed instructions on creating users in the Iasta SmartSource Desktop.

Project Attendees Window

Each project attendee must be assigned an access level which controls what type of activities they will perform when participating in the project. A user is assigned a user type when the user is created. Some project access levels can only be assigned to certain user types. To assign access to a user in the list, select the user on the Attendee list, click on the toolbar, and select one of the following:

Owner: The user who originally created the project. All projects must have one and only one owner. The owner has full administrative access to the project. You can assign Owner access to attendees with a user type of Subdomain Administrator or Project Administrator.
Project Administrator: Project Administrators have full administrative access to the project. You can assign Project Administrator access to attendees from the sponsor company with a user type of Subdomain Administrator or Project Administrator.
Spectator (sponsor): Spectators from the sponsor company have "read-only" access to the project. Spectator access is commonly used to let attendees evaluate surveys and watch the Live Event unfolding in real-time. You can assign Spectator (sponsor) access to attendees from the sponsor company with user types of Subdomain Administrator, Project Administrator, or Spectator (Sponsor).

NOTE: When working with surveys, spectators can be a respondent, an evaluator, or disabled.

Qualified Bidder: Qualified bidders are attendees who have met your qualifications or requirements, such as submittal of a document or participation in bidder training. A qualified bidder can view information and documents about the project, access the Live Event, and submit bids. To enable other attendees from this bidder's company to view the Live Event and see this bidder's bids, refer to Adding a Bidder as a Spectator. Only attendees with a user type of Bidder can have Qualified Bidder access.
Qualified Bidder (spectator): Bidder spectators can view the live event and participate in a survey as a survey respondent but they cannot submit bids in the live event.
Unqualified Bidder: Unqualified bidders are attendees who will potentially participate in the Live Event but have not yet met your qualifications or requirements, such as submittal of a document or participation in bidder training. An unqualified bidder can view information and documents about the project, but cannot access the Live Event and cannot submit bids. A qualified bidder can view information and documents about the project, access the Live Event, and submit bids. To enable other attendees from this bidder's company to view the Live Event and see this bidder's bids, see To Add a Bidder as a Spectator. You can assign Unqualified Bidder access to any attendee from a bidder company.
Disabled: Disabled attendees cannot see or access the project in any way.

For bidder attendees, in addition to controlling their overall project access, you can specify which lots or items they can access and you can apply specific discounts and penalties via MetaBid factors and formulas. All these activities, as well as assigning project access, can be performed from the Attendee Properties page. Select a bidder attendee in the list, click on the toolbar, then select "Edit Attendee Properties."

Attendee Properties Window

Iasta SmartSource opens the Attendee Properties window where you can select Project Access levels from the drop down menu in the Access field, configure and edit MetaBid factors and formulas by clicking the MetaBids.... button (See Automatic Adjustments with MetaBid Factors and Formulas for more information), and restrict the attendee from bidding on or viewing individual lots by selecting the view icon or the bid icon next to each lot. If the user's access is "Qualified Bidder (Spectator)," select the bidder with whom this bidder is associated

NOTE: If an attendee is invited to a survey and you set the access to "Disabled" the following message appears:

Click YES to remove the user from all surveys in the project, or click NO to allow the user to remain associated with project surveys.

Click Finish when you are finished editing properties for the selected attendee to return to the Project Attendee page with the Project Attendee List.

Continue adding attendees and assigning access to them. Depending on how your project is configured, click Finish to save your changes or click Next to go to the next page of the wizard.

NOTE: If you add attendees to a project with associated surveys, Iasta SmartSource will ask you if you want to set them as evaluators or respondents for all surveys (both published and unpublished) in the project.