Inviting Your Team
How to invite team members to your Buyer24 organization, assign and change roles, and remove users.
Roles at a Glance
Before inviting people, choose the right role for each person:
| Role | Can see | Can do |
|---|---|---|
| Buyer | Their own RFQs | Create RFQs, contact suppliers, review quotes |
| Procurement Manager | All organization RFQs | Everything a buyer can do + manage suppliers + view team analytics |
| Organization Admin | Everything | Everything a manager can do + invite users + configure org settings |
| Viewer | All RFQs (read-only) | View only — no sending or editing |
Start with the minimum role — it's easier to upgrade a user's role than to explain why certain features were removed. Most users should be Buyers; promote to Manager only when someone needs to see the whole team's activity. For the full breakdown of what each role can and cannot do, see Understanding Roles.
Viewing Your Users
The Users page (accessible from the sidebar, visible to Organization Admins only) shows all current team members and their roles.
For each user you can see:
- Name and email address
- Assigned role
- Account status (active, pending invitation)
- Date joined
Sending Invitations
- Go to Users in the sidebar
- Click Invite User
- Enter the person's email address
- Select their role
- Click Send Invitation
They receive an email with a link to set up their account and join. The invitation link expires after 7 days — if it expires, you can resend it from the Users page.
You can invite as many people as your subscription allows — repeat the process for each person.
Pending Invitations
Users who have been invited but haven't accepted yet appear in the Users list with a Pending badge. You can:
- Resend the invitation if the link expired or the email was missed
- Cancel the invitation if you no longer want to add that person
Changing a User's Role
You can change any user's role at any time:
- Go to Users
- Find the user and click the Edit (pencil) icon
- Select the new role from the dropdown
- Click Save
Role changes take effect immediately. The user will see the updated permissions on their next page load.
Role Change Implications
| Change | What happens |
|---|---|
| Buyer → Manager | User can now see all org RFQs, access the manager dashboard, and manage suppliers |
| Manager → Buyer | User loses access to other users' RFQs and the manager dashboard |
| Any role → Admin | User gains full admin access including user management |
| Admin → lower role | User loses access to Users and Organization pages |
Removing a User
To remove a team member from your organization:
- Go to Users
- Find the user and click the Edit icon
- Click Remove User (or the delete icon)
- Confirm the removal
What happens when a user is removed:
- They lose access to the Buyer24 app immediately
- Their RFQs and message history remain in the system (they are not deleted)
- If they had active RFQs, those RFQs still exist and can be managed by an admin or manager
- The user can be re-invited later if needed
User Limits
Your subscription tier determines how many users you can add. Check your current plan from the Organization → Billing page. If you've reached your user limit, upgrade your plan to add more team members.
Best Practices
- Have at least two Admins — If your primary admin is unavailable, a backup admin ensures someone can still manage users and settings.
- Use Viewer for stakeholders — Finance, compliance, or management colleagues who need to read reports but shouldn't interact with suppliers.
- Review the user list periodically — Remove ex-employees or contractors as soon as they leave. Their past RFQs and messages remain in the system.