🗣️ This article is intended for Buyers. If you are a Supplier, please refer to our Supplier hub content.
Understanding user roles and permissions is essential for effectively managing access and collaboration within DeepStream. This article provides a clear overview of the three main user roles available on the platform - Super user, Full user, and Authorised stakeholder - and outlines the varying levels of access each role has when creating and managing Requests.
Whether you're setting up new team members or refining your internal processes, this guide will help you make informed decisions about assigning roles and managing permissions.
✏️ Important to note: The number of Super and Full users assigned to your company account may affect your billing.
User roles
Overview of Roles
Role | Manage Team | Create new Requests & Contracts | Receive new requests and contracts |
Super user | ✓ | ✓ | ✓ |
Full user | ✕ | ✓ | ✓ |
Authorised stakeholder | ✕ | ✕ | ✓ |
Super user
A Super user role offers all available permissions, including user management, and default access to all company requests and contracts.
A Super user has oversight across the company and can take necessary actions.
They can see and manage all requests and contracts on the platform, even if not on the team.
Super users can join a request or contract as an owner, and their role cannot be edited.
Users creating or invited to create a company are made a Super user by default.
Super users do not receive notifications by default; they must be added to the team.
Full user
A Full user has all permissions across the platform, except for user management. This profile is ideal for colleagues who plan to build and send Requests using DeepStream.
Full user’s access to Requests and Contracts is request/contract-specific and granted through team permissions.
Full users can be added to a team as either a Request Owner or a Request Member.
Request Owner:
Automatically assigned to the user who creates the Request.
Has full permissions, including:
Sending the Request to suppliers
Managing team member permissions
Submitting RFx revisions
Can promote other Full users to also be Request Owners.
Request Member:
Invited by a Request Owner.
Can view and edit the Request, but cannot:
Send it to suppliers
Change their own or others’ permissions
Submit RFx revisions (can save edits, but not submit)
⚡ Top tip: A Request can have multiple Owners. Promote trusted team members if needed.
✏️ Important to note: Additional restrictions can be applied to Request Members at the discretion of the Request Owner.
Authorised stakeholder
An Authorised stakeholder is a limited-access user profile on the DeepStream platform, designed for indirect users - such as legal, technical, or engineering teams - who contribute input on specific Requests or Contracts.
This user role is ideal for stakeholders who occasionally need to review or respond to supplier submissions.
Authorised stakeholders can only join a team as a Team Member and have read, comment, and response capabilities - subject to permissions set by the Request Owner, but they cannot
Create or send Requests
Receive Requests from Suppliers
Submit revisions (can view and comment only)
⚡ Top tip: Use this profile for cross-department collaboration without expanding your Full user count. Add stakeholders who need to stay informed or weigh in - without managing Requests themselves.
✏️ Important to note: If you are an Authorised stakeholder and believe you need Full user permissions, visit the Manage team section under the main menu to identify who in your organisation can update your user profile.
Invite team members to DeepStream
If you want to work with multiple team members (or other departments), before adding them to any Request or Contract, you'll need to invite them to the platform.
✏️ Important to note: Only Super users can add users to DeepStream.
To do so, follow these steps:
On the top right corner, in the navigation bar, click the dropdown arrow and select Manage team.
Click on the +Add user button.
Fill in the email address field.
Next, select a role for the user you wish to add.
Click through the tabs: General > Pre-qualification > Requests > Contracts > Reporting and set your desired permissions for all.
To finish, click Add user. Once the invite has been sent, your colleagues will receive an email notification to sign up through the link in the email
User permissions
Once added to the DeepStream platform, users can be invited to participate in Pre-qualification, Requests, and Contracts.
When drafting or revising the Request, head to the Team tab.
Click on +Add user.
Select an existing user from the dropdown.
However, there are different types of permissions that any user can have on a Request.
The below comparison gives an overview of the potential permissions that can be granted by the Request Owner on an individual Request level.
Permissions for Pages
No access: The user is unable to read, respond, or edit any content associated with the specific Page.
Can read: The user has access to read the specific Page content and download those.
Can comment: In addition to being able to access, read and download the specific Page content, the user can leave comments in the Activity & Comments section after extending any document, question or line item element.
Can respond: In addition to being able to access, read, download and comment on the specific Page content, the user can also perform actions, such as responding to a document by Accepting, Rejecting or Offering a deviation.
Can edit: In addition to being able to access, read, download, comment on and respond to the specific Page content, the user can make edits to the exchanges of a draft or a revision.
✏️ Important to note: Authorised stakeholders are unable to ever be given the Can edit permission.
Permission for the Messages tab
No access: The user has no access to Messages.
Can read: The user has access to read Bulletins, Clarifications and Chats.
Can comment: The user can leave comments in the Activity & Comments section after extending any Bulletin, Clarification or Chat.
Can respond: The user can refer to the Bulletin the Clarification is related to.
Can edit: The user is given full access to the Message tab to create a New bulletin, a New Clarification or a New chat.
Got a question or need clarification? Send us a message by clicking the Help chat button in the bottom right - our AI assistant, FIN, will help you right away, and connect you to our team if needed.