Administration
Admin modules
Users, the supplier directory, email templates, the email log, the audit trail, and data export.
11 min read
The admin modules are the workspace-wide screens: who has an account, who your suppliers are, what the product says in your name, what it actually sent, what everyone did, and how to get all of it out again. Admins see them; Campaign Managers see the supplier directory, the email log and the audit trail.
User accounts
Find them at Users. Internal accounts only: Campaign Managers and Admins. Supplier contacts are created automatically when you invite them to a campaign and are not listed here.
Create an account
Name, email, role, timezone. Leave the password blank and one is generated. Tick Email them an invite with credentials to send it; leave it unticked and the temporary password is shown to you once, on screen, to pass on yourself.
Change a role
Campaign Manager or Admin, from the user table. Admin adds the administration modules and management of every campaign in the organization.
Reset a password
Emails the person a temporary one.
Deactivate sign-in
Blocks the account. The row is kept deliberately, so campaign history and audit attribution stay intact: a departed colleague's decisions still show their name rather than becoming anonymous.
Seats
The line under the heading reads N of M seats in use. Seats count internal accounts, regardless of role. Supplier accounts are unlimited and free.
Supplier directory
Find it at Suppliers & Contacts. Every supplier and every contact in your workspace, with the campaigns and tags each contact holds. Full detail in Suppliers, tags and access.
The one habit worth forming: give each supplier its internal ID, your own supplier number. It rides along in every export, which is what lets somebody reconcile a campaign against a purchasing extract without a lookup table.
Email templates
Find them at Email templates. Every message the product sends in your name, editable. Each has a subject and a body with {{variable}} placeholders, and a preview with sample values.
| Template | Sent when |
|---|---|
| Campaign invitationcampaign_invite | Sent to a supplier contact when a campaign opens (or when they are added to an already-open campaign). |
| Milestone remindermilestone_reminder | Automatic reminder sent N days before a milestone (per the campaign's reminder settings). |
| Decision notificationdecision_notification | Sent when the buyer publishes decisions; one email per contact per supplier tag, listing only items whose status changed. A broker holding two tags gets one email per brand, so each can be forwarded to the client it concerns. |
| New proposalproposal_new | Sent to a supplier tag's contacts when the buyer proposes an item to them. |
| Promo rolloutpromo_rollout | Sent to a supplier contact when a promo-rollout campaign launches (or when they are added to a launched one): lists their approved promotions and asks for detail forms by the deadline. |
| Detail-form requestdetail_request | Sent when the buyer requests detail forms for accepted items (manually or automatically on accept). |
| Form updatedform_updated | Sent when the buyer changes an open campaign's intake form in a way that leaves a contact's already-submitted items missing newly required information. |
| Campaign closed earlycampaign_closed_early | Sent to every participating contact when the buyer closes a campaign before its published deadline. |
| Campaign reopenedcampaign_reopened | Sent to every participating contact when the buyer reopens a closed campaign with a new deadline. |
| Promo calendar (campaign series)series_calendar | Sent once per contact when a buyer publishes a campaign series: the full calendar of submission windows in one email instead of one invite per period. |
| Detail-form reminderdetail_reminder | Sent when the buyer nudges contacts whose accepted items still have no detail form uploaded (only contacts with outstanding forms are emailed). |
| Nothing submitted yetsubmission_reminder | Sent when the buyer nudges the supplier tags that have not submitted anything to an open campaign. Only contacts holding one of those tags are emailed, and a contact holding several brands gets one message per brand that is behind, never one naming them all. |
| Submission receiptsubmission_receipt | Sent to the supplier contact who files a submission, confirming what arrived. One message per submission, to the person who pressed Submit, never to the brand's other contacts: it is their own record of what they quoted, and the workbook behind the link is theirs to download rather than something this email carries. |
| Campaign announcementcampaign_announcement | Sent to every participating contact when the buyer posts a campaign-wide announcement (e.g. final store counts, timeline changes, town-hall recap). |
| Account invitationaccount_invite | Sent when an admin creates a Campaign Manager / Admin account with an emailed invite. |
| Supplier credentialscontact_account_invite | Sent when a supplier contact is added and has no account yet, carrying the credentials they need to sign in. Separate from the campaign invitation, which is sent when the campaign opens. |
| Password reset linkpassword_reset | Sent when someone requests a reset from the sign-in page. The link is single-use, expires, and signs out every existing session when redeemed. It is deliberately not recorded in the Email log. |
Overrides are per organization. Anything you have not edited uses the built-in wording, so a new template added by an update arrives working.
Email log
Find it at LibraryEmail log. Every message, with recipient, subject, timestamp and status. This is the screen that answers "did they actually get it?".
| Status | Meaning |
|---|---|
| Sent | Handed to the mail provider successfully. |
| Failed | The provider rejected it. Invitations in this state are retried automatically, up to five attempts. |
| Skipped no key | No mail provider is configured on this server. The message was composed and logged but not delivered. It is still in the recipient's in-app notifications. |
| Suppressed | Deliberately not sent, because the contact was invited with the suppress-email option. |
Search by recipient, name or subject, and filter by status. The failed count is shown on the filter itself, so a problem is visible without looking for it.
Audit trail
Find it at LibraryAudit trail. Every mutation in the workspace: who, what, when, and against which campaign. Campaign creation and opening, schema versions, decisions, grants, invitations, automatic closes, reminder sends, trial events.
Actions performed by a co-manager are attributed to the co-manager, not to the campaign owner. Actions taken by the automatic sweep are attributed to no user, which is how you tell an automatic close from a manual one.
Data export
Find it at Data export. One Excel workbook containing your whole workspace. Admins only, and only their own organization: the route takes the organization from your membership, never from the request.
| Sheet | Contents |
|---|---|
| About this export | First sheet: what the file is, when it was made, and what it does not contain. |
| Campaigns | Every campaign with its code, status, kind, dates and owner. |
| Items | Every line item, with its reference ID, supplier, status and field values. Values ship as one JSON column, because every campaign has its own schema and a flat column set would be wrong for most of them. |
| Suppliers | The directory, with codes and internal IDs. |
| Supplier contacts | Each contact with the suppliers and campaigns they are attached to. |
| Internal users | Your staff accounts and their roles. |
| Item comments | Every comment on every line, with who wrote it and when. |
| Audit trail | The full log. |
| Email log | Every message and its status. |
Timestamps are ISO 8601 in UTC, so the file is unambiguous regardless of who opens it. Uploaded files are not in the workbook; download those from their items.
Template library
Library is not an admin module (any Campaign Manager can use it) but it belongs in the same mental drawer. Beside the email log and the audit trail, it holds two kinds of template:
- Intake form templates. A saved set of field definitions, applicable to any draft campaign. See Intake forms and field types.
- Milestone plans. A saved cadence of offsets and reminders, applicable to any campaign, resolved against that campaign's own deadline. See Milestones and reminders.
Both are org-wide. Two or three good templates are what make a year of campaigns consistent enough to compare, and they remove most of the setup work from every campaign after the first.
A new workspace opens with a starter set: six intake forms and one milestone cadence, all of them meant to be edited. Restore starter library, beside New template, adds back any of those the workspace no longer has. It matches on name, so it never touches a starter you have edited, and it never overwrites or deletes anything: a starter you renamed comes back under its original name as a second row. Any Campaign Manager can press it, and the screen says what it added, or says that nothing was missing.
For plans, seats, single sign-on and the operational screens, see Organization, billing and SSO.