When you open an event, you’ll notice that you’re in the ‘Design’ task and the ‘Overview’ subtask. The ‘Design’ task – consisting of six subtasks – is where you’ll create your event, populate it with data, and specify the applicable settings and cost formula.
|The navigation in Keelvar is straightforward. Click on each numbered step, from 1 through 7 for RFQs and 1 through 5 for auctions, on the left-hand side navigation pane and then visit each subtask. Note that certain steps are grayed-out because they’re currently not applicable (e.g., you can’t click on the ‘Bid’ step if there aren’t any bids to view).|
You can click on the event name to change it. Be sure to click the blue checkmark icon to save the changes.
Summary and Description
Click on ‘Click to add summary’ to enter a summary that your bidders will view upon entering the event. Add some text and then click the blue checkbox.
The summary cannot have more than 300 characters.
Use the 'Description' field to enter a detailed description of the event for your bidders.
Use the calendar to select the auction/RFQ round start date and time. First, click on a date (use the arrows to move from one month to the next), then select an hour (e.g., 8:00 AM), and finally select the minutes (e.g., 8:30 AM). If you select the wrong date or time, click the label between the arrows to move up a level and make the selection again. Note that the time is specified using your local time zone.
Click ‘Set date to now’ to set the auction/RFQ round start date and time to the current date and time.
Use the calendar on the right-hand side to select the RFP end date and time. Keelvar automatically picks a time that’s seven days ahead of the selected start date and time for RFQ rounds, and one hour ahead for auctions. First, click on a date (use the arrows to move from one month to the next), then select an hour (e.g., 8:00 AM), and finally select the minutes (e.g., 8:30 AM). Note that the time is specified using your local time zone.
Click ‘Set date to now’ to set the auction/RFQ round end date and time to the current date and time.
If the date and time picker is hidden, select ‘Click here to change your dates’ to see the calendars again and make changes.
The messaging sections allows purchasers to comunicate to the bidders by sending messages in app. Purchasers can also broadacast a message to all bidding organizations.
Messaging is enabled by default to allow for secure two way communication between the purchasing organisation and a bidding organisation. You can turn messaging off for an event or decide to only allow one way communication where the purchasing organisation is able to send messages but bidding organisations cannot respond(Figure 2 below):
Event Contact Details
This section gives the purchasing organization the option to include a contact name and email address for bidders to contact. Bidders will be able to view these contact details online in the overview page, as well as in bid sheet downloads. This allows a clear path of communication between bidding and purchasing organizations. Purchasers have the option to leave this blank(Figure 3 below):
The ‘Supporting Documents’ section allows you to upload an unlimited number of attachments. Click the ‘Select a file’ button, browse for a file, and then double-click on the file or click ‘Open’ to add it.
Follow this process for each document you’d like to add. Each supporting document must not exceed 50MB in size.
|Click on the pencil-and-pad icon to add a file description that the bidders will see when hovering their mouse over the file name. To delete an attachment, click the trash bin icon next to the file name.|
Use this section to allow bidders to bid using other currencies besides the event’s primary currency.
First, ensure that the primary currency is correct. Use the drop-down to change it. Then, to add a secondary currency, click 'Add secondary currency' and select a currency from the drop-down box. Next, click 'Create'. Finally, click on the exchange rate link (default of 1) and enter the exchange rate (in the format 1 primary currency = X secondary currency).
Follow these steps for each secondary currency you'd like to add.
Event Organization Name
Purchasers can add an organization name to the event. This gives bidding organizations clear transparency of the purchasing organization(Figure 4):