Manage your organization and team

Choose the active organization

An organization is your workspace: proposals, clients, templates, knowledge base, brand, members, subscription and Cuevr AI credits all belong to it. The same person can belong to several organizations, with a separate role in each; access or a role in one does not apply to the other.

To switch workspace, click the organization name at the top of the sidebar (Switch to Organization): the menu lists your organizations, your Pending Invitations if there are any, and Create Organization. Choose an organization: Cuevr opens it on the home page. The Select an Organization screen gathers the same list (with Active on the current organization), your invitations to accept and the creation of an organization.

If you switch organization in another tab, Cuevr saves nothing in the first one and asks you to reload the page.

Organization settings are in Admin, in two tabs: Organization (subscription, Cuevr AI credits, template sharing, tender mode, integrations, data export, deletion) and Team (members, invitations and requests). Every member can view them; only the owner and admins can change them.

Join your team

When you sign up with a work address, Cuevr first shows you the invitations waiting for you, then the workspaces your company has already opened (the Your team is already on Cuevr screen).

1. Click Ask to join … (followed by the name of your team’s workspace), or Create another workspace if you prefer your own.
2. Cuevr shows Request sent!. The workspace’s owner and admins are notified by email. You can Cancel the request as long as it has not been processed.
3. As soon as the request is accepted, you receive a welcome email and you work with your team’s knowledge base and brand.

On the team side, the owner and admins process requests in Admin › Team, Pending requests card: Accept or Refuse, after confirmation. The Accept confirmation shows the effect on seats, like an invitation. A person who is refused receives an email inviting them to create their own workspace.

To let your colleagues in without approval, tick the “People with an @… address can join the workspace without approval” checkbox (followed by your domain). Each arrival then adds a seat to your subscription, billed pro rata; during the trial, it is free. The owner and admins receive an email for each arrival. A personal address (consumer email) neither lets you find your team nor lets you open free joining.

A read-only organization does not welcome new members: the person reads “This organization isn’t taking new members at the moment: please contact its administrator.”.

Invite someone

To invite a colleague to your organization:

1. Open Admin › Team as an owner or admin, then Invite Member.
2. Enter the Email address and choose the Role: Admin (manages the subscription and the members) or Member (creates and sends proposals).
3. If your subscription is paid, check the effect on seats: Seats billed today, Once this invitation is accepted, the new price and the estimated pro rata amount. On a monthly plan, this amount is added to your next invoice; on an annual plan, it is charged the same day. If a seat that is already paid for is free, Cuevr tells you: the invitation costs nothing more.
4. Click Send Invitation. It appears in Pending Invitations with its expiry date.
5. To cancel it, open its ⋯ menu and choose Revoke the invitation: the link that was sent stops working.

The person receives an email, signs in or creates their account with the invited address, then clicks Join … (followed by the organization name). Signed in with another address, they read “This invitation is for …. Sign in with this address to join.”.

An invitation expires after 7 days; an expired link shows “This invitation has expired: ask an administrator to send you a new one.”. The number of seats changes on acceptance, not when the invitation is merely sent. During the trial, arrivals are free.

If the payment service refuses a new member’s seat (for example because of your billing details), the owner is notified by email and by a banner in Cuevr, with a deadline. Click Check my billing details and correct them before that date: otherwise, the new member’s access is removed and their invitation expires. You can invite them again once billing is settled.

Change a role or remove a member

In Admin › Team, open a member’s ⋯ menu: Edit Role (between Admin and Member) or Remove from the organization. These actions are reserved for the owner and admins; they apply neither to yourself nor to the owner. The organization keeps a single owner: this role cannot be handed over. Switching an admin back to member revokes the API keys they created; any role change also removes their collaborator access to proposals.

When you remove a member, they lose access to the organization immediately. Their proposals and templates go to the owner and stay in the organization. With a paid subscription, their seat stays paid until the next due date: you can invite someone else before then at no extra cost, and your subscription moves to the new number of seats at renewal.

Do not confuse membership of the organization with collaborator access to a single proposal: removing a collaborator in Collaborate affects neither their role nor their seat.

Collaborate on a proposal

Each proposal has a person in charge. A member sees their own proposals and those they have been added to; the owner and admins see all of the organization’s proposals.

In a proposal, click Collaborate (on a phone, in the ⋯ menu). The panel shows who is working on the proposal: the Owner, then each Collaborator, with what they are doing right now (Viewing, Editing the qualification, Editing the plan, Editing the cover…).

• To add a colleague, search for them under Add a colleague then click Add. To remove their access, click Remove next to their name.
• The person in charge of the proposal, the owner and the admins add and remove colleagues. Others see the list and read “Only the proposal owner can add colleagues.”.
• Only members can be added: the owner and admins already have access to everything. If nobody else is in your workspace, Invite a colleague takes you to Admin › Team.

Being present in a proposal does not give you the right to publish it. Two people can edit two different sections at the same time. Simultaneous letter-by-letter writing is not offered: a colleague’s text appears as soon as they pause, within a few seconds.

See where your colleagues are writing

When a colleague is writing, a badge with their photo or initials shows it right where they are:

• above a section of the page: “… is editing this section”; on the cover: “… is editing the cover”;
• on a section of the co-built outline: “… is editing this section”;
• on a tender requirement: “… is editing this requirement”;
• at the top of the qualification: “… is editing the qualification”.

If several colleagues are writing in the same place, their badges stack. The Collaborate panel also names the section being edited (for example Editing “Solution”). No badge appears for yourself, for a colleague who is only reading, in preview, on the published page or in the PDF.

Version conflict and removed access

Cuevr never overwrites more recent work: the qualification, each section, the outline, the cover, the tender requirements, the response elements and publication are all protected. If you edit a version that has changed elsewhere (another tab or a colleague), Cuevr stops saving that passage and shows an orange banner, for example “The proposal was changed elsewhere (another tab or a colleague). Your latest changes are no longer being saved.”.

1. Click Copy my changes (or Copy my notes for the qualification) to keep your text.
2. Click Resume the up-to-date version, then confirm with Resume: Cuevr loads the latest version.
3. Paste back what you want to keep.

The other sections keep saving in the meantime. If the whole document has changed, Cuevr shows “The document has been updated. Reload before continuing.” with Reload. If a colleague deletes a section, Cuevr tells you and removes it from your screen.

Your unsaved text is kept for a while on your device. The Local drafts screen appears if there are any: Export to recover a draft, Discard to erase it.

If the owner removes your access while you are writing, Cuevr stops saving and shows “Your access to this proposal was removed. Your local drafts remain available below.”. Copy or export what you want to keep.

View the subscription

In Admin › Organization, the Subscription card shows the plan, the seats, the price per seat, the total price, the current period, the next billing, the Cuevr AI credits used out of those included, and the last invoice with Download invoice. The Manage my subscription button opens the payment portal, where subscription operations are done (payment method, billing details, cancellation). A member sees the seats and reads “Only your workspace owner can manage the subscription.”.

During the trial, or to choose a plan, the subscription page opens from the banners (Choose my plan): annual or monthly plan, price excluding tax per user per month, Choose button. Paying during the trial keeps the remaining trial days.

A trial without a card has neither a portal nor cancellation: no payment method is recorded. The trial’s creation and sending limits are separate from Cuevr AI credits.

If the subscription is canceled, the sidebar shows “Subscription canceled: ends on …”; Manage my subscription lets you renew it. If a payment fails, a banner tells you: you keep access to all features during the retries; click Update my card.

Read-only after the trial or subscription

At the end of the trial without a subscription, or at the end of a paid subscription, Cuevr switches to read-only. An orange banner says so at the top of every page: “Read-only: your proposals and their tracking stay visible, and your clients can still open them.”.

What remains possible: viewing your proposals, their tracking, your knowledge base and your brand; your clients still open and sign the links already sent; exporting your data (Export my data); removing a member or an invitation; editing your profile; deleting the organization; choosing a plan.

What is closed: creating or editing proposals, templates or the knowledge base, running Cuevr AI features, editing the brand, inviting or welcoming new members. The buttons concerned are grayed out and say why; an attempt opens the Cuevr is read-only window.

After a paid subscription ends, the banner and the subscription page also show the date on which the workspace will be deleted, signature evidence included; the owner and admins are notified by email before that date. Until then, the owner or an admin can click Export my data to prepare an archive, or Choose my plan to subscribe again: resubscribing cancels the deletion. Your invoices are kept.

A member reads “To edit them, your workspace owner can reactivate the subscription.”.

Understand and track your Cuevr AI credits

Cuevr AI features (writing, analysis, document reading) are paid for in Cuevr AI credits. A credit does not correspond to a fixed number of proposals: usage depends on the amount of content Cuevr reads and writes. Editing your documents by hand and signing are never counted. Credits are pooled at the organization level.

1. Open the Cuevr AI credits card, in Admin › Organization or on the subscription page.
2. Read the Cuevr AI credits remaining for the organization out of the cap for the period, and the refill date (Next refill on …). During the trial, the card says For the whole trial, with no refill.
3. The owner and admins also see the Usage by member, current period, in two columns: Used and In progress. This table helps you understand the team’s usage; there is no individual quota.
4. The balance shown takes operations in progress into account.

Allocation. The plan includes 1,500 Cuevr AI credits per user per month, shared across the organization. Check the cap shown for your organization. Credits refill every month, including with an annual subscription; unused credits do not roll over. During the trial, the organization has credits for the whole duration of the trial, with no refill. The trial’s creation and sending limits are separate from Cuevr AI credits.

Understand credit alerts and blocking

When credits are used up, the See my credits button replaces Try again and takes you to the balance and the refill date. The editor, templates and signing remain usable. An operation can be refused if the remaining balance is not enough to complete it. Avoid launching several operations in parallel.

What uses Cuevr AI credits faster

Operations that make Cuevr read or write a lot of content use more credits: having a full proposal written, importing long documents or a tender file, analyzing or re-analyzing, creating from a template that contains instructions to fill in. To save your credits: fix the outline before starting the writing, group your corrections before re-analyzing, and reuse the fixed content of your templates.

Actions that do not use credits: writing, correcting and formatting by yourself; moving a part yourself; choosing a fixed component with no instruction to fill in; applying a suggestion that has already been offered with Accept; applying Move to an available recommendation; confirming a value or answering an outline question, without then asking for a new draft; signing. The analysis that produced a recommendation, and a later re-analysis, use credits.

Example. If a suggestion is almost right, edit its field then click Accept. Re-running a generation or an analysis to reach the same correction uses credits again.

Export the organization’s data

1. Open Admin › Organization, Export my data card, with an owner or admin role.
2. Click Prepare my archive. You can leave the page: preparation continues. Only one archive is prepared at a time per organization.
3. When it is ready, click Download.

Contents: a .zip archive with the knowledge base as text, the index of all your proposals (name, client, status, dates), the validated requirements of your tenders, your response elements and each signature proof (JSON file and signed PDF). Templates and full proposal pages are not included: the archive is not a restorable backup of the whole organization. Folder names follow the language of your interface.

The archive is kept for 7 days; the download link is valid for 15 minutes (each click on Download creates a new one). The export remains available when the organization is read-only.

Delete an organization

Deletion is done in Admin › Organization, Danger zone, Delete Organization. It is reserved for the owner and not possible while a subscription is active or a trial with a card is running: cancel the subscription first.

1. Read the warning: deletion is permanent.
2. If the organization has signed proposals, the Take your evidence with you step lists them with their signed file as a PDF and offers to prepare the archive. Then click I have my evidence, continue.
3. Type the organization name, then click Delete permanently.

All of the organization’s proposals, templates, knowledge bases, files and evidence files are deleted. Your session on this organization ends.

Edit your profile and language

Open Personal information from your card’s menu, at the bottom of the sidebar. You can edit First name, Last name, Job title, Phone number, Contact email and photo. The phone number is validated and normalized to international format. The photo accepts PNG, JPEG, WebP, AVIF or SVG, up to 5 MB. Click Save.

The Account email, used to sign in, is read-only in the app; to change it, contact support. It is separate from the contact email, shown to your prospects on your proposals.

Choose the interface language among French, English and Spanish, in the same menu. The choice is saved on your account and is also used for your account emails. The language of a proposal and that of a template are separate data: changing the interface language does not translate their content.

Manage your password and sessions

In Security, enter the Current password, the New password (at least eight characters) and its confirmation, then click Update password. Your other devices are then signed out. Sign out my other sessions closes all your connections except the one you are using: useful after losing a device or on a shared computer.

If you can no longer sign in, use Forgot password? on the sign-in screen, then the link you receive by email. Sign out is in your card’s menu.

Request account deletion

The Account deletion card is on Personal information and on the Select an Organization screen. Click Request deletion, then confirm. Deletion is deferred by 30 days: during that time, simply sign in again to cancel it. The request is not possible while you own an organization with an active subscription.

Deleting your account and deleting an organization are two different actions. Check what the request concerns and which organizations are affected before confirming.

Find help

In the Help section of the sidebar, open Getting started for the starter list and the guides, or Support to contact support. On the Support page, The assistant answers right away in the bubble at the bottom right of the screen; for a problem to look into, Create a ticket: the team replies by email.

Manage from a phone

Admin remains usable on a phone: members, roles, invitations, subscription and credits remain readable, and every ⋯ menu remains accessible. On a phone, a proposal can be read; writing it is done on a computer. Collaborate is then in the proposal’s ⋯ menu.