Account claiming management
Marking a vendor account as claimable and following its claim status
Definition
The "Account claiming" card of the user detailed view is where operators declare that a vendor account may be taken over by the vendor it was created for, and where they follow the progress of that takeover. See User claiming for the overall principle.
The card handles three things: whether the account is claimable, which address the claim invitation is sent to, and what state the claim is currently in.
Accounts created through a bulk import already arrive claimable (see Importing claimable users). This interface is used to complete them — typically to add the contact email that the import file did not provide — and to manage accounts created one by one.
The card is only displayed when account claiming is enabled in the platform configuration.
Marking an account as claimable
By default, the card only displays the "Claimable account" checkbox, unticked (figure 1).
Tick it to make the account claimable. The card then expands and displays the claim status and the claim contact email field (figure 2).
Only accounts created by an operator can be made claimable. On accounts registered by users themselves through the front office, the option is not available.
Setting the claim contact email
The "Claim contact email" field holds the address the claim invitation is sent to. It is the address of the real vendor the operator wants to onboard, and it is independent from the account's sign-in address: filling it in does not give anyone access to the account.
Enter a valid email address and click "Save the contact email". As long as the field is empty, the account cannot be invited: its claim status stays Pending (no email) and no "Send claim link" button is displayed (figure 3).
Reading the claim status
The claim status is displayed as a badge, followed by the date of its last change (figure 3). It is read only — it reflects what has happened on the account and cannot be set manually.
Pending (no email)
Claimable, no contact email.
Save the contact email, disable claiming.
Pending
Claimable, contact email set, no link sent yet.
Save the contact email, send the claim link, disable claiming.
Link sent
A claim link has been sent and is waiting to be used.
Save the contact email, send a new claim link.
Claimed
The vendor owns the account.
None — the card is read only.
Deletion requested
The vendor declined and asked for the account to be deleted.
Delete the account manually.
Sending the claim link
Once a contact email is saved, the "Send claim link" button appears (figure 2). It sends the claim invitation immediately, without waiting for an asker request or an RFP publication, and the claim status switches to Link sent.
The button remains available at the Link sent status (figure 4), so that a link can be re-sent to a vendor who did not act on the first one in time. The link is valid for 7 days, and sending a new one invalidates the previous one.
Invitations are also sent automatically when an event gives the vendor a reason to join. See Account claiming for the list of triggers and the rules that apply.
Disabling claiming
The "Disable claiming" button reverts the account to a regular operator-created vendor account and clears the saved contact email.
It is only available as long as no claim link has been sent. From the Link sent status onwards, the button is no longer displayed and the "Claimable account" checkbox is greyed out (figure 4): an account that has already been invited cannot be made non-claimable again.
The Claimed status
Once the vendor has taken ownership of the account, the card becomes purely informative (figure 5). The "Claimable account" checkbox stays ticked but greyed out, and the contact email is displayed as plain text instead of an editable field. No action is available, and the account can never be claimed again.
From that point on the account behaves as any other vendor account, and is managed through the standard cards of the detailed view.
Handling a deletion request
When a vendor declines the claim, the claim status switches to Deletion requested and the operator receives a notification. The claim link is invalidated at the same time: the account can no longer be claimed, and no new link can be sent.
The deletion itself is not automatic. The operator carries it out from the same detailed view, with the "Delete this user" action (see Viewing and managing users).
Following claimable accounts from the list view
The claim status is displayed on each account in the users list view, next to the account status, with the date of its last change (figure 6). The badge is colour-coded, so that the state of the vendor base can be read at a glance:
Orange
Pending, Pending (no email)
White
Link sent
Green
Claimed
Red
Deletion requested
Two filtering options narrow the list down:
Show imported users — restricts the list to the accounts created through a bulk import.
Claim status — restricts the list to a given claim status.
Each unclaimed account displays two email addresses: the address the platform generated for the account, derived from the sales team mailbox, and the claim contact email declared by the operator. Once the account is claimed, both lines show the address the vendor chose as his sign-in address.
Special rules
A claimable account has no password until it is claimed, and therefore cannot be logged into.
Only one claim link is active per account at a time.
Claiming cannot be disabled once a link has been sent.
Platform notifications addressed to an unclaimed account (booking requests, quotes, calls for tenders) can be redirected to the sales team mailbox. See Account claiming > Configurations.
Related resources
SBO:
Front:
Claim a user account
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