Profile Codes and Rate Cards

Within this article

• Definitions of Profile Codes and Rate Cards
• Functions of Profile Codes and Rate Cards
• How to create them
  • How to create a Profile Code
  • How to create a Rate Card
  • Associate existing Rate Cards to a Preferred Supplier
• Trickle down Profile Codes and Rate Cards to child entities

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Definitions of Profile Codes and Rate Cards

Rate Cards and Profile Codes are premium features available on the platform. A Rate card allows the administrators that set them up to associate a specific Profile Code to a specific rate. This allows you to categorize via the same key, the profiles you look for, on your Requests for Proposals (RFPs).  

This code will be used henceforth to associate specific rates, which may then be highlighted within platform export reports or within your own tools in case the feature of interfacing has been activated for your account. 

The activation of the Profile Code feature is a pre-requisit to the use of Rate cards.

As a premium feature, if you wish to benefit from it, please contact your Customer Success Manager, or our Support Team, to activate it.  

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Functions of Profile Codes and Rate Cards

Rate cards allow account administrators to associate a Profile Code to a specific Rate. 

This association will trickle down to the Requests for Proposals and Proposals sections. 

Setting up a Rate Card allows for: 

• The association of a preferred supplier to a specific previously agreed on (negotiated) rate
• The association of certain criteria (a profile, a level of experience, etc.) to a rate, by the means of Profile Codes as shown in the example below: 

Note that only the Account Administrator is able to configure Profile Codes and Rate Cards

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How to create them

Profile Codes and Rate cards affect the pages of Requests for Proposals (RFPs) and Proposals. Once created, the Rate Card is active and will apply to the ensemble of RFPs and Proposals received for the entity they are added to.

Within Request for Proposals, the Rate card allows for the automatic alignment of the estimated budget for the profile that is being searched.

Within the Proposals page, it allows the clear display of the difference between the rate in the rate card and the rate shared by the supplier in the Proposal.

Profile codes are a prerequisite to using Rate cards, this means that you must have created at least one profile code in order to use a rate card.

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How to create a Profile Code

1.  Access the Entity tab, then click on Manage Entities. 
2. Identify the Entity to which you would like to add Profile Codes
   • Click on the three dot menu and select Edit Entity
   • You will land on the General settings of the entity, select instead the tab for Specific Settings
3. Use the menu on the left to navigate to the Profile Code section
   • Click on Add a profile code on the right upper corner 
   • Fill in the name of the code and add a description
   • Click on Save to view the newly created Profile Code

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How to create a Rate Card 

Once a Profile Code has been created, it becomes possible to add a Rate Card associated to a specific Profile Code. 

1. Access the Entity tab, then click on Manage Entities. 
2. Identify the Entity to which you would like to add Profile Codes, click on the three dot menu and select Edit Entity
3. You will land on the General settings of the entity, select instead the tab for Specific Settings
4. Use the menu on the left to navigate to the Rate Cards section
   • Click on Add a rate card on the right upper corner 
   • Fill in the name of the rate card and add a description
   • Click on Save

To add profile codes to your newly created rate card: 

1. Click on the three-dot menu within the Rate card and click on View, modify tariff lines
2. Click on Add a rate card line in the top right corner of the page and fill in the pop-up window that will appear
   • Make sure to add the profile code using the dropdown menu
   • Add the specific rate
   • Add a description (optional but recommended)
   • Once you are happy with the content, click on Submit

Associate existing Rate Cards to a Preferred Supplier

1. Access the Entity tab, then click on Preferred Supplier Management
2. You will land directly on the Preferred suppliers page, within the Specific Settings tab. In the main content area you will find two drop down menus, click on the one called Preferred suppliers
3. Within the list of your preferred suppliers that will appear, identify the one to which you wish to add or associate a Rate Card. Click on its three dots menu and select Attribute the price list
4. On the new pop-up window, select the rate card you wish and click on Validate

When rate cards have been associated to preferred suppliers: 

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Trickle down Profile Codes and Rate Cards to child entities

It is possible to recover, or trickle-down, Profile Codes and Rate Cards created on a parent entity to its child/dependent entities. 

Note, however, that it is not possible to add existing Profile Codes or Rate Cards from a child entity to a parent entity. 

If you still have questions on the topic of entities, you can have a look at our dedicated article to know more about how to manage your entities. 

Follow the steps below to add Rate cards and Profile codes to child entities: 

1. Access the Entity tab, then click on Manage Entities 
2. Identify the Entity to which you would like to add Profile Codes
   1. Click on its three dot menu and select Edit Entity
   2. You will land on the General settings of the entity, select instead the tab for Specific Settings
3. Use the menu on the left to navigate to the Profile Codes or the Rate Cards section
   • • A new menu option will appear titled Retrieve a profile code or Retrieve a rate grid
     • In the pop-up window that will appear, select the specific profile codes or rate grids that you wish to import to your child entity
     • Click on Save to record your changes

Tips for using profile codes and rate cards