Ringmaster Messaging Guide for Issuers

Table of Contents

• Overview
• Accessing Messages
• Understanding the Messaging Window
• Reading and Replying to a Message Thread
• Starting a New Message Thread
• Bulk Messaging
• Adding Attachments
• Message Notifications
• Frequently Asked Questions

Overview

Messaging in RingmasterRx gives you a dedicated space to communicate with each bidder on an RFP. Conversations are organized into threads by subject and kept entirely separate per bidder — responses from one bidder are never visible to another. You can access messaging with a single click from the Request Queue or go directly to a specific bidder's messages from within the Quote Manager.

This guide covers everything you need: accessing messages, reading and replying to threads, starting new conversations, bulk messaging, adding attachments, and managing notification settings.

Accessing Messages

There are two ways to open the messaging window, each landing you in a different default view.

Option A — From the Request Queue

Use this when you want to see the most recent message across all bidders on an RFP.

1. Navigate to your workspace and find the Request Queue.
2. Click the View Messages button (envelope icon) in the Actions column for the RFP.
3. The messaging window opens defaulted to the bidder and subject with the most recently active message across all threads for that RFP.

Option B — From the Quote Manager

Use this when you want to go directly to a specific bidder's messages.

1. Open the Quote Manager for the RFP.
2. Find the bidder you want to message and click their View Messages button.
3. The messaging window opens defaulted to the most recently active thread for that bidder.

View messages button states

• Active (clickable): You are assigned to that RFP.
• Inactive (grayed out): You are not assigned. You need to add yourself to the team first.

Assigning yourself to an RFP

1. Navigate to the workspace for that RFP.
2. Go to the Assign Teams section.
3. Add yourself to the team.
4. Return to the Request Queue or Quote Manager — the button will now be active.

Understanding the Messaging Window

The messaging window has three main areas.

Left panel — Navigation

The left panel lists all bidders invited to participate in the RFP. Clicking a bidder expands their entry to show all message threads with that bidder, ordered with the most recently active at the top. If a bidder has more than 8 threads, a Show More button appears. Click it to reveal all threads for that bidder.

Main panel — Conversation History

Clicking a message thread loads the full conversation history on the right. Messages display chronologically — oldest at the top, newest at the bottom — and the view defaults to the bottom of the thread so you land on the most recent message.

Upper right — Assigned contacts

Name cards in the upper right corner show everyone assigned to the RFP:

• Green cards — members of your own organization assigned to the RFP
• Purple cards — assigned contacts from the selected bidder's organization

Hover over any card to see that person's full name. Click the eyeball icon to open a read-only list of all assigned contacts for the current thread. The assigned contacts panel is view-only. To add or remove team members or contacts, navigate to the workspace.

Reading and Replying to a Message Thread

Reading a thread

1. In the left panel, click on a bidder to expand the list of active message threads.
2. Click any thread to load the full conversation on the right.

Replying to a thread

1. With a thread open, locate the embedded message box at the bottom of the conversation panel.
2. Click into the box and type your reply.
3. Click Send Message (paper airplane icon) to send. 
4. Your message appears immediately in the conversation — no page refresh needed.
5. The thread automatically moves to the top of that bidder's thread list.

Please note that the Send Message button will be grayed out if the message field is empty or if a file upload is in progress. Make sure attachments have finished uploading before sending.

Starting a New Message Thread

To begin a new conversation with a bidder on a new topic:

1. In the left navigation panel, click a bidder to expand the list of existing message threads
2. Click Start New Message (shown above the list of existing threads).
3. The new message screen opens on the right side of the window.
4. The To field automatically populates with that bidder's organization name.
5. Enter a Subject — this becomes the thread name.
6. Type your message in the message body field.
7. Add any attachments if needed (see Section 6).
8. Click Send Message.

The new thread appears at the top of that bidder's list in the left panel. Please note that subject names must be unique between you and a given bidder on the same RFP. You cannot duplicate an existing subject name for the same bidder.

Bulk Messaging

You can send the same message to multiple bidders at once. Each bidder receives their own private, independent thread — responses from one bidder are never visible to another.

1. In the left navigation panel, click a bidder to expand the list of existing message threads
2. Click Start New Message (shown above the list of existing threads).
3. In the To field, the selected bidder is pre-populated. Clicking the field will expose a dropdown allowing you to add additional bidders to the message.
4. Enter a Subject — this becomes the thread name.
5. Add any attachments if needed (see Section 6).
6. Click Send Message.

A separate thread is created under each recipient in the left panel. Each conversation is entirely independent.

Adding Attachments

Attachments can be added when replying to an existing thread or composing a new message.

1. Click the paper clip icon in the bottom right corner of the message box.
2. A file selector opens — choose the file(s) to attach. Multiple files can be added.
3. Selected files appear below the message box.
4. For each file, optionally enter a description and select a required file type.
5. Remove any files before sending by clicking the delete option next to the file.
6. Once ready, click Send Message.

In addition to being accessible in the messaging window, attachments are also stored within the supporting files section for each individual bidder — not at the RFP level. This ensures files exchanged with one bidder remain invisible to all other bidders.

Message Notifications

When a bidder sends you a message, you will receive an email notification — provided you are assigned to the RFP and have new message notifications enabled.

What the notification email includes

• From — the sender's name
• Organization — the sender's organization
• Group — the name of the RFP group
• RFP — the name of the request
• Attachment — Yes or No, indicating whether the message includes a file
• Message — The body of the message
• A link to access the Ringmaster system

Managing your notification settings

1. Click on your name in the upper right hand corner of the screen
2. Click Profile
3. Select one of your assigned orgs on the left hand side of the window
4. Click Edit
5. Locate the New Messages notifications toggle.
6. Toggle on to receive notifications; toggle off to stop receiving them.

Frequently Asked Questions

Why is my View Messages button grayed out?

You are not currently assigned to that RFP. Go to the workspace, open Assign Teams, and add yourself to activate the button.

What is the difference between opening messaging from the Request Queue vs. the Quote Manager?

The Request Queue defaults to the most recently active thread across all bidders on the RFP. The Quote Manager defaults to the most recently active thread for the specific bidder you clicked — useful when you want to go directly to one bidder's conversation.

Can Bidders see each other's messages?

No. Each bidder's threads are entirely private. Only you and that bidder's assigned contacts can see the conversation — this applies to individual and bulk messages alike.

What happens to attachments I send?

Attachments are stored in the supporting files section for that individual bidder — not at the RFP level. They are only visible to you and the specific bidder. Other bidders cannot access them.

How do I know who can see a specific thread?

The assigned contacts panel in the upper right hand corner of the messaging window confirms which organization's contacts can see it. The name cards in the upper right corner show the specific individuals — green for your org, purple for the bidder's org. Click the eyeball icon for the full contact list.

Can I message a bidder who hasn't been invited to the RFP?

No. The navigation panel only shows bidders who have been invited to participate. You cannot initiate messaging with entities outside of that list.

I'm not getting notification emails — why?

Check two things: (1) confirm you are assigned to the RFP via Assign Teams, and (2) confirm the New Message Notifications toggle is turned on in your profile settings. Both must be true for notifications to be delivered.