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Ringmaster Messaging Guide for Responders

Jeremy Theriault
Updated

Table of Contents

Overview

Messaging in RingmasterRx gives you a dedicated space to communicate with the issuer on an RFP. Conversations are organized into threads by subject. You can access messaging with a single click from the Request Queue from within the Quote Manager.

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

Accessing Messages

To open the messaging window:

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

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 Manage Teams section.
  3. Add yourself to the team.
  4. Return to the Quote Queue — the button will now be active.
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Understanding the Messaging Window

The messaging window has three main areas.

Left panel — Navigation

The left panel lists the issuer of the RFP. Clicking on the issuer expands to show all existing message threads, ordered with the most recently active at the top. If there are more than 8 threads, a Show More button appears. Click it to reveal all threads.

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 issuer'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

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

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Starting a New Message Thread

To begin a new conversation on a new topic:

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

The new thread appears at the top of the thread list in the left panel. Please note that subject names must be unique on the same RFP. You cannot duplicate an existing subject name for the same RFP.

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. 

Message Notifications

When an issuer 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.
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Frequently Asked Questions

 

Why is my View Messages button grayed out?

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

 

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 issuer's org. Click the eyeball icon for the full contact list.

 

I'm not getting notification emails — why?

Check two things: (1) confirm you are assigned to the RFP via Manage 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.

 

What happens to attachments I send?

Attachments are stored in the supporting files section for that RFP.

 

Can I message an issuer who hasn't invited me to an RFP?

No. Messaging is scoped to each RFP forcing all communication to occur at the RFP level.

 

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