141 lines
7.3 KiB
Markdown
141 lines
7.3 KiB
Markdown
# Bid Checker
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**Bid Checker** is a web-based tool for LT Services Inc. that helps your team stay on top of government procurement websites, track bid opportunities, and analyze solicitation documents with AI — all in one place.
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---
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## What It Does
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Bid Checker has three main jobs:
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1. **Website Checklist** — Each team member sees a daily or weekly list of government procurement websites assigned to their shift. They visit each site, check for new opportunities, and mark it done. The app tracks who checked what and when.
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2. **Bid Tracker** — When the team finds a promising opportunity, they add it as a bid. The tracker shows status, due dates, notes, and a full update history so nothing falls through the cracks.
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3. **AI Document Analysis** — Upload a solicitation document (PDF, Word, Excel, or text) and the AI extracts the key details: solicitation number, scope of work, set-aside, pre-proposal conference, due date, point of contact, and driving distance from the office. If evaluation criteria are configured, the AI also recommends whether to Pursue, Pass, or flag as Unclear.
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---
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## Getting Started
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### Signing In
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Go to your team's Bid Checker URL and sign in with your username and password.
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If your admin has enabled self-registration, you'll see a **Create Account** link on the sign-in page. Fill in your username, name, email, and a password (minimum 8 characters), and your account will be created immediately.
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If you forget your password, click **Forgot password?** on the sign-in page and a reset link will be sent to your email.
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---
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## For Regular Users
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### Your Daily Checklist
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After signing in you land on **My Shift — Website Checklist**. This is your to-do list for the day.
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- **Daily websites** reset every morning — check them fresh each day.
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- **Weekly websites** stay on your list until you check them once that week, then show as completed for the rest of the week.
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- The progress bar at the top shows how many sites you've completed.
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- Use the search box to find a specific site quickly.
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- Click a site name to open it in a new tab.
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- Click **✔ Check** to mark a site as done. You can add a note about what you found.
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- Use **Select All Unchecked** + **Mark Selected Checked** to complete multiple sites at once.
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- The colored dot next to each site shows whether the site is reachable right now (click to refresh): green = fast, orange = slow, red = unreachable.
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- Click **↻ Refresh** to reload your list at any time.
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### Bid Tracker
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Go to **Bid Tracker** in the sidebar to see all open bid opportunities.
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- The left panel lists all bids. Use the status tabs (Open / Submitted / Won / Lost / No-bid) to filter.
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- Click any bid to open its detail panel on the right.
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- Use the **＋ New Bid** button to log a new opportunity.
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- Inside a bid you can post updates, set a due date, and track status changes.
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- Bids approaching their deadline show a **Due Soon** badge; overdue bids show an **Overdue** badge.
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- Use **⬇ CSV** to export the current list to a spreadsheet.
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### AI Document Analysis
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Go to **AI Analysis** in the sidebar.
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1. Click **Choose Files** and upload one or more solicitation documents (PDF, Word, Excel, TXT, or CSV). You can upload several files from the same solicitation and the AI will treat them as one combined package.
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2. Click **🔍 Analyze with AI**.
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3. The AI extracts all the key fields and writes a detailed summary. If your admin has configured evaluation criteria, you'll also see a **PURSUE / PASS / UNCLEAR** recommendation banner.
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4. Use **📋 Copy** or **💾 Save as TXT** to keep a copy of the result.
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5. Every analysis is saved to **Analysis History** at the bottom of the page. Click any row to re-open a past result. The history is shared — you can see analyses run by other team members.
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### Your Profile
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Click your name in the sidebar to open **My Profile**. You can update your display name and email address here. Your username and role are managed by your admin.
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To change your password, use **Change Password** in the sidebar.
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---
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## For Administrators
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Admins have access to additional pages in the sidebar under the **Admin** section.
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### Dashboard
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The admin dashboard shows a live summary of today's activity:
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- How many sites each user has checked, with a progress bar per person
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- A **Missed Shifts** alert for users whose shift has started but who haven't checked anything yet
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- KPI cards: open bids, bids due this week, and AI analyses run in the last 30 days
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- A **📧 Remind Incomplete** button that immediately emails any staff members who are within 40 minutes of their shift end and still have unchecked sites
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### User Management
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Add, edit, deactivate, or delete user accounts. You can also:
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- Assign roles: **User** (checklist + bid tracker + AI analysis) or **Admin** (full access)
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- Send a password reset link directly from the user list using the **✉ Reset** button
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- Enable or disable public self-registration under **Settings → User Registration**
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### Website Management
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Add and manage the procurement websites your team monitors. Each site has:
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- A name and URL
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- A check type: **Daily** (checked every day) or **Weekly** (checked once per week)
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- Optional login credentials (stored encrypted — only visible when a user clicks the key icon)
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- Visibility: All users, or restricted to specific users only
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### Shift Management
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Shifts define *who checks what websites, and when*. Each shift has:
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- A name and optional note
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- Days of the week it runs (e.g. Mon–Fri)
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- Start and end times
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- Assigned users
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- Assigned websites — shown grouped as **Daily** and **Weekly** for easy selection
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When a new user registers via the sign-up form, they are automatically placed into the **Default (Mon–Fri)** shift (Mon–Fri, 9:00 AM–5:30 PM) with all daily websites assigned.
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Automatic reminder emails fire every 5 minutes via a scheduled task. If a user is in a shift ending within 40 minutes and still has unchecked sites, they receive one email per shift per day listing exactly which sites remain.
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### Evaluation Criteria (AI Analysis)
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On the AI Analysis page, admins can manage **Evaluation Criteria** — the standards the AI uses when recommending Pursue / Pass / Unclear. Each criterion has a title and a description. Inactive criteria are preserved but not included in the analysis.
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### Reports & Logs
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- **Reports** — A summary of recent shift activity, check completion rates, and bid status over time.
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- **Logs** — A full audit trail: every login, site check, bid update, user change, and admin action is recorded with the user name and timestamp.
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### Settings
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Configure email (SMTP for reminders and password resets) and AI (Groq API key and model) from the **Settings** page. Use the **Test** buttons to verify your configuration before saving.
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---
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## Helpful Tips
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- The app signs you out after **30 minutes of inactivity**. A warning appears 2 minutes before your session expires with a "Stay signed in" option.
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- On a phone or small screen, tap the **☰** button at the top left to open the navigation menu.
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- Shift reminder emails are sent automatically — if your shift ends within 40 minutes and you still have unchecked sites, you'll get an email listing what's left.
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- Admins can delete individual AI analysis records from the detail modal, or select multiple records in the history table and delete them in bulk.
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---
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*Bid Checker — Built for LT Services Inc., Falls Church, VA*
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