Manage stakeholders

Stakeholders are internal or external people who contribute business context, feedback or testing without necessarily being workspace members. The reusable directory holds contact and participation history; adding someone to a project is a separate action.

Before you start

• Search the directory before adding a person so project participation and messages stay attached to one profile.

• Collect only the contact details and notes needed for the relationship, and follow your organisation’s rules for personal data.

Step by step

1. Find or create the profile

Search by name, email or role and filter by department. If the person is new, add their name, email, job title, department, phone details, internal or external type and only useful operational notes.

2. Review and maintain context

Open the card preview or full profile to review badges and project count. Edit stale role, department or contact information so future invitations reach the right person.

3. Use stakeholder messaging

Choose Message to read or post in the in-app workspace thread attached to the profile. It records team updates; it does not email the external stakeholder. Keep project decisions in their governed surfaces rather than treating an informal message as approval or scored evidence.

4. Archive without losing history

Archive a stakeholder who is no longer active. Archiving removes the profile from normal active work while preserving project and participation history; restore it if the relationship resumes.

5. Add the person to a project

From the project stakeholder area, select an existing directory profile or quick-add a genuinely new person. Removing project participation does not delete the reusable directory profile.

6. Run use-case participation

Create and publish the appropriate testing round, then invite stakeholders to assess vendors through their secure experience. Monitor completion and review their scores or feedback within the project evidence, not only on the directory profile.

What happens next

• Use stakeholder participation alongside internal evaluation and vendor evidence, with the weight appropriate to the project method.

• Review archived profiles before permanent deletion so useful history and legitimate retention needs are not lost.

Troubleshooting

The same person appears more than once

Search by email before adding or quick-adding. Use the established profile for new project participation; do not create another record merely because their role changed.

An archived stakeholder is missing from an active selector

Open the archived view and restore the profile first, then return to the project and add them.

A stakeholder cannot access project testing

Confirm they were added to that project round, the round is published and the current secure invitation was sent to the correct email. Directory membership alone does not grant project access.

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