First login account setup: roles, teams and fonctions, phone number, profile settings

Updating Your Profile Settings

When you first connect to your Axya account, you should review and complete your Profile Settings.

To access your profile:

1. Click your user icon in the top-right corner of the platform.

2. Select Profile Settings.

From this page, you can edit or add the following information:

• First Name

• Last Name

• Direct Phone Number

• Job Title

• Role

• Team Assignment

Why This Is Important

Your profile information is used to automatically generate your email signature when sending messages to suppliers from Axya (for example when sending RFQs).

Example elements included in the signature:

• Name

• Job title

• Phone number

Ensuring this information is accurate helps maintain professional communication with suppliers.

Company Logo and Address in Email Signatures

The logo and company address displayed in outgoing emails are not managed in the user profile.

Instead, they are configured in the Company Information settings.

If the email signature displays the wrong logo or address:

1. Go to the Company page.

2. Update the company logo or address.

3. Click Save.

Creating a Team

To create a team in Axya, please contact customerservice@axya.co.

If your current subscription plan includes team functionality, our support team will create the team for you.

Once created, you can find the team information under:

Company Tab → Members Section

If your organization requires multiple teams, your Customer Success Manager can also help create additional teams.

Assigning Roles and Teams

A tab called “Profile Role” appears on the right side of the Members section.

This tab allows you to assign:

• A team to each user

• A role associated with their function

Team Assignment

Assigning a user to a team controls what activity they can see across the platform.

Assignment rules:

• Each user can belong to only one team at a time

• Changing a user’s assigned team automatically removes the previous one

Example:
Switching a user from Supply Chain to Director removes the Supply Chain assignment.

Understanding the “Role” Field

The Role field is different from the Team assignment.

Important notes about the Role field:

• It does not appear in email signatures

• It does not affect team visibility

• It is mainly used for reporting and KPI analysis

For example, companies may analyze:

• RFQs created by Procurement

• RFQs created by Engineering

• RFQs created by Plant Operations

This field is optional and can be left empty without affecting the platform’s functionality.

Impact on Requests and Orders Views

Once a team is assigned, two visibility options become available in both:

• Request (RFQ) tab

• Order (PO) tab

1. Focused View

Shows only the RFQs and POs created by the user.

This allows users to concentrate on their own activity.

2. Team View

Shows all RFQs and POs created by members of the user’s assigned team.

Users can also filter further to view activity from specific team members.

This feature enables better collaboration while maintaining clear visibility across the team.

Retroactive Assignment of Transactions

If a team is assigned to a user after they have already created RFQs or POs:

• All past transactions are automatically linked to the user’s newly assigned team

This ensures complete and accurate visibility for the entire team, even for previously created transactions.

Adding a Profile Picture (Optional)

Users can upload a profile picture in their profile settings.

While optional, this is recommended because it:

• Makes the platform more visual

• Helps teams quickly identify who owns specific RFQs or POs

• Improves collaboration across the platform

If you have any additional question please contact us at customerservice@axya.co.