Speya is built for teams. As your work grows from a single sourcing project to ongoing supplier research across categories, regions, and colleagues, a little structure keeps everything easy to find and easy to share.
This article covers the parts of the platform that sit around your sourcing work: how sharing works, how to organise supplier lists into folders, how to reuse your research as templates, how to share files, and how administrators manage the team.
In this article
Administration and user access
Invite a new user
What’s shared and what’s private
Work together in the same supplier list
Organise supplier lists with folders
Save and reuse with templates
FAQ
Administration and user access
Managing who’s in the workspace is handled by an administrator, so if you just need access or a role change, ask the administrator who set up your workspace. Every account keeps at least one administrator.
If you are an administrator, open the Team page: click your company name at the bottom left, then Team. You’ll see everyone in the workspace with their Email, their Role (User or Administrator), and their Status (Active, or Invite Sent while an invitation is pending).
Invite a new user:
Click Invite new teammates.
Enter their email address. Speya sends them an invitation email with a link to join.
They accept and set up their sign-in. Until they do, their status shows Invite Sent.
If your organisation uses single sign-on, your IT team may need to approve (allowlist) Speya before it works. For larger Microsoft setups especially, it’s worth arranging that before you invite people, so sign-in goes smoothly. If SSO isn’t ready, a work email and password is the quick way in.
Once you’ve sent an invitation, you can share these instructions with the new teammate directly:
You’ve been invited to our Speya workspace. Here’s how to sign in:
Open the invitation email from Speya and click the link to join. If you did not receive an invitation email in your inbox, please check the spam folder.
Set up your sign-in. Create a password by using your work email, or sign in through your organisation’s single sign-on. They recommend using your work email address, since it matches the company’s account domain and takes you straight into the workspace.
Change a role or remove someone. Click the three dots on a person’s row: Change role switches them between User and Administrator, and Delete removes them from the workspace.
What’s shared and what’s private
Your workspace is your company’s shared space in Speya. A few things are worth knowing up front, because they shape how you and your colleagues work together.
Supplier lists are shared. Everyone in your workspace can see the lists that have been created. The My Projects tab shows the lists you created, and this is your default view; switch to All Projects to see everyone’s. This is deliberate: before you start a new search, it’s worth checking whether a colleague has already researched something similar.
Your chat with Speya stays private. A colleague can open a list and see the results you produced, the columns, the matches, the suppliers, but not the conversation you had with Speya to get there. What you produced is shared; how you prompted is yours.
Keeping work confidential. Supplier lists are visible to everyone in the workspace, so there’s no per-list privacy. For work that must stay confidential, a separate workspace can be set up to isolate it, and your Speya contact can arrange that.
Work together on the same list
More than one person can work on the same supplier list, and the platform updates in real time. A few things make that smooth:
Everyone sees the same list as it changes. When a colleague adds columns or suppliers, you see them appear. Because your Speya chats are separate, you each work in your own conversation on top of the shared list.
Hand over through the list, not the chat. The results, columns, and matches travel with the list, so a colleague picking up your work sees where things stand without needing your chat history. Give lists clear names, because “Stainless steel gloves, Asia, Mar 2026” tells the next person far more than “New search 12”.
Organise supplier lists with folders
Folders group related supplier lists so a growing workspace stays navigable. Everyone in the workspace sees the same folders, so they are a shared way to give structure to your team’s work by category, region, project, or owner.
Create a folder. Click + New Folder. You’ll find it in the left panel and in the projects view. Give it a name that matches a convention your team has agreed on.
File a list into a folder. Drag a supplier list onto the folder. To take a list back out, drag it out again. New lists are saved outside folders by default, until you file them.
Rename or delete a folder. Hover over the folder, click the three dots on the right, and choose Change name or Delete. Important: removing a folder also removes every supplier list inside it, and this can’t be undone, so drag any lists you want to keep out of the folder first.
Folders sit at a single level, so there are no sub-folders. Keep names specific enough that you don’t need nesting. Pick one naming pattern and stick to it, because mixing patterns creates clutter quickly. Common patterns:
By category: Fasteners, Electronic components, Logistics services
By region: Europe, Southeast Asia, Nordics
By project: Q1 2026 sensor sourcing
By owner: [Team name] current work
Save and reuse with templates
If your team checks the same things on every project, a standard compliance screen, an ESG checklist, a category capability check, you can save that work once as a template and apply it everywhere else. Templates are also how a workspace gets smarter over time: the first time someone builds a strong set of enrichment columns for a category, it’s available to everyone immediately rather than living in one person’s head.
There are two kinds:
Enrichment templates: reusable sets of enrichment columns. For example, a “Code of Conduct” or a “Standard supplier qualification” set that combines bad press, sanctions status, ISO certifications, and financial stability into one batch.
Requirement templates: reusable Discovery requirement sets. For example, the criteria you use every time you search a given category, so you don’t re-articulate them for each project.
Save an enrichment set as a template:
Build the enrichment columns you want to reuse. Set them up the usual way, by asking Speya in chat or by adding them through + Research, and run them on a list to confirm they produce what you want.
Save it as a template. From the Research menu, choose Save as template and give it a clear, descriptive name.
It’s shared with your workspace. Templates are available to everyone on your team by default.
Apply a saved template:
Open the list you want to enrich.
Open + Research, click Enrich or Requirement, and select Templates.
Choose the template. You can see which columns it includes before you run it.
Run it. Speya runs up to 3 columns in one batch, the same as if you had asked for each one individually, just faster to set up.
Sets that teams commonly build:
Standard supplier qualification: bad press, sanctions status, ISO 9001 / 14001, years in business, financial stability signals.
ESG screening: your team’s sustainability data points.
Capability check: category-specific questions such as “produces stainless steel parts to spec X”.
Cost analysis: should-cost signals such as material cost, labour location, and scale, useful for narrowing a long list before you send RFIs.
Risk review: sanctions, ownership, geopolitical exposure, and public news.
FAQ
The invitation email never arrived, or Microsoft sign-in won’t work. What do I do?
Check your spam folder first. If Microsoft single sign-on stalls, your IT team may need to approve (allowlist) Speya; in the meantime, sign up with your work email and a password. An administrator can also resend the invitation if the 12-hour link has expired.
Can I edit a template after I’ve applied it to a list?
Yes. Editing a template doesn’t change lists where it’s already been applied, so those columns keep their existing results. New applications use the updated version.
Are templates shared with my whole workspace or just my team?
By default they’re available to everyone in the workspace. If your organisation runs several separate workspaces, templates stay within each one.
Can I share a list with someone outside my company?
You can export a list to Excel as raw data, or create a Spreadsheet (How to create a Spreadsheet) to share as a file in the workspace or export.
What security and compliance standards does Speya meet?
Speya is ISO 27001 certified for independently audited information security management, and SOC 2 Type II audited for security, availability, and confidentiality controls that are verified on an ongoing basis rather than once. All data is stored and processed within the European Union, with full GDPR compliance, so your supplier data never leaves EU borders. For the full detail, including encryption and data processing, see the security page.
Can a colleague use my login to try the platform?
No. Each person needs their own account, and password sharing isn’t permitted because the platform is ISO 27001 certified. If more people need access, an administrator can invite them.
What happens to someone’s lists when they leave the company?
They stay in the workspace and remain accessible to everyone. An administrator can remove the person’s account without affecting the lists they created.