Setting Up Your Dashboard

Now we will set up the dashboard, which involves various steps such as adding company details, adding default proposal templates, and adding teammates. 

3.1 Completing Company Information Setup

After your first login or successful account registration, the system will automatically redirect you to the Company Information page. This is where you set up the core organizational details for your ProposalGPT account. These details are used throughout the platform for proposal generation, template population, and team profile management.

A) Manual Entry Method

• You can manually enter your company’s details by filling in the available fields on the form (e.g., company name, address, DUNS Number, phone number, etc.).

• Once you’ve entered the required information, click the “Save” button to continue. 

• This ensures your data is stored and associated with your user profile.

B) Import Company Data (Automated Setup)

Alternatively, if you have standardized company information available in an import-ready format (e.g., based on your UEI or standard templates), you can use the Import Company Data feature to automatically populate the fields.

Steps to Import Company Data:

1. Click on the “Import Company Data” button located at the top of the Company Information form.

2. A confirmation prompt will appear:
   
    “All your existing company data will be replaced if a valid UEI is found. Would you like to continue?”

3. Review this warning carefully. If you proceed, any existing company information in the system will be overwritten with the contents of the uploaded file.
   
   

4. Click “Yes” to confirm.
   
   

5. Upload the appropriate file containing your company data.
   
   

6. Upon successful upload, ProposalGPT will automatically extract and populate the company fields with the data provided.

Once completed, you can continue using the platform to create proposals or manage your workspace. The saved company information will now appear automatically in proposal templates, cover letters, and applicable sections where company metadata is required.

3.2 Uploading and Managing Company Resumes

In many RFPs, especially in government and enterprise procurement, resumes of key personnel are a mandatory requirement. Proposal evaluators often assess team qualifications based on individual experience, certifications, technical expertise, and past projects. To streamline this process, ProposalGPT provides a centralized Resumes screen, allowing users to upload, parse, and manage all personnel resumes from one place.

Accessing the Resumes Panel

1. Log in to your ProposalGPT account and access your Dashboard.
   
   

2. From the left-hand sidebar, click on the “Resumes” tab.

3. You will be redirected to the Resumes Management screen, where all previously uploaded resumes are listed for easy review and management.

Uploading a New Resume

To add a new resume to your company library:

1. Click on the “New Resume” button on the top right of the Resumes screen.

2. You’ll be prompted to upload a file from your device.

AI-Powered Resume Parsing and Analysis

• Once you upload a resume, ProposalGPT’s AI engine will begin processing the file. It typically takes around 60 seconds to fully analyze and extract relevant information.

• During this processing window, the resume will be flagged as “Not Completed.” Once parsing is successful, the status will automatically update to “Completed.”

The system extracts and organizes key fields such as:

• First Name
  
  

• Last Name
  
  

• Job Title
  
  

• Email Address
  
  

• Phone Number
  
  

• Mailing Address
  
  

• Citizenship
  
  

• Technical Skills
  
  

• Notable Projects
  
  

• Certifications and Courses
  
  

• All extracted data is securely saved and structured in the system, making it instantly reusable for proposal generation tasks.

Managing and Editing Resume Data

Once parsing is complete, your resume will appear in the resume list view. 

Also, you can:

• View or edit resume details by clicking on the “Eye” icon next to any entry.

• This opens a detail panel where all parsed fields are categorized in tabs (e.g., Contact Info, Skills, Projects, Certifications). All the edited info will saved and updated automatically, after you edit. 

• You can make manual adjustments as needed — useful when adding extra context or correcting AI-extracted values.

Organizing Team Resumes

You can upload multiple resumes for different team members, such as Project Managers, Solution Architects, Engineers, Compliance Officers, and Subject Matter Experts (SMEs). 

These resumes are stored centrally and are easily selectable during the proposal drafting phase, especially when AI is assembling the team section or past performance attachments based on RFP requirements.

This approach ensures consistent, reusable, and easily accessible personnel information — which improves compliance and speeds up proposal assembly.

3.3 Adding Past Performances 

In most RFP processes, past performance documentation is critical. It demonstrates an organization's track record in delivering similar projects, builds credibility, and strengthens the proposal’s overall competitiveness. ProposalGPT enables users to upload, manage, and extract structured insights from their company’s historical performance records — making it easier to respond to experience-related requirements in RFPs with precision and consistency.

How Past Performances Are Used

ProposalGPT intelligently references the stored past performance entries when drafting proposal responses. Based on RFP requirements, the AI can automatically select the most relevant past performance from your records — ensuring alignment with evaluation criteria such as domain experience, scope relevance, and contract size.

This greatly reduces manual effort while improving the relevance and impact of your proposal submissions.

Accessing the Past Performances Panel

1. From the ProposalGPT Dashboard, navigate to the “Past Performances” screen by clicking the “Past Performances” tab in the left-hand sidebar.

2. The screen displays a list of all past performances previously added to the system.
   
   

Uploading a New Past Performance

To register a new past performance:

1. Click the “New Past Performance” button located in the top-right corner of the screen.

2. A pop-up window titled “New Past Performance” will appear.
   
   

You will now follow a guided upload and configuration process:

Step 1: Upload Supporting Documents

Begin by uploading the documents that contain the relevant past performance information. This typically includes:

• Award Letters
  
  

• Performance Work Statements (PWS)
  
  

• Statement of Work (SOW)
  
  

• Contract Summary Documents
  
  

• Contract Closeout Reports

These files are necessary for AI to extract structured performance data.

Step 2: Enter Performance Title

Once the documents are selected, enter a descriptive Past Performance Name into the provided field. This name will be used to reference and organize the entry across the platform.

Step 3: Save and Analyze

Click “Next” to finalize the entry. The documents will be saved, and ProposalGPT’s AI will automatically begin analyzing the files to extract structured performance data.

AI-Extracted Performance Fields

Within ~60 seconds, ProposalGPT will parse and populate the following key fields:

• Award Title
  
  

• Award Value
  
  

• Total Contract Value
  
  

• Parent Contract Number
  
  

• Task Order Number
  
  

• Role (Prime/Subcontractor)
  
  

• Award Recipient Name
  
  

• Period of Performance (Start & End Dates)
  
  

• Contract Vehicle Name
  
  

• NAICS Code
  
  

• PSC Code
  
  

• Contract Pricing Type
  
  

• Description of Work Performed

These values are then stored and made accessible for future proposal generation.

Viewing, Editing, and Managing Entries

Once the upload and parsing are complete:

• The new past performance will appear in the Past Performance list view.

• Parsed details will be available in the “Overview” tab. Also, uploaded documents will be listed under the “Documents” tab for quick reference.

You can:

• Click the “Eye” icon to open and review/edit the parsed data fields.

• Click the “Delete” icon to remove the entire past performance record if needed.

• Add additional documents to any entry to further enrich or update the stored data.

3.4 Adding Custom Proposal Templates

Managing Proposal Templates

ProposalGPT uses a dynamic AI-driven proposal generation engine that automatically tailors your content to the specific requirements of each RFP. By default, the system includes a standard proposal template that is automatically customized each time a new solicitation is processed.

Click here to download a sample of the default ProposalGPT template.

However, organizations often prefer to maintain their own branded or format-specific templates. ProposalGPT supports this by allowing users to upload and manage custom proposal templates tailored to different RFP types, industries, or government clients.

Accessing the Proposal Templates Screen

1. Log in to your ProposalGPT dashboard.
   
   

2. From the sidebar, click on the “Proposal Templates” tab.
   
   

3. This screen displays all the templates currently available in your workspace, including the default system template and any custom ones uploaded by your team.

Uploading a New Proposal Template

To add your company’s custom template:

1. Click on the “New Template” button located in the top-right corner.
   
   

2. A pop-up dialog will appear, prompting you to upload your document.
   
   

3. Select the relevant file from your device and provide a descriptive name for the template (e.g., “Federal Technical Proposal Format” or “DoD Branding Template”).
   
   

4. Click “Save” to upload the template.
   
   

Supported formats: Only .docx and .doc files are currently accepted.

Once uploaded, the system may take a few moments to process the file. ProposalGPT analyzes the structure and content of the template so that it can correctly merge dynamic RFP-specific data during proposal generation.

After processing is complete, the template will appear in your list of saved templates.

Managing and Selecting Templates

• Users can upload multiple proposal templates to support different RFP styles, clients, or submission formats.
  
  

• To set any uploaded template as the system’s default (favorite), simply click on the star icon next to that template. This template will then be used by ProposalGPT when generating new proposals unless another is selected manually.
  
  

• You can delete a template by clicking on the trash/delete icon corresponding to that template.

Tip: Use distinct naming conventions for your templates (e.g., “Army_Technical_Template” or “Healthcare_SOW_Design”) to quickly identify the correct format during proposal assembly.

Having multiple templates stored and ready allows for maximum flexibility in managing a variety of RFP responses, ensuring each proposal adheres to specific format and branding requirements without the need for repetitive manual formatting.

3.5 Adding Teammates to ProposalGPT

ProposalGPT supports collaborative proposal management by allowing users to invite teammates to their workspace. This enables organizations to coordinate more effectively across departments such as proposal management, capture, technical writing, compliance, and leadership — all within a single centralized system.

Invited teammates can access the shared environment, contribute to proposal development, and manage resources based on their assigned permissions.

In addition to managing your own teams, ProposalGPT’s Teams Directory screen also displays:

• All teams you have created or manage
  
  

• Any external teams you have joined as a member

Steps to Add Teammates

1. From the sidebar menu, navigate to the “Teammates” tab.

2. Click on the “Invite Teammates” button located at the top right of the screen.

3. In the invitation dialog:
   
   

   • Select the team you’d like to add the user to (e.g., Capture Team, Technical Writing Team).
     
     

   • Enter the email address of the teammate you want to invite (i.e., you can add multiple members also, by clicking on the “Add More” button.

4. Click “Send Invite” to send an email invitation.

• The invited user will receive an email with instructions to join your team on ProposalGPT.

Once submitted, an invitation will be sent to the specified email address. The invited user will receive a registration link and, upon successful sign-up, will be added to your team’s workspace automatically.

You can delete the members by clicking on the “Delete” icon as shown.