Access to your organisation
Roles and access rights management is a process you need to take care of at various moments during the funding or tendering life cycle in the different IT applications you will use to manage the grant agreement or procurement contract. In relation to your organisation registration, it mainly refers to granting access to different people in your organisation so that they can access your organisation data in Participant register.
It is important to grant access to the organisation in Participant register to other people of your organisation. This will ensure that the data of your organisation can be maintained at all times upon unexpected situations, such as a sick leave, maternity leave, etc. If additional people have access to the organisation, all requested actions, such as providing documentation or updating specific sections, can be performed without delay.
If you wish to be allocated a role, but you do not know who from your organisation is the contact person in Participant register, you can use the Contact organisation functionality in the portal to send a message.
If the organisation is not listed under My Organisation(s) because you did not use it yet, perform a search for the organisation, and then select the button Contact:
If the organisation is already listed under My Organisation(s) in the portal, go to the left-side navigation menu / My Organisation(s), and select Contact organisation under the Actions button menu:
Allocate roles
Depending on whether your organisation has been validated or not, there is a specific role that you are strongly advised to allocate to additional people in your organisation:
Declared organisations
When your organisation did not undergo a validation process yet, the only role available is Self-registrant. The person who has registered the organisation is granted this role automatically. You are advised to appoint at least one additional Self-registrant. This will prevent that the access to the organisation data is lost if the person who originally registered is unavailable.
To appoint an additional Self-registrant in the Funding & Tenders Portal, go to the left-side navigation menu / My Organisation(s), click on the Actions button next to your organisation, and select Edit organisation roles:
Click on Add Roles in the following screen. Then, select the role Self-registrant and enter the first name, surname and email address of the person. Click on Save to confirm. As from that moment, the appointed person will see and may access this organisation under their My Organisation(s) section within the left-side navigation menu from the Portal. If the person does not have an EU Login, they will be invited to register.
Validated organisations
There is a main role when the organisation has been validated: LEAR. When a LEAR has been validated, all the previous Self-registrant roles are revoked and only the LEAR will have access to the organisation data.
It will not be possible to allocate Self-registrant roles anymore, but the LEAR can appoint Account Administrators. This kind of role can perform the same actions as a LEAR in the Participant register.
Important
LEARs are kindly asked to appoint at least one Account Administrator, even more for larger organisations. If the LEAR of the organisation is unavailable, and there are no account administrators, your organisation could face blocking situations when involved in any kind of funding or tendering.
To appoint an Account Administrator in the Funding & Tenders Portal, go to the left-side navigation menu / My Organisation(s). Then, click on the Actions button next to your organisation, and select View roles:
In the following screen, click on Edit organisation roles, and click then on the Add roles button. Select the role Account Administrator and enter the first name, surname and email address or the person. Click on Save to confirm:
As from that moment, the appointed persons will see and may access this organisation under their My Organisation(s) section within the left-side navigation menu from the Portal. If the person does not have an EU Login, they will be invited to register.