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Roles and Access rights management is a process you need to take care of at different moments during the funding life cycle in the different IT applications you will use to manage the grant agreement or 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.

(warning)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 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. 

You can read all about Roles and Access rights here. 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 organisations because you did not use it yet: perform a search for the organisation, and then select Actions / contact organisation.

If the organisation is already listed under My organisations in the portal, go to My Area/ My organisations, and select contact organisation under the Actions button menu.


Allocating 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 nominate 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 nominate an additional self registrant in the Funding & Tenders Portal, go to Manage my area / My Organisation(s), click on the Actions button next to your organisation, and select Manage roles.

Click on Add Roles int he following screen. Then, select the role Self Registrant and enter the first name, surname and email address of the person. Click on OK to confirm. As from that moment, the nominated person will see and may access this organisation under her/his My Organisation(s) section within the Manage my area from the Portal. If the person does not have an EU Login, he/she 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 any more, but the LEAR can appoint Account Administrators. This kind of role can perform the same actions as a LEAR in the Participant Register.

(lightbulb) LEARs are kindly asked to nominate 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.

To nominate an Account Administrator in the Funding & Tenders Portal, go to Manage my area / 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 OK to confirm.

As from that moment, the nominated persons will see and may access this organisation under their My Organisation(s) section within Manage my area from the Portal. If the person does not have an EU Login, he/she will be invited to register.



Download the whole Participant Register User Guide as an Adobe PDF file.


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