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Add Participants to Your Proposal

In this step you can add, remove, and manage additional partner organisations and their contact persons (roles). You can also edit the contact person's details of the main organisation. In the following steps, we cover the creation of the consortium. For specificities about modifying a consortium, see Modifying consortium and actions needed in the form Part A (Step 5)

  1. If you clicked Continue with this proposal, the Step 4 - Manage your Related Parties screen is displayed, where you can add partners: 

    Alternatively, you can also access this step from the list of your proposals at a later stage:

    In the Funding & Tenders Portal, click on the Actions button next to the proposal and select Edit Draft:

     

    Once you are in the proposal, click the Step 4 Parties button. The Step 4 screen is displayed.

  2. The following message presents the Consortium Eligibility requirements for the minimum number of participants.

     
    Note: Before you can invite a Partner, they must already have a PIC (see the  Submission Preparatory Checklist section).

    Note about eligibility: Eligibility problems indicated by the submission application are merely illustrative, and it is likely that not all applicable ones are indicated by the Portal submission system. Please check the topic page to get to know the exact eligibility conditions applicable to your proposal. See the specific requirements for your proposal by checking the Topic conditions and documents section in the topic page of the Portal.

     
  3. Click the Add Partner button and a new screen will open, as shown in the image below: 
  4. Enter your Partner Organisation's name or PIC in the search field and click the Search button. This will give you a list of organisations matching the term in the search field. Select an organisation with a valid PIC from the list of search results. You can recognise validated organisations by the 'validated' status message displayed below the organisation's details :


    (info) Note: Organisations in the consortium would usually get a notification of their involvement when the proposal is submitted, as well as getting notified if the proposal where they were participating is withdrawn, as suggested by the warning below.  


  5. Find your Partner organisation and click the Use button. The Add Contact window will appear.
    You c
    lick the question mark on the window to learn about the rules.

  6. Select the appropriate project role of the Partner Contact:

    At least one Main contact must be provided for each partner. Failure to specify a main contact for each partner can block submission.
  7. Provide at least one Main contact must be provided for each partner or following message will be displayed when trying to move to the following step. In case of Calls with specific contact roles this contact can be named differently, i.e. Main Host Institution contact. Be aware that failure to specify a main contact for each partner may force you to return to Step 4 to re-validate Form A, (even if it is already validated) before you can submit the proposal.


  8. Select the access rights that you want to grant to your Partner contact. Only the person assigned the Main Contact role and having full access rights can submit an application. 
     
    (info) Note
    : Once you grant full access rights to a Contact person, he/she will not be allowed to alter their own access level to 'read-only'. This can only be done by you as a Proposal Coordinator (or by another user with full access rights).


  9. Fill in the fields and click the OK button.
     
    (info) Note
    : If the Contact persons do not have an EU Login account yet, the system will use the provided email to send them an invitation and grant access to the application.

     

  10. Repeat the same steps for the remaining Partner organisations. You will see the additional contact appear in the Partner information section:

    There is a limitation of the amount of new invitations sent per minute (i.e., contacts which will be invited to register an EU Login). To avoid any errors, if you are entering many contacts at the same time, you are advised to save from time to time, instead of saving all changes at once. For instance, click on the Save Changes button after entering about 10 contacts, then proceed entering another 10 contacts and save again, and so on.

     
  11. Once you have completed this task, click the  Save Changes  button. The following message will be displayed.


    Click Continue to confirm that you want to save the changes. A window displays while saving.

  12. Once the changes have been saved, the 'applying changes' pop-up window disappears. You can click on   to go to Step 5.

Note : At this point, the system will automatically generate emails to all the Partner contacts. The emails include all relevant information and links to access the proposal. The Access rights granted to each Partner contact will determine the level of access that the contact will have. If any of the contacts did not have an EU login, they will get an invitation to create one by clicking on a link in the participation email. 
Once you performed the actions described above, you can return to the 'Step 4 - Manage Your Related Parties' screen to modify the consortium structure or the partner data by clicking the  button. Please note that every change in the consortium requires that you go to  the new/modified partner organisation section in the form Part A (see Editing and Completing the Form) if the form has been already filled in before the change. You will see a warning message after having changed the consortium structure and clicking:
 

What this message really means is that you cannot submit a proposal if you made modifications in the consortium data, without opening and reviewing added/modified participants sections in the form and clicking on the validate form button to control possible errors and warnings. This needs to be done even if you already validated the form before changing the consortium.

If you did not arrive to step 5 yet, and you clicked on  before clicking on  , just select  to continue preparing your draft proposal.

Modifying consortium and actions needed in the form Part A (Step 5)

Modifying consortium and actions needed in the form Part A (Step 5)

The consortium data may be changed at any time before the submission. To do so, access your proposal from the Funding & Tenders Portal, click on the Actions button next to the proposal and select Edit Draft.

Once you are in the proposal, you will see the  button; click it in order to display the Step 4 screen and the button.

Any modifications in the consortium require that you (the coordinator, who can do it for all partners, or the main contact of a participating organisation, who can do it only for their own organisation) go to the corresponding participant sections in the form Part A, provide the data for the participant, as well as filing in other corresponding sections such as the budget table line for a newly added participant organisation, and save the form after each change to the consortium structure. Please follow these steps:

  1. Add the new partner and the partner contacts.
  2. Click on Next at the bottom of the page. When presented with the following message, click on Save and go to step 5 .
  3. In Step 5, click on edit forms.
  4. In the form, navigate to the Participants & contacts section (when opening the form, scroll down to the table of contents and click on Show).
  5. Then, click on Show for the added/modified partner and fill in the details as usual. You need to do this for each partner added/modified in the proposal consortium. Afterwards, save the form, this will prevent errors in the validation of the proposal before submitting.
  6. Also, navigate to the Budget section and fill in the data for the corresponding partner. Save the form afterwards.

Additional support on managing your consortium

 Buttons in the consortium screen

Buttons in the Parties screen ('Step 4 – Manage Your Related Parties')

You can perform the following actions for an existing partner company using the buttons described below:

  1.  Delete participant Click this button to delete any participant except the coordinator.
  2.  Partner information Click this button to see more information about the partner company.
  3.  Add contact Click this button to add a new contact to an existing partner company.
  4.  Edit existing contact Click this button to edit an existing contact by clicking the pencil icon (5).
  5.  Delete existing contact Click this button to delete an existing contact. 
    Note
    : You cannot delete a contact when this user is currently logged in.
  6.  Contact information Click this button to see more information about the company contact. The name field will expand to show the email address and phone number of the contact.
  7. Click this button to replace the existing organisation (PIC). Coordinator contacts with full access rights can now change the coordinator organisation or the partner organisation. Clicking the Change Organisation button will open the PIC search pop-up window, where the user can search for, and select, another organisation.

  8. Click this button to contact the LEAR or/and the Account administrator of an organisation.

 Deleting contacts

Notification system for deleted contacts

When a contact is deleted from the list of contacts for an organisation, their access rights to a proposal will be revoked. As a result, this person will no longer be able to view or edit the proposal. If you can no longer view or edit proposals that you were previously able to work on then it is very likely that your profile was deleted from the list of contacts resulting in a revocation of access rights.

If this happens, you will be informed by email that your access rights to a particular proposal have been revoked.

 Change proposal coodinator

Promoting a Partner organisation to Coordinator status

Current coordinators (with full access rights) can now swap roles with a partner organisation.  Any partner organisation that has provided details of a main contact can be promoted to the coordinator role provided that a main contact has been specified for it. Please note that swapping roles will not be possible if the call requires a fellow coordinating organisation. To promote a partner organisation to coordinator status, proceed as follows:
 

  1. Create a draft proposal. Your organisation will automatically hold the coordinator role for that proposal.
  2. Ensure that each partner organisation has a main contact. 
  3. Drag and drop the partner organisation to the top of the list. This action will swap roles between the two organisations.

    The following message is displayed:

  4. Confirm the changes to both roles by clicking the  Yes change coordinating organisation button. 

The former partner organisation has now been promoted to coordinator status. The contact persons of both organisations will also receive e-mails informing them that a transfer of access rights has taken place.

 Error Messages related to selected PIC

Other Eligibility Issues when Selecting a PIC ('SME' status, 'for profit' status, etc.)

In addition to the consortium eligibility requirements; there may be also a set of criteria which must be met by the participating organisations depending on each call. For instance, sometimes the participants need to have been validated with specific values for their legal status, such as being 'for profit' or being registered as an SME, in order to participate. Otherwise, the error message below will be displayed and will block the organisation from submitting a proposal for those calls:

The error is due to the registered information of the selected PIC. In order to participate with the selected PIC in those cases, the LEAR or the Self-registrant of the participant will need to update the participant's information, if applicable; and submit the supporting documentation to justify the change. They will have to run the SME Self-Assessment in Participant Register. Otherwise, the applicant will need to select a correct organization in order to participate.

Please refer to the Participant Register online documentation in order to learn how to maintain your organization data. Applicants are requested to carefully study the eligibility criteria of each call before actually trying to apply for a topic for which they are ineligible.

Note about eligibility: Eligibility problems indicated by the submission application are merely illustrative, and it is likely that not all applicable ones are indicated by the tool. Please check the topic page to get to know the exact eligibility conditions applicable to your proposal.

Video Demo

To watch a video of this task being performed, click the image below:

1 minute 8 seconds

Download the whole Proposal Submission Service User Guide as an Adobe PDF file.





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