1. Access "Associated Persons" for an organisation

Select Participating organisations or Applicant organisation in the content menu, depending on your type of application. 

1. Select the name of the institution for which you want to update the associated persons.
2. Scroll down in Participating organisations to the Associated Persons subsection.
3. The Associated Persons explanatory information and details (if any) display. 

A number of requirements regarding the associated persons are listed for each organisation. These requirements depend on the type of project and the type of organisation. 

When an associated person is added, one or more of these requirements may be resolved, and disappear from the list. 

When no unresolved requirements are shown here, the associated persons section for this organisation is complete.

2. Add contact using "Add an associated person"

Click on the Add an associated person button.

2.1. Provide required information

The Create a Contact person window opens. Provide the required information about the contact person in the available fields. 

2.2. Select the person's role(s) using the radio buttons

Associated persons are persons related to the project in the selected organisation. A person can have different roles: Legal representative, Primary contact person and, for some actions, the Online linguistic support.

The first person added in your form is by default the Primary contact person. The relevant checkbox is pre-selected. This can be changed later, as you add more associated persons.

If you select the Legal representative role, the field Position becomes mandatory.

2.3. "Legal representative" and "Primary contact person"

You have to indicate at least two types of associated persons: a Legal representative and a Primary contact Person. 

• The Legal representative is the person with the authorisation to represent the organisation in legal agreements and contracts.
• The primary contact person is the main person in charge and the first contact point for everything that has to do with your project. One person can have more than one role.

2.4. "Online linguistic support" contact 

The Online linguistic support contact person is the person who will receive personal credentials by email in order to access the Online Linguistic Support License Management System.

The online linguistic support contact person is available in the following forms:

• KA122-SCH, KA122-VET, KA122-ADU - Short-term projects for mobility of learners and staff in school education, vocational education and training, and adult education 
• KA131-HED - Mobility of higher education students and staff 
• KA152-YOU - Mobility of young people
• KA153-YOU - Mobility of youth workers 
• KA154-YOU - Youth Participation Activities

2.5. "Add to my contact list" option

The radio button Add to my contact list is available in the Create an associated person window.

If you select this option, the contact information entered for this person is saved to your contact list.

Your saved contacts are available under My Contacts and you can view them at any time from the main menu.

2.6. Save associated person

Once all the mandatory information for the selected person has been entered, the save button in the bottom right corner becomes active.

Click on the Save button. The personal details screen closes.

In the Participating Organisations panel, you will see the added person in the list of associated persons for the organisation, preceded by a green bar. This indicates that all information for that associated person has been correctly filled in.

3. Add a person from your contact list

3.1. Click on "Search on my contacts list"

If you want to add an associated person who is already in your contact list, you can quickly add the personal details into your application form.

Click on the Search on my contact list button.

3.2. Select the contact(s) to be added from the list and "Save"

The Search on my contact list window opens.

It is possible to select one or several contacts at the same time. Select the contacts you want to add by clicking on the Add button.

Note: Where relevant, you can already indicate whether the contact is a Legal representative by ticking the Legal representative checkbox before clicking the Add button.

Once the contacts have been selected, click on the Save button.

The contacts are added to the list of associated persons. They are now visible in the participating organisations panel.

3.3. Assign role(s) to contacts

In the list of associated persons, click on the Edit icon (green pen) next to a contact or on the right arrow at the end of the line. The details section for the contact is expanded.
Select the relevant check boxes for the roles you want to assign. In our example, we select Contact person for Online linguistic support. The changes are saved immediately.

To close the details click the down arrow to the right of the header line.

4. Add additional contact(s)

If needed, you can add further contacts for your organisation using the Add an associated person option or via Search on my contact list as explained earlier.

You must have at least two different persons per organisation to make sure at least one person can be reached. Each person must have a unique e-mail address.

5. Update contact details

5.1. Update details for an associated person

To update information for an existing associated person:

1. Access the contact details via the Edit (pencil) icon or click the right arrow (>) at the end of the line to open the person's details.
2. Make the required adjustments - the changes are saved immediately.
3. To close the detail window again, click the down arrow to the right in the title line.

5.2. Change the Primary contact or online linguistic support

To change the Primary contact person:

1. Access the contact details via the Edit (pencil) icon or click the right arrow (>) at the end of the line to open the person's details.
2. Check the box for Primary contact person. 
3. A warning message displays, informing you that only one person can be the primary contact.
4. Click Edit to and update the details of the previous primary contact person added in the form.
5. Uncheck the box for the Primary contact person. The above warning message disappears.

To change the online linguistic support person, follow the same steps.

5.3. Add additional Legal representatives

You can assign the role of legal representative to up to 3 associated persons. Simply edit a person's details and check the box for Legal representative.

Once you have checked the box, the Position field becomes mandatory for the person, and you must fill in the details.

The changes are saved immediately.

6. Add an associated person to "My Contacts" list

To add an associated person to your contact list, click the yellow (+) icon.

The associated person is added to your contact list, and the (+) icon is replaced by a (-) icon, which allows you to remove the associated person from from My contacts list at any time. 

7. Remove associated person from "My Contacts" list

To remove an associated person from your contact list, click the yellow (-) icon, then click Yes in the pop-up message to confirm the removal.

The associated person is removed from the contact list, but not from the list of associated persons in this application form. The (-) icon is replaced by a (+) icon, which allows you to add the contact back to My contacts list at any time.

8. Delete an associated person

To delete an associated person from the list, click on the X icon, then click Yes in the pop-up message to confirm the deletion.

The associated person is removed from the list of associated persons for this application, but not from your contact list.