1. Go to "Associated persons" for an organisation

1. Click on Participating organisations or Applicant organisation in the content menu, depending on your type of application, then click on the name of the organisation for which you want to update the associated persons. The organisation details open.
2. Scroll down to the Associated persons subsection. The Associated persons explanatory information, unfulfilled requirements and already added associated persons (if any) are displayed. 

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 associated person"

2.1. Click on the "Add associated person" button

2.2. Open the contact card and provide the required information

An empty contact card is created, which is collapsed by default and has the status Incomplete displayed in red.

Click on the Edit (view) icon or the down arrow to open the card, then fill in the required information about the contact person. The information you provide is saved immediately.

The status changes to Complete and will be displayed in green as soon as all the mandatory information is filled in.

2.3. Select the person's role(s)

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, Contact person for Online language support.

For the desired contacts, click on the appropriate checkbox to select the role(s) for this contact. The roles can be changed at any time.

In this example the Legal representative role has been selected and if selected, the Position field becomes mandatory.

In this example the Primary contact person role has been selected:

2.3.1. "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.
  
  

2.3.2. "Contact person for Online language support"

The Contact person for Online language support is the person who will receive personal credentials by email in order to access the Online Language Support License Management System.

The online language support contact person is required in the following application forms: 

Please note that for the following action types a contact person for Online language support is required in the form: 

• KA122-VET - Short-term projects for mobility of learners and staff in vocational education and training
• 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

For applications submitted under KA122-ADU and KA122-SCH, the Contact person for Online language support is, by default, the same as the Primary Contact, therefore it cannot be indicated separately in the application form.

For applications submitted under KA121, KA151-YOU, and ESC51-VTJ, the Contact person for Online language support/Primary Contact is retrieved from the related accreditation/Quality Label. 

These roles can be changed by the National Agency in their project management system, if necessary.

3. Add a person from your contact list

3.1. Click on "Add from my contacts"

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 Add from my contacts button. The Add from my contacts window opens.

Here you can search for contacts by providing at least three characters in the dedicated Search box or browse through the contact list using the arrows at the bottom of the window. You can also adjust the number of contacts displayed per page.

3.2. Click "ADD" for the relevant contact(s) and click on "OK"

1. 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.
   • Where relevant, you can already indicate the person's role by ticking the appropriate checkbox, either before or after clicking the Add button. In our example, we have assigned the role of Legal representative to the selected person.
2. Once the contacts have been selected, click on the OK 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 (pencil) 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 have selected Contact person for Online language support. The changes are saved immediately, and the role is displayed in the card header.

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 email address.

5. Update contact details

5.1. Update details for an associated person

To update information for an existing associated person:

• Click on the Edit (pencil) icon or click the down arrow at the end of the contact card to open the person's details.
• Make the required adjustments - the changes are saved immediately.
• To close the detail window again, click the up arrow to the right in the title line.

In our example we have added the role of Primary contact person.

5.2. Change the Primary contact person or Contact person for Online language support

5.3. Change Legal representatives

You can assign the role of legal representative to up to three 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.

If you have more than three Legal representatives in your application, an error message will be displayed on the screen. This error must be corrected by updating the details of the relevant associated persons to remove the additional role.

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 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 application, 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.

9. Specifics for ESC51 - Volunteering projects 

In applications for ESC51 - Volunteering projects you must name up to three legal representatives. Please make sure that you indicate the same legal representative(s) as declared in your Quality Label and in your organisation's statutory documents.

• For the first legal representative, simply type the person's First name and Last name in the dedicated fields.
• Click on the Add button for each additional person, then provide their first name and last name in the fields.
• To delete a legal representative from the application form, click on the red X next to their name.