Welcome

Access to OLS

The "Provide access to OLS" functionality was removed from the Beneficiary module. The relevant wiki pages will be updated accordingly.

The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation. 

This page explains how to view and manage (add, update and delete) Associated persons in beneficiary projects. 

All associated persons and legal representatives of the beneficiary/consortium coordinator, as applicable, defined in the application form or during the processing of the application by the National Agency will automatically have access to view and manage their corresponding projects. Other contacts for partner organisations/consortium members/co-beneficiaries, as applicable per signed grant agreement, will by default have read only access to the project and can only view the project information.  

The projects can be accessed from My Projects, accessible from the Erasmus+ and European Solidarity Corps platform after signing in with EU Login. Notifications are also sent to those contact persons once the project is available under My Projects. 

Associated persons with edit rights in the project can indicate additional contacts for all beneficiary and partner organisations and define their access rights to the project. It is also possible to change the access rights of existing associated persons for partner organisations/consortium members/co-beneficiaries. 

A project contact can have an Edit, View or No access to a project (project management) and project dissemination

Associated persons for a project can only be managed while the project status is Project ongoing. An associated person is always linked to a Participating organisation. If new contacts are to be added, the organisation the contact belongs to must be available in the project.

Information

In Erasmus accreditations and ESC50/52 Quality Label the associated persons can only be viewed and no new contacts can be added. If required, contact your National Agency for an amendment. 

For a quick overview of the Associated persons in Beneficiary module, please view the eLearning video.


Manage associated persons

Access "Associated persons" in the project

In your project, click on Associated persons in the Content menuThe Associated persons screen displays. 

Access Associated persons

List of Associated persons

At least two associated persons for the Beneficiary organisation will be available in the list by default, the Primary Contact and the Legal Representative of the project as per signed grant agreement. Associated persons for the participating organisations part of the grant agreement, for example partner organisations, are also transferred upon project creation. 

Contact persons transferred from the NA project management system and flagged as Primary Contact or Legal Representative will obtain their respective Read/Write access rights for both the project and project dissemination. 

Take note

Associated persons belonging to the Beneficiary organisation must include at least one contact flagged as the primary contact so that automatic notifications can always reach a valid recipient. The list of Associated persons belonging to the Beneficiary organisation must include at least one contact with full access to the project.

In KA120 and KA150 accreditations, the primary contact is labeled Erasmus coordinator

In this example, two associated persons for the beneficiary organisation are available in the project. The role (1) and Access (2) rights for each contact are displayed and it is possible to view and edit (3) these contacts, using the available buttons.

List of Associated persons

Following information is available for Associated persons in the list: 

  1. Organisation OID - OID of the organisation as registered in ORs, if applicable
  2. Organisation legal name
  3. First and Last name - of the contact
  4. Position 
  5. Email - of the contact
  6. Telephone 
  7. Beneficiary - indicates if contact belongs to beneficiary organisation; either Yes or No
  8. Legal Representative - either Yes or No
  9. Primary Contact (or Erasmus coordinator) - either Yes or No
  10. OLS Administrator - either Yes, No or Empty, if not applicable for the project
  11. Access to project management - provides information on access rights in the project; can be Edit, View or None

If other associated persons than the ones available in the project are required to have access to the project, the existing beneficiary user(s) can add them.

See the page List functionality in projects for additional information on the list functionalities, such as Search, Filters and the Bulk Actions.

Available information in the list of Associated persons

Add an associated person

Adding an associated person is only possible if you have the required access rights in the project and is not applicable to Erasmus accreditations and the ESC Quality Label. 

Click on the "Create" button

Click on the Create button. 

Click on the Create button

The Associated persons screen opens. Here you have to provide all required information. 

Information

All mandatory fields show the message value missing and a red asterisk (*). Use the available scroll bars to access all fields to be completed. 

The Back button allows you to return to the list of Associated persons. The Save button is inactive until all mandatory information is provided for the contact. 

Associated persons screen opens

The Associated persons form consist of three sections:

  • Contact Person
  • Access to Project
  • Associated persons

By default, these sections are expanded when accessing the contact form. They can be collapsed/expanded individually by using the available arrows. 

Available sections in form, all collapsed

Select the organisation the contact belongs to

Click on the Organisation drop-down box and select the organisation the contact belongs to. All organisations available in the project are available for selection. If the organisation is not available, you can add it from the Organisations section in your project. See the page Participating organisations in projects for details. 

Information

The role of an organisation in your project affects the contact's access to the project as well as certain options you can check in relation to the contact person.

Select the organisation from the drop-down list

Provide the required information

After you have selected the organisation, continue to provide all required details. 

Take note of the following rules for Associated persons in Beneficiary module: 

  • The email address used for a contact does not have to be unique across all organisations within the same project. That means, the same email address can be used for a contact for different organisations. In such cases, the highest access level will be applied when the contact opens the project. 
  • A contact may not belong to any organisations other than the beneficiary organisation, the co-beneficiary organisations or other organisations participating in the project.
  • There can only be one Legal Representative for any given participating organisation within the same project.
  • The list of Associated persons belonging to the beneficiary organisation must include at least one associated person flagged as the primary contact. This will ensure that automatic notifications can always reach a valid recipient. 
  • The list of Associated persons belonging to the beneficiary organisation must include at least one associated person with full access to the project (i.e. Edit access).
  • By default all associated persons from the other participating organisations have view access to the entire project data, but this can be changed by beneficiary associated persons with edit access.
  • Associated persons from an Invited Organisation (KA2 projects) do not have access to the project in My projects.

Fill in the available fields:

  1. General information such as First name, Last name and email address
  2. Select the contact's Role within their organisation by checking the appropriate boxes: 
    • Primary Contact - all automated notifications regarding the selected project are sent to this contact's registered email address.
    • OLS Administrator - this option indicates that the user has the Learning Manager role in the EU Academy system. The availability of this flag depends on the action type of the project.
    • The Legal Representative checkbox cannot be selected, as all Legal representative information is retrieved from the National Agency's project management system.
      Provide the required information
  3. Select whether the contact has Edit, View or None access to:
    • the project in Beneficiary module (project management) and
    • project dissemination
      Select whether the contact has Edit, View or None access
  4. Address and further contact information
    • Use the Same as organisation tick box to automatically fill in the information. The information will be the same as available for the organisation. 
    • You can also provide the required information manually by providing the required information in the available fields
      Provide address information manually or tick the Same as organisation tick box to auto-complete the information

Click on "Save"

The Save button in the bottom right corner of the screen becomes available when all mandatory information is filled in. Click on the Save button to save the contact details.

Click on the Save button

Associated person available in list of Associated persons

A success message displays. The newly added contact is displayed in the list. The role in the organisation and the project access level are indicated in the respective columns. You may have to use the scroll bar of the table to access all information. 

Once items are added to the list, the following icons become available under the Actions column:

  1. Delete - click on this icon for the desired item and follow the onscreen instructions to delete it.
  2. View - click on this icon to open the details of the selected item in read-only mode. All fields are greyed out and you will not be able to change any details.
  3. Edit - open the details of the selected item in edit mode. Make the desired changes, then click on the Save button at the bottom of the screen to save the updated information.
 

See the page List functionality in projects for additional information on the list functionalities, such as Search, Filters and the Bulk Actions.

Added contact available in the list

Edit an Associated person

Click on the "Edit" icon

If you want to make changes to a contact's information, click on the green Edit (pencil) icon.

Take note

It is only possible to fully edit associated persons that you have created in the projet. For contacts transferred from the NA's project management system editing is limited or not possible, depending on the action type of your project.

The Edit (pencil) icon will be inactive for associated persons that cannot be updated in the project. 

Click on the Edit icon

Make the required changes and click on "Save"

You can update all information for a contact that was added in the project, with the exception of the Legal representative checkbox. Make the required changes for the contact person. 

Make the required changes for the contact person

If the Same as organisation tick box was selected upon creation of the contact, all fields in the Associated persons section are read-only. You have to untick the box in order to make changes to these details manually. 

If the Same as organisation tick box was selected upon creation of the contact, all fields in the Associated persons section are read-only

Click on the Save button to save the changes made.

Click on the Save button

Here an example for an associated person from a Partner organisation, transferred from the NA's project management system. In edit mode, nearly all information is read-only. You can only update the Access to Project, by default set to View for both Project management and Project dissemination.

Example for associated person from a Partner organisation, transferred from the NA's project management system, nearly all information is read-only and cannot be updated

Contact updated

A success message is displayed. The contact information is updated and you are redirected to the Contact list

Contact updated

Remove a contact 

To remove a contact from the list, click on the red Delete icon and confirm the deletion in the pop-up. A success message displays and the contact is no longer available in the Associated persons list and no longer has access to the project. 

Delete an associated person

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