1. Access "Associated persons" in the project

In your project, click on Associated persons in the Content menu, to open the Associated persons screen. 

2. 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 the signed grant agreement. Associated persons for the participating organisations which are 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 access rights for both the project and project dissemination. 

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. You can also delete contacts, but only the ones you have added in the Beneficiary module. The associated persons transferred upon project creation cannot be deleted.

The following information is available in the list of Associated persons: 

1. Organisation OID - the OID of the organisation, as registered in ORs, if applicable
2. Organisation legal name - the registered name of the organisation
3. First and Last name - the identification of the contact person
4. Position - the position held in the project, if applicable
5. Email - the electronic mail address of the associated person
6. Telephone - the telephone number where the associated person can be reached
7. Beneficiary - indicates if the contact belongs to the beneficiary organisation; either Yes or No
8. Legal Representative - indicates if the contact person represents the organisation for legal matters; either Yes or No
9. Primary Contact (or Erasmus coordinator, for KA120, KA121, KA150, ESC50, and ESC52 projects) - 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 the person's 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 by clicking the Create button.

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

3. 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. 

3.1. Click on the "Create" button

To add a new associated person, click on the Create button. 

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

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

The Associated persons screen consists of three sections:

• Contact Person
• Access to Project
• Contacts

By default, these sections are expanded when accessing the contact form. You can collapse/expand them individually, by clicking on the section title or by using the available arrows. 

3.2. Select the organisation the contact belongs to

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

3.3. Provide the required information

After you have selected the organisation, continue to provide all the 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 person opens the project. 
• A contact person 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 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 (or Erasmus coordinator, for KA120, KA121, KA150, ESC50, and ESC52 projects) - 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 check box cannot be selected, as all the information regarding this role is retrieved from the National Agency's project management system.
     
     
3. In the Access to project section, select the type of access the person is granted (Edit, View, or None) in the project:
   • Access to project management, and
   • Access to project dissemination.
     
     
4. Contact address and further information
   • In the Contacts section, select the Same as organisation to automatically fill in the information. The associated person's contact information will match the information provided above, for the organisation. Note that the Same as organisation selection box will not be available if you have not previously selected the organisation in the previous section.
   • You can also provide the required information manually, by typing in the required information in the available fields.
     
     
     

3.4. 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.

3.5. Associated person added in the project

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

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

1. Delete - click on this icon in line with the item you wish to delete, and follow the onscreen instructions.
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.

4. Edit an Associated person

4.1. Click on the "Edit" icon

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

4.2. 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 check box. 

If the Same as organisation was selected when you created the contact person, all the fields in the Associated persons section are read-only. You have to remove the selection in order to be able to make changes to these details manually. When you have finished, click on the Save button to retain the changes made.

See below 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 management and Project dissemination.

4.3. Contact updated

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

5. 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.