The organisation details that are recorded in the Organisation Registration system may require to be updated. There can be different scenarios when an organisation needs to modify their data:

  1. The transfer of organisation details from the Participant Portal to the new Organisation Registration system
  2. Modifications to the organisation details
  3. Change of contact person
  4. Change of authorised users


If your organisation is registered in both the Organisation Registration system and the Participant Portal, it is recommended that you update the organisation details in both systems. 

Take note

The illustrations in this wiki page are for consultation purpose only and do not always reflect the latest implementation.

There may be minor changes to the screen appearance and layout which are described on the updated page Basic functionalities of the Organisation Registration system


How to modify organisation details in the Organisation Registration system?

1. Access "My Organisations" list and access Organisation details for the organisation to update

In the Erasmus+ and European Solidarity Corps platform go to Organisations in the main menu, then click on My Organisations.

Alternatively if you are in Search for an Organisation, scroll to the bottom of the page and select ORGANISATIONS - My Organisations.


The My organisations section is only visible once you are authenticated (signed in to EU Login).

Open My Organisations

1.1. View organisations

If you scroll down you can find all organisations either registered by you or for which you are an authorised person to represent the organisation in relation to Erasmus+ and/or European Solidarity Corps programmes.

View my organisations

1.2. Access organisation details

Click on the blue Organisation name to access the details for the selected organisation in the Organisation Registration system.

The Organisation Registration system opens with the details of the selected organisation. From here, you may view or update the organisation information. 

Access the organisation details

To access a specific section in the form use the Content Menu.

Select section to update

2. Modify the "Organisation data"

Update the required information on your organisation, such as legal name, business name, legal status, language, country and more. 

Please note:

The field PIC is shown only if a PIC code has already been associated with your organisation and cannot be changed. To update the PIC associated with your organisation, please contact your National Agency.

To modify organisation data:

  1. Access the Organisation data section. 
  2. Make the required changes. 
  3. If no other updates are required for your organisation, save the changes by clicking the Update button. 

Modify organisation data

2.1. Enhanced VAT number validation 

Be aware

Even if your organisation was considered valid when created, this may no longer be the case, as an enhanced VAT number validation has been implemented.

In the Organisation Registration system enhanced verification has been introduced for the VAT field. 

The VAT number of an organisation in ORS must adhere to the national formatting rules. However, this does not imply a direct verification of the validity of the specified VAT number in ORS. Such checks may be implemented during the organisation validation and certification process by the National Agencies.

Take note

In ORS the VAT number field cannot contain spaces or dots (.), even if this is allowed in the national format. For example, for Belgium the format used is BE 0999.999.999, but must be specified as BE0999999999.

If you try to introduce a VAT code that does not adhere to the formatting rules for your country, or if you try to edit an existing organisation, where the VAT code does not meet the enhanced validation rules, you will no longer be able to save your changes until the VAT code has been corrected. 

Depending on the selected type of organisation, the VAT number may or may not be required.

The VAT number is not applicable to natural persons or organisations exempted from VAT: 

VAT number not applicable

The VAT number is required for the selected type of organisation and registration country in our example:

VAT number required

Here is an example of a valid VAT number format for the registration country:

Valid VAT number format - example

Here is an example of an invalid VAT number format for the registration country:

Invalid VAT number format - example

For further information on applied rules and validation of VAT numbers, see: FAQs on VIES (VAT Information Exchange System).

3. Modify the "Legal Address"

To modify legal address information:

  1. Access the Legal Address section of the form. 
  2. Make the required changes. 
  3. If no other updates are required for your organisation, save the changes by clicking the Update button. 

Modify legal address

4. Modify the "Organisation Contact Person"

4.1. Access the "Organisation Contact Person" section

Click on Organisation Contact Person in the Content menu.

There are two ways to update the Organisation Contact Person in Organisation Registration system:

  1. You can update the contact person at any time during or after registration, simply by replacing the existing information.
  2. After registration you can quickly replace the organisation contact person's details with those of an existing authorised user, via the Select button.

Both options are explained below.

4.2. Option 1: Update details for the Organisation Contact Person

Update details for the organisation contact person in the desired fields, as applicable. All information can be changed.

In the example below we have replaced the email address.

Update details for organisation contact person

4.3. Option 2: Replace the Organisation Contact Person

To fully replace the current contact person with an other registered Authorised User. click on the Select button.

Click on the Select button

Select an authorised user and "Confirm" selection

In the Select in the Authorised Users list screen:

  1. Click the radio button for the authorised user whose details you want to copy into the Contact Person form.
  2. Click OK.

Select an authorised user

4.4. Update the Contact Person

The contact person's details are replaced according to your selection. A Success message is displayed. 

Contact person information is updated

4.5. Update the organisation

To complete the update, you must click on the Update button. A Success message displays. Click OK to close it. 

Changes to organisation are saved

5. Modify "Authorised Users"

5.1. Access the "Users" section

Open the Users section. The list of added authorised users is displayed. 

5.2. Click the "Edit" icon

Find the contact to be updated in the list and click the Edit icon (green pen) next to it. 

Select Authorised user to update

5.3. Make the required changes and click "Save"

Make the required changes in the Edit Authorised User window. 

There are two ways of recording the details:

  1. If the contact person's email is not already associated with an existing authorised user, the Copy contact person details button is available in the form. Click the button to quickly copy all the contact person's information, including their professional email.
  2. Fill in the information manually.
    1. If the authorised user's phone numbers and/or address are the same as those provided under Organisation Data section, tick the Use organisation phones? and Use organisation address? checkboxes. Otherwise, fill in details in the available fields. 

 In our example below, we have used the Copy contact person details button.


 If the e-mail address is not linked to an EU Login account, the authorised user will receive an invitation to this email address to create an EU Login account. 

Copy contact person details

5.4. Update the organisation

Click on the Update button if no other updates are required for your organisation. A Success message displays. Click OK to close it. 

Save the updates to the organisation

6. Update documents

Documents added for your organisation cannot be changed, only removed. If a new version of a document is required, you have to upload it. The old version should be removed. 

See Manage documents in the Organisation Registration system for details.


If your organisation is already certified and intends to apply for a new grant or accreditation, any documents that are older than 6 months will have to be updated and attached again. This ensures legal security for the authorising officer.

7. Submit the changes

When all modifications are made, click on the Update button at the top of the page. A Success message displays. Click OK to close it.

8. Notifications

The Organisation Registration system will send notification e-mails to all authorised users of the organisation every time modifications are submitted, informing them that changes of organisation details were made in the system.