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What is the topic about?

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 reflect the latest implementation.

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


 

How to modify organisation details in the Organisation Registration system?

1. Access "My Organisations" list and select "Edit" 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).

1.1. View list of organisations

Here you can find a list of 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.

Open My Organisations

1.2. Access organisation details

Click on the blue Organisation ID 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 organisation details

To easily 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. If your organisation already has a PIC but the organisation information was not transferred to the Organisation Registration system it can be entered in this screen. See more details concerning the PIC field.

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


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 side 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.

Replace organisation person

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 Save.

Select authorised user

4.4. Update the Contact Person

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

Update contact person

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. 

Update my organisation


5. Modify Authorised Users

5.1. Access the "Users" section

Open the Users section. The list of 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. 

Modify authorised users

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? check-boxes. Otherwise, fill in details in the available fields. 

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

Update details and save changes

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. 

Update my 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 OID Manage documents for details.

Important

 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.