Access Organisations

Click on "Organisations" in the "Content menu"

In your project, click on Organisations in the Content menu. The Organisations screen displays. The organisations mentioned in the grant agreement, with the exception of organisations without an OID, are available automatically in the project when it is created, and displayed in the Organisations list.

The list provides information such as the OID, Organisation ID, Organisation Role, Legal name and more. 

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

List of organisations

Depending on the organisation role and whether it is part of the grant agreement, one or more of the following options are available for organisations displayed in the list, by clicking on the relevant icon in the Actions column:

• Delete - click on the red bin icon of the desired item and follow the onscreen instructions to delete it.
• View - click on the blue view 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.
• Edit - click on the green pencil icon to open the 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.

Here is an example from a KA122-SCH project. For the beneficiary organisation, the Delete icon (1) is inactive. You can view and edit (certain) organisation information for the beneficiary organisation. For organisation roles Partner or Other, you have the options to Delete, View or Edit (2).

The list of organisations displays the following information for the organisations participating in the project:

1. OID - the Organisation ID unique identifier obtained when registering in the Organisation Registration system. This identifier does not vary from one project to another.

2. Organisation ID - the unique organisation identifier in the project. This identifier is assigned when the organisation is created in the project and can be changed, but must be unique within the project for the organisation.

   Important

   Do not confuse the OID and the Organisation ID. The OID is the unique identifier obtained when registering the organisation in the Organisation Registration system. The Organisation ID is a unique identifier for the organisation in the project.

   See the page Organisation ID and OID in projects for detailed information. 

3. Organisation Role - Displays the role of the organisation in the project, for example Beneficiary organisation, Partner Organisation, Consortium Coordinator, Consortium member, Other.
4. Legal name - Displays the legal name of the organisation.
5. Public body - a flag indicating whether the organisation is a public body.
6. Non-profit - a flag indicating whether the organisation is a non-profit organisation.
7. Country
8. City

Here is an example from a KA122-SCH project:

You can add more organisations to the project, with or without an OID, using the Create button, as explained under Add an organisation below. This option to add more organisations depends on the action type of your project.

If it is not possible to add organisations to a project, the Create button will be inactive. 

View organisation details

To view the details of an organisation in your project, click on the View (eye) icon in the Actions column. 

The organisation details open, displaying the available organisation information. 

The screen consists of several sections, which can be collapsed or expanded individually, using the dedicated arrows.

• Organisation - here you can view the OID (if applicable), Organisation ID, Organisation Role, and other information. 

• Organisation Address and Legal Information - includes legal address and contact information as well as a field for additional comments about the organisation.
• Accreditations and/or Quality Labels - only applicable to OID organisations, and subject to the key action of your project, it displays valid accreditations and Quality Labels.
• Role in Mobility Activity - only applicable to KA121 and KA122 projects depending on the organisation role in the project; not on illustration below. You will be able to edit the roles. See the specifics for KA121/122 below.

Here is an example from an KA121-VET project, displaying organisation information of the Beneficiary organisation. The related KA120 - Erasmus accreditation is displayed in the Accreditations section. 

Click the Back button at the bottom of the screen to close the organisation details and return to the list of organisations. 

Organisation roles

Organisations participating in an Erasmus+ or European Solidarity Corps project will have a specific role. In Beneficiary module, the role of an organisation is displayed in the list of organisations as well as in the organisation details of a specific organisation. 

The roles assigned to organisations in a project vary, depending on the activity type of the project. The most common examples are: 

• Beneficiary: When a project is approved for a grant, the applicant organisation becomes the beneficiary by signing a contract with the National or Executive Agency that has selected the project. If the application was made on behalf of other participating organisations, the partners may become co-beneficiaries of the grant.
• Consortium coordinator: A participating organisation applying for an Erasmus+ grant on behalf of a consortium of partner organisations. The coordinator has special obligations foreseen in the grant agreement. 
• Consortium member: A organisation participating in an Erasmus+ project as part of a consortium. 
• Partner organisation: A partner organisation is an organisation formally involved in the project (co-beneficiaries) but not taking the role of coordinator/beneficiary.
• Invited organisation: In HED projects, any public or private organisation (not awarded with an ECHE) in an EU Member State or third country associated to the Programme or third country not associated to the Programme active in the labour market or in the fields of education, training, youth, research and innovation.

How to manage organisations

Add an organisation

Click on the "Create" button

To add an organisation to the project, click on the Create button at the top of the Organisations list. A new screen opens, where you will add the organisation details.

The Create button is not available in some projects, for example in ESC30-SOL - Solidarity Projects and KA2 projects, except KA220-HED. See the specifics for the different action types below. 

Add an Organisation with OID

Depending on the action type of your project, you can add organisations with or without an OID to your project.

If the organisation you want to add has an OID:

1. Fill in the OID in the applicable field, then click outside the OID field in the Organisations screen.
2. If the OID is found, the related organisation information is automatically retrieved and the relevant fields are filled in.
   1. The fields that retrieve data from the Organisation Registration system are greyed out and cannot be changed in Beneficiary module. Any changes to these details must be made in the Organisation Registration system and require further action from the National Agency.
   2. The sections Accreditations and Quality Labels, where displayed, are also greyed out, as this information is retrieved from the National Agency project management system.
3. Fill in the other fields as applicable. Mandatory fields are marked with a red asterisk *.
4. Once all necessary information is provided, click on the Save button.

If the OID provided is not found, an error message is displayed in red. Check that you have provided the correct OID and make the necessary corrections. If you believe you have entered a valid OID but the error persists, please contact your National Agency. You can find the contact details of National Agencies for Erasmus+ and European Solidarity Corps in the Erasmus+ and European Solidarity Corps platform > Support section.

Add an Organisation without OID

If the organisation you want to add has no OID, leave the OID field empty and fill in all the other fields as required. Mandatory fields are marked with a red asterisk *. Remember that the Organisation ID must be unique for the organisation in the project. 

Once all necessary information is provided, click on the Save button at the bottom of the page. The button is greyed out until all mandatory fields are filled in.

Organisation added to project

When you click Save, a success message confirms that the organisation details have been saved.

The newly added organisation is now displayed in the list of organisations in your project. You can now add contact persons for the organisation, if required. See the page Contacts in projects for details.

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

Add organisations using the mobility import functionality

In projects that allow the export and import of mobility activities (KA121, KA122, KA131, and KA171) from the Mobility activity import-export screen, it is possible to add organisations to the project when importing mobility activities.

When preparing the import file, the organisation specific columns (Sending/Receiving Organisation ID, Sending/Receiving OID etc.) must be filled in and, if the import is successful, the imported organisations will become available in your project. 

See the pages Organisation ID and OID in projects and Edit the mobility activity import file for details.

Edit organisation information

Click on the "Edit" icon

To update organisation information, click on the Edit icon. 

Organisation with OID

Only some fields can be updated if the organisation you want to edit has an OID. The fields that retrieve data from the Organisation Registration system are greyed out and cannot be changed. You may have to use the scrollbar in your browser to access all information for the organisation. 

Any changes required on the details retrieved from the Organisation Registration system must be done there, and require further action from the National Agency.

Organisation without OID

If the organisation you want to edit does not have an OID, all available information can be updated. Make the changes as applicable. Note that an OID cannot be added at this point, as the field is greyed out.

You may have to use the scrollbar in your browser to access all information for the organisation.

Click on "Save"

Click on the Save button at the bottom of the screen. The organisation information is updated.

Delete an organisation from the project

The Beneficiary organisation(s), single beneficiary or consortium, sent to your project with the project information from the National Agency's project management system cannot be removed from the project in Beneficiary module.

For these organisations, the Delete (bin) icon is not active in the Actions column of the Organisations list. If you need to remove these organisations, please contact your National Agency for an amendment to your grant agreement. 

Partner organisations and other organisations can be removed. In the Organisations list, for these organisations, the Delete (bin) icon is active in the Actions column. 

Click on the Delete icon to remove the organisation from the project, then confirm the deletion in the pop-up window. The organisation will be removed from the project. 

Notifications

An email notification is sent to the preferred contact of the organisation added in the project, providing information on the project and access as well as useful links. 

Changes made to organisations will also result in an email notification to the preferred contact of the organisation, informing them of this fact. See Notifications to project contacts for details.

Specifics for European Solidarity Corps projects

ESC30-SOL - Solidarity Projects

Unlike other European Solidarity Corps key actions, ESC30-SOL - Solidarity Projects allow only one organisation to be involved in a project. Therefore the option to add other organisations is not available.

The beneficiary organisation is either an organisation or a natural person, member of the group of people involved in the project, that has applied on behalf of the group using the OID obtained when registering in the Organisation Registration system.

ESC51-VTJ - Volunteering Projects

All organisations that wish to take part in European Solidarity Corps volunteering projects must hold a valid Quality Label for volunteering with a host or support role.

Implicitly, they must be registered in the Organisation Registration system and have a valid OID. For more details about these projects please see the page European Solidarity Corps project management overview.

Specifics for Erasmus+ projects 

Consortium (KA121, KA131, KA171)

A Consortium is

Two or more participating organisations teaming up to prepare, implement and follow up a project or an activity within a project. A consortium may be national (i.e. involving organisations established in the same country) or international (involving participating organisations from different countries).

_{Source: Erasmus+ programme guide online, call 2023, Glossary of terms}

In Beneficiary module, in KA121, KA131, and KA171 projects, where the application was submitted on behalf of a consortium, the Beneficiary organisation is displayed as Consortium coordinator in the list of organisations. The organisations part of the consortium will display the role of Consortium member. 

Organisations added to the project manually will always display their role as Other in these projects. 

KA131-HED - Mobility of higher education students and staff 

Higher Education projects can involve organisations from Programme countries as well as from third countries not associated to the Programme. 

Depending on the nature of the activities, the project can include higher education institutions (HEIs) with a valid Erasmus Charter for Higher Education or other types of organisations also. Please see the page Mobility activities in KA131 Higher Education projects for more details. 

It is possible to add a HEI to the project starting from its valid Erasmus Code. In the Organisation details screen, add the valid Erasmus code in the dedicated field. The OID and all related information is automatically retrieved. Check and update (if applicable) the remaining organisation details, then click on the Save button at the bottom of the screen to add the organisation to the project.

KA171-HED - Mobility of higher education students and staff supported by external policy funds

When a KA171 project becomes available in Beneficiary module, the beneficiary organisation or consortium coordinator and members, as well as organisations in regional partnerships are available. The Organisation Role for these regional partnership organisations will be Partner Organisation and can be edited and removed.

Organisations added manually to the project will always have the organisation role Other. 

KA121/KA122 - Accredited/Short-term projects for mobility of learners and staff (SCH, VET, ADU)

Roles in mobility activity

In the Role in mobility activity section of the organisation details screen you can view and/or choose the mobility activity roles applicable to each organisation involved in the project: Sending organisation, Host organisation, Supporting organisation. 

For the organisations specified in the grant agreement, all the roles are already assigned to all organisations. For the Beneficiary organisation, these roles cannot be changed. For other organisations, you will be able to change the roles as applicable, by de-selecting the relevant tick box(es) for each organisation, in the organisation details screen.

It is possible to add further organisations to the project either with or without an Organisation ID. For such organisations, the mobility activity roles can be changed as applicable. 

In the mobility activity screen, when adding the sending and receiving organisation, respectively, only the organisations having the relevant mobility activity roles are available in each of the drop-down lists.

If Supporting organisation is selected, the field Type of supporting organisation becomes available. Use the available drop-down list to select Paid or Unpaid. If Paid is selected, the field What tasks did the supporting organisation complete? becomes available and must be filled in.

KA2 projects

Create, Edit and Delete options are not available for KA2 projects.

Any changes to the Beneficiary Organisation or any other participating organisations, as well as the addition of organisations to the project, must be done by the National Agency in their project management system. In KA220-HED projects, it will however be possible to create organisations of type Organisation of Invited Staff. For any changes required to the organisations, for example adding an organisation, you must contact your National Agency for an amendment. See Updates to project data in Beneficiary module for additional information. 

Here is an example of the Organisations list in a KA220-VET project. The Create button (1) as well as the Delete (2) and Edit (3) options for the listed organisations are inactive. It is only possible to View (4) organisation details. 

KA220-HED - Cooperation partnerships in higher education

In KA220-HED projects, organisations of type Organisation of Invited Staff can be created and therefore also edited and deleted. Any other type of organisation in the project will have to be updated in the National Agencies project management system. Invited organisations may or may not have an OID. These added organisations will display their organisation role as Other. 

Specifics for Accreditations

KA120 - Erasmus accreditation and KA150 - Erasmus Accreditation for Youth 

In KA120 Erasmus accreditations and KA150 Erasmus accreditations for youth, the Organisation Role displayed is Accredited organisation.

You can only View the organisation details, by clicking on the blue View icon. It is not possible to edit or delete the organisation. No additional organisations can be added, the Create button is inactive.

For additional details regarding KA120 - Erasmus accreditation in Beneficiary module, see the page KA120 Erasmus Accreditations in Beneficiary module.

For additional details regarding KA150 - Erasmus Accreditation for Youth in Beneficiary module, see the page KA150 Erasmus Accreditation for Youth in Beneficiary module.