Access "Participating organisations" in the project

Click on "Participating organisations" in the "Content menu"

In your project, click on Participating organisations in the Content menu. The participating 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 are displayed in the Participating 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 Participating 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 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-ADU project. For the Beneficiary organisation, the Delete icon (1) is inactive. You can view and edit (certain) information for the beneficiary organisation. For organisation(s) with the role of Other, you have the options to Delete, View or Edit (2). 

In KA131 and KA171 Higher Education projects, a link to the list of Higher education institutions holding an ECHE (2021-2027) on https://erasmus-plus.ec.europa.eu/document/higher-education-institutions-holding-an-eche-2021-2027 is also available in the Participating organisations list screen.

The list of Participating 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 or 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 participating 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 participating organisations depends on the action type of your project. If it is not possible to add organisations to a project, the Create button will not be available.

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.

• Participating organisation - here you can view the OID (if applicable), Organisation ID, Organisation Role, and other general 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 and depending on the organisation role in the project; not in the illustration below. You will be able to edit the roles. See the specifics for KA121/122 below.

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

Organisation roles

Organisations participating in an Erasmus+ or European Solidarity Corps project will have a specific role. In a project, the role of an organisation is displayed in the list of Participating 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.
• Accredited organisation: In Accreditations the accredited organisation is displayed with the role Accredited Organisation.
• Other: Not further specified. 

Manage Participating organisations

Add an organisation manually

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

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 participating 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 Participating organisations screen.
2. If the OID is found, the related organisation information is automatically retrieved and the relevant fields are filled in.
   • 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.
   • The sections Accreditations and Quality Labels, where displayed, are also greyed out, as this information is retrieved from the National Agency project management system.
   • Fill in the other fields as applicable. Mandatory fields are marked with a red asterisk *. 
3. Once all necessary information is provided, click on the Save button.

Use the scrollbar in your browser to access all information on screen. 

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 Participating organisations in your project. You can now add associated persons for the organisation, if required. See the page Associated persons in projects for details.

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

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. 

Add Participating organisations using the import functionality

In projects that allow the export and import of mobility activities/participations from the Import-export screen, it is possible to add participating 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 participating 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.

Import organisations from other projects (KA131 only)

Beneficiaries and consortium coordinators in KA131-HED projects are able to import organisations with an OID from other KA131 project available in Beneficiary module in their project, using the Import Organisations from other projects functionality.  

See the page Import organisations from other project in KA131 projects for details.

Edit organisation information

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.

Click on the Save button at the bottom of the screen to save any changes made. The organisation information is updated.

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 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 Participating 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 Participating 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 for call 2021 allow only one organisation to be involved in a project. Therefore the option to add other participating 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.

For ESC30 projects from call 2022 onward, it is possible to add organisations with an OID in the project. These organisations will have the organisation role Other. It is not possible to add an organisation with any other role. 

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.

In ESC51 projects, only organisation with an OID can be added to the project. 

Specifics for Erasmus+ projects 

Higher Education (KA131, KA171 and KA2)

In KA131, KA171 and KA2 Higher Education projects, the HEI flag is available in the organisation details, indicating the organisation is a higher education institution.

In KA131 and KA2 Higher Education projects, the flag is automatically checked if an OID organisation holds an Erasmus code (ECHE) and is read-only. In KA171 projects, the flag is editable.

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 2024, 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. 

These organisations cannot be deleted in the project. Should there be a need to change the consortium members, please contact your National Agency for an amendment. Participating 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 supported by internal policy funds

KA131 Higher Education projects can involve organisations from Programme countries as well as from third countries not associated to the Programme. See the list of eligible countries available online under https://erasmus-plus.ec.europa.eu/programme-guide/part-a/eligible-countries.

Depending on the nature of the activities, the project can include higher education institutions (HEIs) with a valid Erasmus Code (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

In KA171 projects, 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 these organisations can be edited and removed. Participating organisations added manually to the project will always have the organisation role Other. 

It is not possible to add an organisation (with or without an OID) belonging to a region not defined in the grant agreement. In such case, a red warning message displays under the Country field, informing you of this fact. The Save button will be inactive. 

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

Roles in mobility activity

In KA121 and KA122 projects, 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. 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.

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. The organisations specified in the Grant Agreement and/or manually added in the project are available in the Participating organisations section in your project. It is possible to add further organisations to the project either with or without an Organisation OID. 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 can be selected as Sending or Receiving organisation. If you select an organisation that does not have the required role defined in their organisation details, a warning message will display below the Sending or Receiving organisation field in the mobility activity screen after it was selected. 

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. 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. 

In KA220, call year 2021 projects, it is possible to add participating organisations of type Organisation of Invited Staff. See the next chapter for details.

Here is an example of the Participating organisations list in a KA220-VET project from call 2021. The Create button is not available and the Delete (1) and Edit (2) options for the listed organisations are inactive. It is only possible to View (3) organisation details. 

Status, Partnership entry date and Partnership withdrawal date in KA2 organisation details 

In KA2 beneficiary projects, when editing or viewing organisation details of a participating organisation in the project, the fields Status, Partnership entry date and Partnership withdrawal date are displayed and read-only. 

Inactive participating organisations in the project need to be flagged in the National Agency's project management system. The period during which a participating organisation is active in a project has to be indicated using a start date, which is the Partnership entry date, and an end date, which is the Partnership withdrawal date. Organisations that enter the project later or withdraw during the project life cycle must be indicated to the National Agency so that all required updates can be made and the new information is made available in the beneficiary project. 

For the Beneficiary organisation, the project start date is used as the Partnership entry date and project end date as the Partnership withdrawal date, and are read-only. 

Status

An organisation can have the status Active or Withdrawn.

Partnership entry date

For participating organisations imported from NA's project management system, the Partnership entry date is retrieved from there and is read-only. For participating organisations imported from NA's project management system which do not have a Partnership Entry Date, the Project Start Date is used.

If the Partnership entry date is changed in NA's project management system, it will be updated in the beneficiary project. 

Partnership withdrawal date

For participating organisations imported from the NA's project management system, the Partnership withdrawal date is received from there and is read-only. For participating organisations imported from NA's project management system which do not have a Partnership withdrawal date, the project end date is used and is read-only.

If the Partnership withdrawal date changes in NA's project management system, it will be updated in the beneficiary project. 

KA220, Call 2021

In KA220, call 2021 projects, participating organisations of type Organisation of Invited Staff can be added 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 and Quality Label 

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 not displayed.

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.

For additional details regarding ESC50 - Quality Label in Beneficiary module, see the page ESC52 and ESC50 Quality Label for beneficiaries.