Manage Participating organisations

Add an organisation

manually

To add

Click on the "Create" button

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

KA220-HED and for accreditations. 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 Organisations 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.

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Add an Organisation without OID

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Add an Organisation without OID

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

Add Participating 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 importImport-export mobility activity 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.

Edit organisation information

Click on the "Edit" icon

To update organisation information, click on the Edit icon. 

Import organisations from other projects (KA131 only)

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

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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.

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Organisation without OID

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

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Organisation without OID

If the organisation you want to 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.

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Click on "Save"

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

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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 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 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. Image Removed

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 

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Consortium (KA121, KA131, KA171)

These organisations cannot be deleted in the project.  Organisations 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. 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.

Import Organisations from other projects