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Register an organisation
Registering in the Participant register is free of charge and takes about 5-10 minutes to complete.
Make sure that your organisation has not already been registered in the Participant register. This preliminary step is important in order to avoid duplicates.
- In the Funding & Tenders Portal, open the Procurement menu and click on Participant register.
- Click the
button. Enter the organisation name (or part of it). You may restrict the results by selecting a specific country.
- You may restrict results by selecting a specific country or expanding the advanced search by clicking on All filters and applying further filters to the search criteria.
- Click on View results to display the matches.
The results are displayed on the page.
If you do not find your organisation, then open again the Procurement menu and click on Participant register .
Click on and follow the registration wizard (see here).
In case you want to exit the wizard, t he system will automatically save the information entered so far and you can resume the registration process next time you will access the Participant register.
After the registration is completed, the system sends a notification to the email address linked to the EU Login of the person who registered the organisation in the Participant register (self -registrant) and (if applicable) to another authorised user defined during the registration process: back-up self-registrant.
You can now use the PIC in order to prepare and submit a request to participate/tender through the F&T Portal.
Self-registrant and his/her back-up will be able to follow up and update the organisation data until a Legal Entity Appointed Representative (LEAR) is appointed (see below Roles within an organisation). They have access to the data of the organisation via My Organisation(s) in the left side navigation menu:
Roles within an organisation
- roles at organisation level, i.e. roles which concern the organisation in F&T Portal (see below):
- Legal Entity Appointed Representative (LEAR)
- Account Administrator (AccAd)
- Legal Signatory (LSIGN)
- Accounting Manager (AccMa)
- roles related to a procedure or a contract, i.e. roles applicable only to the procedure or the contract (read more here):
- Primary Coordinator Contact (PCoCo)
- Coordinator Contact (CoCo)
- Contract Accounting Manager (CAccMa)
Self-registrant
(temporary role)
The s elf-registrant of an organisation is the person who registered the organisation in the Participant register.
S/he may define back-up self-registrants to ensure that the organisation data can be updated and documents added when requested by REA. The procedure to add/ change self-registrant(s) is described below .
The self-registrant and any back-up is able to u pdate the organisation data until a LEAR is nominated.
After REA validates the legal existence of the organisation, the legal representative(s) (e.g. the CEO of the company) will be asked to nominate a L egal Entity Appointed Representative (LEAR) . You can find all the details here.
The LEAR is the organisation's contact point in F&T Portal authorised to:
The LEAR can be officially appointed only after the organisation has been validated as a legal entity by REA. Once the LEAR has been validated by REA, self-registrants have no longer access to the PIC data.
There can only be one LEAR per organisation. Persons with the role Account Administrator have the same rights in F&T Portal as the LEAR (except the right to nominate another Account Administrator) and that is why it is recommended to appoint always one or more Account Administrators as a LEAR back-up.
The LEAR is notified each time when a request to participate/tender in which the LEAR's organisation participates as a candidate/tenderer is submitted and opened in F&T Portal.
If the LEAR has left the organisation, the organisation should start the process to appoint a new LEAR (see
Launch a LEAR recovery action for validated organisations).Roles at the level of public procurement procedures
| Roles | Description |
|---|---|
Primary Coordinator Contact (PCoCo)
| The contact person indicated during the submission of the tender or the request to participate in eSubmission receives the role Primary Coordinator Contact (PCoCo) for the submission and, for two-step procedures or negotiated procedures, the subsequent invitation (if the organisation is invited to submit a (revised) tender). There can be only one Primary Coordinator Contact per submission/invitation. If the contact person does not have an EU Login account, a temporary EU Login account will be automatically created based on the email address indicated in the submission. The contact person will be invited by email to complete the EU Login registration. The invitation will be an automatic system message with no reference to the procedure. The user submitting the tender / request to participate (if different from the contact person) receives the role Coordinator Contact (CoCo). The PCoCo/CoCo can perform the following actions:
|
 The PCoCo for a submission/invitation in a procurement procedure cannot be changed through F&T Portal. Contact the contracting authority if a new PCoCo needs to be appointed. |
| To learn how to add or revoke roles in the frame of two-step procedures or negotiated procedures, consult the "Manage roles in Funding & Tenders Portal" section in the Quick guide eSubmission . |
Roles at the level of the contract
| Roles | Permissions | |
|---|---|---|
Primary Coordinator Contact (PCoCo)
| The PCoCo and CoCo nominated for a framework contract (FWC) receive all FWC related notifications (e.g. invitations to reply to a request for specific contract, award notifications, invitations to sign a specific contract). They can perform the following actions in F&T Portal:
| |
| Contract Accounting Manager (CAccMa) | Accounting Managers appointed by the LEAR have the right to create and submit invoices through F&T Portal for all the contracts of their organisation or, i f the contractor is a consortium, the contracts for which the organisation is a consortium leader. Accounting Managers can also nominate Contract Accounting Managers (CAccMa):
| |
| Contract Legal Signatory (CLSIGN) | The organisation’s Legal Signatories for Procurement (Procurement LSIGN) appointed by the LEAR can assign a Contract Legal Signatory per framework contract or specific contract. The Contract Legal Signatory is a Procurement LSIGN assigned to a framework contract or specific contract. When assigned to a framework contract, the Contract Legal Signatory will be the only Procurement LSIGN authorised to sign any new specific contract and specific contract amendment under this framework contract except for specific contracts for which a different Contract Legal signatory has been assigned. When assigned to a specific contract, the Contract Legal Signatory will be the only Procurement LSIGN authorised to sign the specific contract and its amendments even if there is a Contract Legal Signatory assigned to the framework contract. The other Procurement LSIGNs who are not CLSIGN can still access the contract, including all specific contracts under the framework contract and assign/revoke the CLSIGN role for a framework/specific contract. Notifications related to the signature of contracts/amendments are sent only to the respective Contract Legal Signatories:
If no Contract Legal Signatories have been defined for the framework contract, the notifications are sent to all organisation's Legal Signatories for Procurement. |
Add and revoke Coordinator Contacts at invitation level
Add a Coordinator Contact at invitation level (request for specific contract)
The FWC Primary Coordinator Contact (PCoCo) and Coordinator Contacts (CoCos) can add other CoCos for an invitation (request for specific contract) which has the status received, ac knowledged or accepted (for closed or cancelled invitations this is no longer possible):
| 1 | Log in to the Funding & Tenders Portal. |
| 2 | Go to My Invitation(s) . |
| 3 | Find the request for specific contract procedure (you can use the search field on top). From the Action menu, select Manage roles:  |
| 4 | Click the Edit roles button (if the contractor is a consortium, click the Edit roles button for the consortium leader):
|
| 5 | Click the Add roles button. |
| 6 | Select the C oordinator Contact role. |
| 7 | Fill in the requested data (first and last name, and email address) and click OK . If the newly added CoCo does not have an EU Login account, a temporary EU Login account will be automatically created based on the indicated email address. The CoCo will be invited by email to complete the EU Login registration. The invitation will be an automatic system message with no reference to the procedure/contract. When a CoCo is added to the invitation, the PCoCo and any other CoCos defined for the FWC (and not revoked from the invitation as explained below) receive email notifications from the F&T Portal. The notifications can be found under the F&T Portal section My Notification(s) of the logged on user where the user can set up the email notification preferences. |
Revoke a Coordinator Contact at invitation level (request for specific contract)
The FWC Coordinator Contacts (CoCos) are automatically added as CoCos for an invitation (request for specific contract).
The PCoCo and CoCos can revoke a CoCo role for any invitation which has the status received, ac knowledged or accepted (for closed or cancelled invitations this is no longer possible):
| 1 | Log in to the Funding & Tenders Portal. |
| 2 | Go to My Invitation(s) . |
| 3 | Find the request for specific contract (you can use the search field on top). From the Action menu, select Manage roles:
|
| 4 | Click on Edit roles. |
| 5 | Click on |
Add and revoke a role at contract level
Add a role at contract level
It is possible to assign a role at framework contract (FWC) or specific contract level:
- Users assigned a role at FWC level will have the same role for all specific contracts under the FWC:
- Primary Coordinator contact (PCoCo): the PCoCo for the FWC is assigned by the contracting authority and cannot be changed in F&T Portal.
- The FWC PCoCo is also PCoCo for the specific contracts unless a different person has been indicated as contact point in the submission of the reply/specific tender leading to the specific contract (in this case the FWC PCoCo becomes CoCo for the specific contract and the person indicated as contact point in the submission becomes PCoCo for the specific contract).
- Coordinator contact (CoCo): the FWC PCoCo can add a CoCo for the FWC.
- The FWC CoCos are also CoCos for the specific contract unless the CoCo role was revoked on the invitation leading to the specific contract (see above Revoke a Coordinator Contact at invitation level).
- Contract Accounting manager (CAccMa): the LEAR appoints an AccMa for the organisation. Any AccMa can appoint a Contract Accounting Manager (CAccMa) for the FWC.
- The CAccMa for the FWC can create and submit invoices for all specific contracts under the FWC, except for specific contracts for which a different CAccMa is assigned.
- Contract Legal Signatory (CLSIGN): the LEAR appoints a Legal Signatory for Procurement for the organisation. Any Legal Signatory for Procurement can appoint a Contract Legal Signatory (CLSIGN) for the FWC. Only this Contract Legal Signatory will be able to sign new specific contracts and new amendments under this framework contract and will receive the related notifications.
- Primary Coordinator contact (PCoCo): the PCoCo for the FWC is assigned by the contracting authority and cannot be changed in F&T Portal.
- Users assigned a role at specific contract level have the role only for the specific contract for which they have been assigned the role:
- Primary Coordinator contact (PCoCo): the person indicated as contact point in the submission of the reply/specific tender leading to the specific contract. It is not possible to change the PCoCo through F&T Portal.
- Coordinator contact (CoCo): added by the PCoCo/CoCos of the specific contract or inherited from the FWC CoCos (unless the CoCo role was revoked on the invitation leading to the specific contract, see above Revoke a Coordinator Contact at invitation level)
- Contract Accounting manager (CAccMa): added to the specific contract by any Accounting Manager (AccMa) for the organisation (the organisation of the consortium leader if the contractor is a consortium). Only the CAccMa for the specific contract can create and submit invoices for the specific contract.
- Contract Legal Signatory (CLSIGN): the LEAR appoints a Legal Signatory for Procurement for the organisation. Any Legal Signatory for Procurement can appoint a Contract Legal Signatory (CLSIGN) for a specific contract. Only this person can sign the specific contract and its amendments and will receive the related notifications even if there is a Contract Legal Signatory assigned to the FWC.
| 1 | Open the My Contract(s) section in Funding & Tenders Portal |
| 2 | Selecting the Manage Consortium action redirects you to the My Contract (1) page (for FWCs you can also click on the title): In the Details tab (2) , the (framework or specific) contract details such as contract number, request number (if applicable), lot number (if applicable) and partners(if applicable) are displayed:
|
| 3 | Open the Consortium tab (1) to manage the roles for this contract, by clicking the Edit roles button (2) :
|
| 4 | Click the Add roles button. |
| 5 | Select the role needed. The list depends on your role:
|
| 6 | Fill in the fields (first name, last name, email) and click Save . |
Revoke a role at contract level
Roles at contract level can be revoked as follows:
- The PCoCo or a CoCo of the contract can revoke any CoCo role for the contract.
- An AccMa of the organisation (the organisation of the consortium leader if the contractor is a consortium) can revoke the CAccMa role.
- A Legal Signatory for procurement (Procurement LSIGN) of the organisation (the organisation of the consortium leader if the contractor is a consortium) can revoke the CLSIGN role.
| 1 | Open the My Contract(s) section in Funding & Tenders Portal. |
| 2 | Selecting the Manage Consortium action redirects you to the My Contract (1) page (for FWCs you can also click on the title): In the Details tab (2) , the (framework or specific) contract details such as contract number, request number (if applicable), lot number (if applicable) and partners(if applicable) are displayed:
|
| 3 | Open the Consortium tab to manage the roles for this contract, by clicking the Edit roles button. |
| 4 | Click on Edit roles. |
| 5 | Click on |
Account Administrator is a role granted by the LEAR to another person of the same organisation.
The LEAR may appoint one or more Account Administrators.
Account Administrators have the same rights as the LEAR, except that they cannot nominate other Account Administrators:
The LEAR or an Account Administrator can nominate Legal Signatories for Procurement (Procurement LSIGN) for the organisation.
Legal Signatories for Procurement
- have automatically access to all contracts (framework contracts and specific contracts) to which their organisation is a contracting party (leader of the consortium if the contractor is a consortium).
- are authorised to sign in F&T Portal procurement contracts and amendments (at the moment only direct contracts and specific contracts under a framework contract) on behalf of their organisation. In case of a consortium, it is the Procurement LSIGN of the leader who can sign the contracts/amendments in F&T Portal.
- receive all related notifications.
can assign Contract Legal Signatories for a particular contract from the list of Procurement LSIGNs of the organisation.
Procurement LSIGN users can also sign contribution agreements and amendments, e.g. contribution agreements with the RELEX DGs (INTPA, NEAR, FPI).
The LEAR or an Account Administrator can nominate one or more Accounting Managers for the organisation.
They have the right to create and send invoices on behalf of the organisation/consortium for contracts managed through F&T Portal.
Accounting Managers can nominate additional Contract Accounting Managers for a particular contract.
Add and revoke organisation roles
It is important to ensure that there is always at least one person able to manage and keep up to date your organisation details in the Participant register: - Before the organisation's data is validated, the self-registrant should add at least another self-registrant to act as a back-up.
- After the organisation's data and LEAR are validated, the LEAR should appoint one or several Account Administrator(s) as back-up.
See below how to add and revoke roles as a self-registrant or LEAR:
Find the organisation and open the Actions menu on the right - a list of possible actions appears.
Click Edit organisation roles to see the roles assigned for the organisation in F&T Portal.
- Self-registrant can only nominate/revoke access for additional self-registrants.
- LEAR can nominate/revoke access for:
- Account Administrator(s);
- Accounting Manager(s);
- Legal Signatory(ies) for Procurement.
- Account Administrators can nominate/revoke access for:
- Accounting Manager(s);
- Legal Signatory(ies) for Procurement.
- Accounting Manager(s) can nominate/revoke access for Contract Accounting Managers (at contract level).
- Legal Signatory(ies) for Procurement can nominate/revoke access for Contract Legal Signatories (at contract level).
Click the Add roles button to add a role or to revoke a role.
- As a LEAR or Account Administrator, you need to select the role and enter the user's first and last name, and email address.
If the user you are adding does not have an EU Login account yet, s/he will receive email notification with a request to create an EU Login account. Once the account is created, the role will be assigned to the user.
- As a Legal Signatory for Procurement, you assign the Contract Legal Signatory role to a person from the list of organisation’s Legal Signatories for Procurement.
Click the Save button.
The changes are applied immediately. |
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