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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.

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 the the details of the selected item in edit mode. Make the desired changes, then click on the the Save button at the bottom of the screen to save the updated information. 

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.

   Warning
   title 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.

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