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Participant Registration and User Roles
2. Participant Registration and User Roles
2.1 Participant Registration
The European Commission has set up an online register – called the Participant Register – for organisations or individuals (i.e. natural persons) referred to below as the "organisation", who wish to participate in EU calls for proposals or tenders, or as entrusted entity for contribution agreements, using the register "once only" principle (i.e. that data related to a participant's organisation needs to be submitted only once). Following the registration, each organisation or individual obtains a unique Participant Identification Code (PIC).
The PIC is the unique identifier of the organisation in the context of grants and procurement procedures.
When you create a PIC, your are immediately defined as a self-registrant. Your PIC data is accessible from the Manage My Area left menu > My Organisation(s) section once logged-in and registered.
For more information concerning the Participant Registration and requirements, please follow the instructions on the dedicated Funding & Tender Opportunities Online Manual page.
Please note that all the Contractors for the current Framework Contracts SIEA 2018, AUDIT 2018, PSF 2019, EVA 2020, EVENTS 2020, EOM 2021, AUDIT 2023 and SEA 2023 have already been registered. So presently, no further registration is required for these Framework Contracts.
The registration procedure will be updated for future Framework Contracts, and the procedure will be communicated herein when available.
2.2 Overview of User Roles and Permissions
A user role is based on the user's function within their organisation, or in relation to a particular project. User roles also define the permissions (user rights) with respect to the information a user can view/edit/manage, and the tasks that they can perform.
Roles and permissions are therefore characterised into two main types depending on the scope:
- Organisation-level – Roles and permissions that allow users to manage their organisation's data. The roles and permissions to manage your organisation data are set during the initial participant registration of the organisation, and can be further managed by the responsible role(s) from the Manage My Area left menu > My Organisation(s) section of the portal. These roles do not have access any details concerning specific invitations/submissions/tenders/contracts (projects)/interventions, etc.
- Procedure/Contract (Project)/Intervention-level – Roles and Permissions that allow users to manage their Invitations, Submissions, Contracts, or Interventions that have been assigned to them:
i) Procedure – These roles and permissions are assigned per invitation or submission. They allow access to view and manage the invitation and/or submission.
ii) Contract (Project) – These roles and permissions are assigned per contract (project). They allow access to view and manage the contract.
iii) Intervention – These roles and permissions are granted per intervention. They allow access to view an intervention, and create and manage logframe data (including results, indicators and current values).
All roles and permissions are individually assigned to a responsible person within the organisation.
2.2.1 Organisation
Please find in the table below an overview of the main organisation-level roles, description and permissions.
| Roles | Description and Permissions (user rights) |
Self-registrant Organisation-level | The self-registrant of an organisation is the person who registered your organisation and obtained a PIC for their organisation. They are the main contact person for your organisation and the European Commission (until the LEAR is appointed). They are able to define back-up self-registrant persons (i.e. other members of the organisation as self-registrant). Adding a back-up person ensures that the organisation's data can always be maintained, and that the requested documents can be added by multiple persons. When registering your organisation, if you indicate another person as contact person in the form, this person will also be automatically granted the role of self-registrant, have access to the PIC information.
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Legal Entity Appointed Representative (LEAR) Organisation-level | Following the registration of your organisation and the creation of the PIC, and in parallel to the validation of your organisation, the Central Validation Service will request the appointment of a Legal Entity Appointed Representative (LEAR) for your organisation. A legal representative(s) (e.g. typically the CEO of the company) of your organisation will have to nominate a member of the staff as the LEAR of your organisation. The LEAR is officially appointed once the organisation has been validated. There can only be one LEAR per organisation. Once valid, the LEAR can:
Only the appointed LEAR and the Account Administrator can access the organisation's data and update it. Once the LEAR has been defined and validated, that person becomes the main administrative contact between your organisation and the European Commission. Self-registrants therefore no longer have access to the organisation's and PIC data once the LEAR is appointed. Upon closure of the Opening Session, the LEAR of each participating organisation will receive an e-mail notifying them that the PIC of their organisation was used in a submission for a call for tenders. As a LEAR, you will only receive this communication if the tender was marked as “In Order” during the Opening Session. In the case of a consortium, the LEARs of the group leader and group members will receive this notification.
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Account Administrator (AccAd) Organisation-level | The Account Administrator is nominated by the LEAR to another person of the same organisation. The LEAR may delegate tasks to one or more Account Administrators. However, the LEAR retains full responsibility for the organisation. An Account Administrator appointed by the LEAR will be able to modify the data and provide supporting document(s) for the organisation.
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Legal Signatory (LSIGN and Procurement LSIGN) Organisation-level | Legal signatories (LSIGN) are nominated for an organisation by the LEAR or an Account Administrator, LSIGNs have the right to sign contracts and amendments managed through the portal on behalf of the organisation:
LSIGNs are able to sign contracts and amendements for the organisation, but if the orgaisation would need to restrict the signatory role for contracts and amendments, the LSIGN can nominate a CLSIGN to the contract (project-level). The LEAR or Account Administrator of the organisation would first need to appoint the LSIGN role to a user beforehand (organisation-level). An organisation can have an unlimited number of LSIGNs.
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If you want to modify any contact person, then you must follow the procedure detailed in 
To view or edit organisation-level roles, please view 2.2.2 Procedure
When you respond to a call (reopening of competition, open procedures, etc.) or an invitation for submission (Request for Specific Contract under a Framework Contract), you are automatically assigned as the Primary Coordinator Contact (PCoCo) for that procedure. As the PCoCo, you are the main contact and responsible person between your organisation (or consortium) and the European Commission for that particular submission/procedure.
| Role and Level | Permissons (user rights) | Can Nominate or Revoke | Is Nominated or Revoked By |
|---|---|---|---|
PCoCo (Primary Coordinator Contact) Project-level |
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2.2.3 Contract (Project)
Once a contract is awarded, the PCoCo of the initial procedure is automatically assigned as the PCoCo for the contract. As the PCoCo, you are the main contact and responsible person between your organisation (or consortium) and the European Commission for that particular contract. As such, the PCoCo will be able to manage the tasks and documents relating to the contract, submit reports (deliverables), and initiate amendments to the contract of behalf of the organisation/consortium (if required).
There can be only one PCoCo per contract/project, but the PCoCo can nominate as many Coordinator Contacts (CoCos) as required for the contract.
CoCos have the same contract/project-level permissions as the PCoCo.
The PLSIGN is a person who has the right to sign contracts and amendments on behalf of the organisation. An organisation can have one or more PLSIGNs per project.
Once appointed by the LEAR of the organisation as LSIGNs, PLSIGNs are nominated for a particular project by a Coordinator Contact (CoCo or PCoCo) of the project.
PLSIGNs can only be revoked by the Coordinator Contact (PCoCo or CoCo) of the project.
PLSIGNs have the same permissions as the Coordinator Contacts (CoCos and PCoCos) for contract information (view and edit), but they cannot assign or revoke any roles.
As PCoCo/CoCo of a project, if you need to add or modify a CoCo/PLSIGN/PFSIGN for the project, then you must follow the procedure detailed in Manage Project Roles (CoCo, PLSIGN, PFSIGN).
| Role and Level | Permissons (user rights) | Can Nominate or Revoke | Is Nominated or Revoked By |
|---|---|---|---|
PCoCo (Primary Coordinator Contact) Project-level |
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CoCo (Coordinator Contact) Project-level |
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PLSIGN (Project Legal Signatory) Project-level |
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2.2.4 Intervention
For the results and monitoring of Interventions, Operational Managers (OM) assign Lead Implementing Partners (LIP) to manage Interventions. The assigned Lead Implementing Partner then receives a notification via e-mail, and can access the Intervention that has been assigned to them from the Manage My Area > My Intervention(s) section of the portal.
Additionally, the LIP can grants access to Implementing Partners (IP) belonging to the same Consortium, so that they can manage the Logframe of the Intervention.
LIPs and IPs do not have access to Interventions and Logframes that have not been assigned to them.
Please also consult the dedicated online documentation:
- Roles and permissions for the management of Interventions and Logframes
- How to manage the access and permissions for Implementing Partners
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