Welcome
The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation.
This page explains how to view and manage (add, update and delete) Associated persons in beneficiary projects.
All associated persons and legal representatives of the beneficiary/consortium coordinator, as applicable, defined in the application form or during the processing of the application by the National Agency will automatically have access to view and manage their corresponding projects. Other contacts for partner organisations/consortium members/co-beneficiaries, as applicable per signed grant agreement, will by default have read only access to the project and can only view the project information. The projects can be accessed from My Projects, accessible from the Erasmus+ and European Solidarity Corps platform after signing in with EU Login. Notifications are also sent to those contact persons once the project is available under My Projects. Associated persons with edit rights in the project can indicate additional contacts for all beneficiary and partner organisations and define their access rights to the project. It is also possible to change the access rights of existing associated persons for partner organisations/consortium members/co-beneficiaries. A project contact can have an Edit, View or No access to a project (project management) and project dissemination.
Associated persons for a project can only be managed while the project status is Project ongoing. An associated person is always linked to a Participating organisation. If new contacts are to be added, the organisation the contact belongs to must be available in the project.
Information
In Erasmus accreditations and ESC50/52 Quality Label the associated persons can only be viewed and no new contacts can be added. If required, contact your National Agency for an amendment.
For a quick overview of the Associated persons in Beneficiary module, please view the eLearning video.
In your project, click on Associated persons in the Content menu. The Associated persons screen displays.
At least two associated persons for the Beneficiary organisation will be available in the list by default, the Primary Contact and the Legal Representative of the project as per signed grant agreement. Associated persons for the participating organisations part of the grant agreement, for example partner organisations, are also transferred upon project creation.
Contact persons transferred from the NA project management system and flagged as Primary Contact or Legal Representative will obtain their respective Read/Write access rights for both the project and project dissemination.
Take note
Associated persons belonging to the Beneficiary organisation must include at least one contact flagged as the primary contact so that automatic notifications can always reach a valid recipient. The list of Associated persons belonging to the Beneficiary organisation must include at least one contact with full access to the project.
In KA120 and KA150 accreditations, the primary contact is labeled Erasmus coordinator.
In this example, two associated persons for the beneficiary organisation are available in the project. The role (1) and Access (2) rights for each contact are displayed and it is possible to view and edit (3) these contacts, using the available buttons.
Following information is available for Associated persons in the list:
If other associated persons than the ones available in the project are required to have access to the project, the existing beneficiary user(s) can add them.
See the page List functionality in projects for additional information on the list functionalities, such as Search, Filters and the Bulk Actions.
Adding an associated person is only possible if you have the required access rights in the project and is not applicable to Erasmus accreditations and the ESC Quality Label.
Click on the Create button.
The Associated persons screen opens. Here you have to provide all required information.
Information
All mandatory fields show the message value missing and a red asterisk (*). Use the available scroll bars to access all fields to be completed.
The Back button allows you to return to the list of Associated persons. The Save button is inactive until all mandatory information is provided for the contact.
The Associated persons form consist of three sections:
By default, these sections are expanded when accessing the contact form. They can be collapsed/expanded individually by using the available arrows.
Click on the Organisation drop-down box and select the organisation the contact belongs to. All organisations available in the project are available for selection. If the organisation is not available, you can add it from the Organisations section in your project. See the page Participating organisations in projects for details.
Information
The role of an organisation in your project affects the contact's access to the project as well as certain options you can check in relation to the contact person.
After you have selected the organisation, continue to provide all required details.
Take note of the following rules for Associated persons in Beneficiary module:
Fill in the available fields:
The Save button in the bottom right corner of the screen becomes available when all mandatory information is filled in. Click on the Save button to save the contact details.
A success message displays. The newly added contact is displayed in the list. The role in the organisation and the project access level are indicated in the respective columns. You may have to use the scroll bar of the table to access all information.
Once items are added to the list, the following icons become available under the Actions column:
See the page List functionality in projects for additional information on the list functionalities, such as Search, Filters and the Bulk Actions.
If you want to make changes to a contact's information, click on the green Edit (pencil) icon.
Take note
It is only possible to fully edit associated persons that you have created in the projet. For contacts transferred from the NA's project management system editing is limited or not possible, depending on the action type of your project.
The Edit (pencil) icon will be inactive for associated persons that cannot be updated in the project.
You can update all information for a contact that was added in the project, with the exception of the Legal representative checkbox. Make the required changes for the contact person.
If the Same as organisation tick box was selected upon creation of the contact, all fields in the Associated persons section are read-only. You have to untick the box in order to make changes to these details manually.
Click on the Save button to save the changes made.
Here an example for an associated person from a Partner organisation, transferred from the NA's project management system. In edit mode, nearly all information is read-only. You can only update the Access to Project, by default set to View for both Project management and Project dissemination.
A success message is displayed. The contact information is updated and you are redirected to the Contact list.
To remove a contact from the list, click on the red Delete icon and confirm the deletion in the pop-up. A success message displays and the contact is no longer available in the Associated persons list and no longer has access to the project.