Creating, editing, and organising participants

Participants are project members who will contribute to the projects and provide / consume resources, services and material; these could be organisations, departments, teams, individuals or partners, contractors and other entities of various organisations in your consortium. 

Before designing the participants structure, it is recommended to check and set the labels and ID formats for each level under Settings Customization.

Note: To create, edit, or organise participants, you must have manage access rights to the "Participants" section and the current plan version must be in  Edit mode (see "Roles, access levels, and access rights" and "Manage project plan versions").

Follow the instructions below on how to create, edit, and organise participants.

Create participants 

1

Click Participants in Home menu, this will open the "Participants" section. 

2

Click  +Add Participant at the bottom of the section, this will open the "New Participant" sidebar.

3

In the sidebar you can set the properties of the new participant: 

  • Logo: To add a logo / photo for the participant, click the photo icon or drop an image file there
  • Name: Enter the name of the participant, e.g. organisation, team or employee name
  • ID: The ID is assigned automatically. However, you can customise the ID format. You can also overwrite the automatically assigned ID number for the item by clicking on the "Edit" icon and typing in a custom ID.
  • Short: Set a short name for the participant, e.g. IBM, Team A or Marc 
  • Position (optional): Set the position of the participant in the list (you must have further participants created yet)
  • Participant Type: Specify the participant type 
    • Note: Participant types are provided by the project template selected during the project creation, however, you can add other types (Click + Add Participant Type) or manage Participant Types in the Customisation section under Settings. This is only available for users with Admin or Manager rights.

  • Description (optional): Enter the participant's description
  • Objectives (optional): Enter the participant's objective
  • Budget Limit (optional): Enter the budget limit for this participant
Note: If this participant falls under or is associated with another participant, click on the "Move to" icon in the path indicator at the top of the sidebar and choose the relevant parent participant (other participants must be already created).

4

You can additionally input further optional details:

5

To create the participant, click Save Participant.

Tip: Re-open the participant to now set the financial profile of the participant.  

Edit participants

1

Click Participants in Home menu, this will open the "Participants" section. 

2

Click on the participant that you would like to edit or click on its "Edit" icon, this will open a sidebar for the participant.

3

In the sidebar you can update the following properties of the participant: 

  • Logo: To set/update the logo / photo, click the image area, existing image or drop an image file. 
  • Name: Update the name
  • ID: The ID is assigned automatically. However, you can customise the ID format. You can also overwrite the automatically assigned ID number for the item by clicking on the "Edit" icon and typing in a custom ID.
  • Short: Update the short name 
  • Position: Click the dropdown to choose another position
  • Participant Type: Update the participant type 
    • Note: Participant types are provided by the project template selected during the project creation, however, you can add other types (Click + Add Participant Type) or manage Participant Types in the Customisation section under Settings. This is only available for users with Admin or Manager rights.

  • Description: Edit the participant's description
  • Objectives: Edit the participant's objective
  • Budget Limit: Edit the budget limit for this participant
4

Scroll down to edit or update further optional participant information:

5

To set or update the participant personnel and indirect costs cost rate, click the "Financial Profile" tab in the top of sidebar. Read further here how to set the financial profile of the participant.

6

Once you have completed your editing, click Save Participant.

Move participants

1

Click Participants in Home menu, this will open the "Participants" section. 

2

Click on the participant that you would like to edit or click on its "Edit" icon, this will open a sidebar for the participant.

3

To move the participant under another participant (e.g. the participant falls under or is associated with another participant), click on the "Move to" icon in the path indicator at the top of the sidebar and choose the relevant parent participant (other participants must be already created).

To move the participant to another position, choose the new position from the dropdown list in the Position field.   

Note: If you move a participant to another participant, you may need to update the position select. 
4

Once you have completed your editing, click Save Participant.

Note: Read here how to duplicate and delete participants.
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