Creating, editing, and organising participants

Participants contribute to 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 project consortium. 

Before mapping out the participants structure, it is recommended to check and set the labels and ID formats for each level under the Customisation settings.

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

• Create participants
• Edit participants
• Move participants to another position / under another participant
• Set financial profile for a participant

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.

Tip: You can also use the quick action menu of a participant to add a sub-participant (then the "parent" of this sub-participant is automatically predefined):

3

In the sidebar, set the following properties for the new participant: 

• Logo (optional): To add a logo / photo for the participant, click the "Camera" icon or drop an image file there
• Name: Enter the name of the participant, e.g. organisation, team, or employee name
• Members (optional): Assign users to this participant (read more here)
• ID: The ID is assigned automatically. However, you can customise the ID format. You can also override the automatically assigned ID number for the item by clicking on the "Edit" icon and typing in a custom ID.
• Short/Code: Set a short name for the participant, e.g. IBM, Team A, or Marc 
• Participant Type: Specify the participant type from the dropdown menu
Note: Participant types are provided by the workspace template selected during the workspace creation, however, you can add other types (Click + Add Participant Type) or manage Participant Types under the Customisation settings (this is however only available for users with the Admin or Manager access levels, see "Roles, access levels, and access rights").

4

You can additionally input further optional details:

Tip: To add the participant at a specific position or underneath another participant (e.g. the participant falls under or is associated with another participant), click the "Move to" icon in the path indicator at the top of the sidebar and choose the position by clicking the respective arrow.

If you do not define the position, the new participant is added as the last item at the bottom of the "Participants" section.

Note: When you choose other than the last position, the ID numbering of all following participants change accordingly.

5

To create the participant, click Save Participant.

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

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 existing image or drop a new image file into the image area 
• Name: Update the name
• Members (optional): Add/remove users from the participant members list (read more here)
• ID: The ID is assigned automatically. However, you can customise the ID format. You can also override the automatically assigned ID number for the item by clicking on the "Edit" icon and typing in a custom ID.
• Short/Code: Update the short name of the participant 
• Participant Type: Update the participant type 
Note: Participant types are provided by the workspace template selected during the workspace creation, however, you can add other types (Click + Add Participant Type) or manage Participant Types under the Customisation settings (this is however only available for users with Admin or Manager access levels, see "Roles, access levels, and access rights").

4

You can also edit or update further participant information:

5

Once you have completed your editing, click Save Participant.

Note: To set or update the participant personnel and indirect cost rates, click the "Financial Profile" tab in the top of the sidebar. Read further here how to set the Financial Profile.

Move participants

1

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

2

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

3

To move the participant to another position or 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 new position by clicking the respective arrow (other participants must be already created).

4

Once you have completed your editing, click Save Participant.