Inviting a New Collaborator to an Application

You can now invite someone to collaborate on an Application even if they have never used the Portal before. This explains how the invitation works, and exactly what a Collaborator can and cannot see.

Previously, a Collaborator had to already have an account on the Portal before they could be added to an Application — you could only search for people who were already registered. You can now invite someone who has never used the Portal, and they will be added to the Application automatically once they have registered.

Collaborators can also now see more of the Application's progress than before. See What a Collaborator can access below.

Inviting someone who doesn't have an account

Both the Applicant who owns the Application and an Administrator can do this.

Open Manage Collaborators

Find the Application and click Manage Collaborators — from the Actions panel, from the dropdown on the Applications list, or from the Collaborators row on the Application's Details tab.

Search first

Type the person or organisation into the search box. If they already have an account, select them, click Update, and you are done — nothing else is needed.

If they aren't there, invite them

Click Can't find them? Invite a new applicant underneath the search box. A short form appears.

Choose the Type of applicant — Company or Individual — then fill in:

Company name (Company only)
First name
Last name
Email address

Click Send invite.

They register, and are added automatically

The person receives an email telling them they have been invited to collaborate on the Application, and asking them to set a password and register.

They then complete the registration form your organisation uses for that Funding Round — the Individual or Organisation registration template, depending on the type of applicant you selected.

Once they finish registering, they are added to the Application as a Collaborator automatically. You do not need to go back into Manage Collaborators to add them.

The registration form they are asked to complete is the one configured against the relevant Funding Round in your organisation's registration settings — so an invited Collaborator provides the same details as any other applicant of that type.

What a Collaborator can access

Adding someone as a Collaborator gives them access to that one Application only. It does not give them access to your organisation's other Applications. If you want someone to see everything, invite them into the organisation itself under Manage Members instead.

A Collaborator can see and work with:

The Application itself — including completing and submitting it
The status of the Application as it progresses
Decision letters issued on the Application
Decision Conditions attached to the Application
Application Milestones

A Collaborator cannot see the Contract or anything attached to it — including Contract Milestones — and cannot see Payments. These stay with the Applicant organisation and its signatories.

If a Collaborator needs to see Contract Milestones, they need to be a member of the Applicant organisation or the Institution the Contract sits with, rather than a Collaborator. See Contract vs Application Milestones for the difference between the two Milestone types.

Collaborators also cannot add other Collaborators — only the owner of the Application, or an Administrator, can manage who has access.