EU Funding and Tenders Portal My Proposals: Find, Share and Recover Access
To reach My Proposals, sign in to the EU Funding & Tenders Portal with EU Login, complete two-factor authentication and open Proposals in the left-side menu. Drafts and submitted proposals share that list, and it shows proposals where you're a contact for a participant. If a proposal is missing, check your EU Login account first, then the list filter, then your role.
Which option is right for you?
Start with the person or service that can actually change your situation. Most access problems are fixed by a role holder inside the proposal, while outside advisers help with the application itself.
| Your situation | Best pick | Where to go |
|---|---|---|
| Beginner with no draft yet | Get an EU Login and PIC first, because both come before the draft | Registration and PIC guide |
| You coordinate several proposals | Keep your own contact register, because the default list covers only the last 180 days | [Access checkpoints](#how-do-i-keep-proposal-access-under-control) |
| Partner or colleague who can't see a proposal | Work through the missing-proposal checks, because contacts are set inside the proposal | [Missing proposal steps](#why-is-my-proposal-missing-from-my-proposals) |
| LEAR or Account Administrator | Use Request Access, because these roles don't see proposals by default | [LEAR access steps](#lear-or-account-administrator-access) |
| The role looks correct but the problem remains | Use the IT Helpdesk form, because it's the official route for submission-system problems | Helpdesk ticket guide |
| First-time Horizon Europe applicant who wants guidance | Speak to a National Contact Point, but not to fix a Portal role | NCP directory |
| Team with no grants office and a budget for drafting help | Compare written quotes from consultants, but not to solve an access problem | [Outside help](#next-steps) |
Where do I find My Proposals on the EU Funding and Tenders Portal?
You find My Proposals after logging in, under Proposals in the left-side menu of the Portal's personalised area.
The Portal's signed-in menu has sections such as My Profile, My Organisations and Grants Centre. The documentation describes the Proposals page within Grants Centre.
- Open the Funding & Tenders Portal and sign in with EU Login.
- Complete two-factor authentication when asked. It is mandatory for most operations in the personalised area, including managing proposals. Our 2FA guide covers setup.
- In the left-side menu, open Proposals.
- Set the date filter to All records if the proposal is more than 180 days old.
- Use the menu next to the proposal to open it. Documentation variously calls this the Actions button and the three dots menu.
My Proposals versus the call page
These two pages do different jobs. The call page has the Start submission button, which creates a new draft. The Proposals page lists what already exists and lets you reopen it with Edit Draft.
If you can't find your draft, avoid clicking Start submission as a quick fix. It starts the creation flow again and won't restore access to the original draft.
Two pitfalls on this page
- No Proposals item in the menu. The menu shows only sections with existing data, and Proposals appears only if you have a role in at least one proposal. A missing menu item therefore points to an account or role problem. It isn't normally a sign of a broken page.
- An organisation in My Organisations but no proposal access. That section can list organisations where you were named as a proposal contact. It's a separate list and doesn't replace the Proposals page.
Where do draft and submitted proposals appear under My Proposals?
Draft and submitted proposals appear in the same My Proposals list, and the Portal lists both on the Proposals page. What changes is the status and how long each one stays available.
| Status | What it means | How long it stays visible | What you can do |
|---|---|---|---|
| Draft, never submitted | Created and saved, not sent to the EU | Until call closure, then read mode for 90 days; this can vary by call | Edit Draft, Delete Proposal |
| Submitted, call open | Sent to the EU; evaluations run after closure | Always accessible | Update proposal, Download, Withdraw proposal |
| Withdrawn | Submitted at least once, then withdrawn; won't be evaluated | Until closure; most stay visible for a further 90 days | Resubmit before the deadline, or Delete Proposal |
| Final | Submitted, and the call has closed | 3 or 5 years if unsuccessful, depending on the programme | Follow-up |
| Selected | Becomes a project | Tracked under Projects | Manage project |
A never-submitted draft has the shortest life in this table, so download what you need before its read-mode period ends. For a deeper look at statuses and evaluation results, see the status table guide.
How a draft becomes a submitted proposal
A draft exists once you accept the Terms and Conditions. At that point it gets a temporary Proposal ID and you receive a confirmation email. Clicking Cancel on the terms screen means the draft isn't saved.
Uploading files doesn't count as submitting. The submission is complete when the coordinator clicks Submit and the confirmation email arrives, with the status showing Submitted on the Proposals page.
Editing after you submit
On a standard call, you can resubmit until the call closes, and the last submitted version is evaluated. Click Update proposal, make your changes, then click Submit again, or the new version won't reach the EU.
Continuous calls work differently: once submitted, no further changes are possible.
For example, say a coordinator submits a hypothetical proposal "GREENBATT" on Monday and corrects the budget on Wednesday. If they save the correction but don't click Submit again, the version sent on Monday remains the one with the EU.
The Portal also keeps only the last edited, submitted or withdrawn version, so store your own dated copies. Use the Download action on the Submit screen for an eReceipt, which can take from seconds to several hours to appear.
Who can see my proposal: main contact vs contact persons?
Your proposal is visible to the people named as contacts for its participant organisations, and each organisation has one Main Contact plus optional Contact Persons.
Contact Persons get either full access or read-only access to the form data. The table compares the standard roles. Some calls use preset alternatives such as Principal Investigator, Researcher, Supervisor or Applicant.
| Role | How many | Typical access | Notes |
|---|---|---|---|
| Main Contact | One per organisation | Full access | A partner with no Main Contact blocks submission at the final step |
| Contact Person, full access | Optional | Can manage their organisation's contacts and update its Part A data | Can't lower their own access level |
| Contact Person, read-only | Optional | Can't manage contacts or update Part A data | Needs a full-access contact to change their rights |
| LEAR or Account Administrator | Set at organisation level | No view of a proposal without a role or granted access | Can use Request Access |
Three assumptions that cause trouble
The person who created a draft isn't automatically the Main Contact. During creation you choose Main Contact or Contact person. If you choose Contact person, you must assign a Main Contact in the next step.
An EU Login account doesn't open a proposal by itself. It gives only general access to My Area, while wider access depends on your role and access rights.
Working for the applicant organisation isn't enough either. A colleague needs to be named as a contact, whatever their position in the organisation.
Coordinator vs participant: what can each see and do in a proposal?
The coordinator runs and submits the proposal, while participants complete their own organisation's data. The Online Manual says the coordinating organisation's contact person must finalise and submit, though some programmes aimed at individuals, such as ERC and MSCA grants, are exceptions.
| Action | Coordinator contact, full access | Partner contact, full access | Read-only contact |
|---|---|---|---|
| Select the call | Yes | No | No |
| Add or invite participants | Yes | No | No |
| Edit Part A | Whole form, for all participants | Own contact details and budget line | No |
| Upload Part B | Yes, coordinator organisation only | No | No |
| Add contacts | Yes | Own organisation only | No |
| Press Submit | Yes | No | No |
What partners can actually read
The official page isn't fully consistent here. Its role table lists "Read complete proposal" for partners, yet the same page says non-coordinator contacts can edit or view only the parts their organisation is responsible for. Elsewhere, the Portal says other participants can preview Part A.
If a partner needs to review the full text, the coordinator should share a dated PDF of Part B and the forms directly instead of assuming the partner can see it all in the Portal.
A worked example
Take a hypothetical three-organisation consortium. University A coordinates, SME B and NGO C are partners.
- University A's Main Contact creates the draft, adds a grants officer as a full-access Contact Person, and adds B and C.
- SME B's Main Contact fills in B's budget row and adds its finance manager as a Contact Person.
- University A's grants officer uploads Part B, validates the forms and presses Submit.
- NGO C's Main Contact can't press Submit, even if C has finished every section first.
Agree who edits what and when. The Portal warns that only one contact per organisation should edit at a time, and that parallel tabs or browsers can cause data loss.
What these roles become if you are funded
Proposal contacts carry through to the project. The coordinator's Main Contact becomes the Primary Coordinator Contact, and partners' Main Contacts become Participant Contacts. Other full-access coordinator contacts become Coordinator Contacts, and read-only contacts become Team Members.
Pick the Main Contact with this in mind. After submission closes, only the EU Project or Procurement Officer can assign a new Primary Coordinator Contact, after a request through the Portal Messaging Service.
How do I give colleagues or partners access to my proposal?
Give access by adding the person as a contact on the draft's Participants screen. Proposal roles are defined in the online application form, so that's where you make the change.
Add a contact or partner
These steps follow the official Participants page:
- Open Proposals, click Actions, and select Edit Draft.
- Click Back to Participants list.
- For a new organisation, click Add Partner, search by name or PIC in Find your organisation, click Search, then click Use.
- In the Add contact window, select the role. Each partner needs at least one Main Contact.
- Choose full or read-only access, fill in the fields, and click Add contact.
- Click Save or Save and go to next step.
- Ask the person to confirm the notification email has arrived.
The system emails added contacts after you save. Anyone without an EU Login gets a link to create one, and access starts once they do.
Common mistakes and fixes
| Mistake | What happens | Fix |
|---|---|---|
| Partner organisation has no PIC | It won't appear in the search | The partner registers in the Participant Register; prior validation isn't needed at this stage |
| Same email entered twice | Not allowed within one proposal | Use the existing contact entry and adjust its role |
| Click Save anyway with no Main Contact | Submission is blocked at the final step | Return to the consortium structure, add the contact, and validate Part A again |
| Consortium changed after Part A started | Forms need revalidating | Update Participants details and the budget table, then click Validate |
Change the Main Contact
Each organisation can have only one Main Contact, and you have three options: edit the current person's details, promote an existing Contact Person, or delete the Main Contact and add someone new.
If you promote a Contact Person or add a new person in that role, the previous Main Contact automatically becomes a Contact Person. The system warns that the previous Main Contact's data will be lost, so check the screen before you confirm.
Changes after the call closes
A sealed proposal can't be modified, but you can still manage who sees it. Go to Proposals, open the three dots menu, and choose Manage Consortium. This affects only Portal access to the proposal. Organisations can be added or removed only during grant preparation.
How do I keep proposal access under control?
Keep access under control by recording who holds each role and testing that access well before the deadline. The checkpoints below are this guide's suggestions, not Portal rules, so adjust them to the size of your consortium.
| When | What to check | Who does it |
|---|---|---|
| Draft created | The right person is Main Contact, and a second full-access coordinator contact can step in | Coordinator |
| Each partner added | The partner has a Main Contact, and the notification email has arrived | Partner's Main Contact |
| Two weeks before the deadline | Everyone can open the draft with the account they'll really use, and 2FA works for them | Each contact |
| 48 hours before the deadline | On a standard call, a complete version is submitted and the confirmation email has arrived | Coordinator |
| After submission | The eReceipt and dated copies are stored outside the Portal | Coordinator |
On a continuous call, skip the early submission at 48 hours and submit only when the proposal is final, because you can't change it afterwards.
Keep a simple contact register
A shared spreadsheet is enough. Give each proposal one row per contact, with these columns:
- Proposal acronym, Proposal ID, call identifier and deadline
- Organisation name and PIC
- Contact name and the exact email address used for EU Login
- Role and access level
- Date the person confirmed they could open the proposal
- Named backup if that person is away
The email column does the most work. A contact entry and an EU Login that use different addresses can look identical in a conversation, but a register exposes the mismatch quickly. Don't store passwords or 2FA details in the file.
Plan a handover before someone leaves
Staff changes are easier to handle while the outgoing person can still sign in.
- Name the replacement and confirm which EU Login address they use.
- While the draft is open, use one of the Main Contact options to move the role, and check any warning before you confirm.
- Ask the replacement to open the proposal and confirm what they can do.
- Decide whether the outgoing person should stay on the proposal, then remove them if not. A removed contact loses access and is told by email.
- Save the outgoing person's working files somewhere the team controls, and update the register.
If the call has already closed, use Manage Consortium instead. On a funded project, follow the Project Officer route for the Primary Coordinator Contact described above.
A message to send your Main Contact
A precise request saves a round of follow-up questions. Adapt this hypothetical example:
Hi, I can't see the proposal GREENBATT (ID: add it here) under Proposals. I log in to EU Login with a.novak@university.example. Please open Participants, check the address listed for me, and confirm that I have full access. Once you've saved any change, I'll check for the notification email and try again.
Why is my proposal missing from My Proposals?
Your proposal is usually missing because you're using the wrong EU Login account, you hold no role, or the list filter hides it. Work through these six steps in order, since each one rules out a different cause.
- Check the account. Find the invitation or confirmation email, then log in with the EU Login linked to that address. The Portal says to log in with the account that has access, and that you must use your existing EU Login if you have one.
- Check how you signed in. Complete 2FA in full. Signing in with an eID that isn't linked to your EU Login "will seem to work", but you can lose access to your data and be blocked from proposal submission.
- Change the filter. Set the list to All records. For a call with several deadlines, remember that a draft is listed under the next closure date.
- Check the timing and lifecycle. Look under Projects if the proposal was funded. An unsubmitted draft may have passed the 90-day period after closure. Also ask colleagues whether anyone used Delete Proposal, because a deleted proposal can't be retrieved.
- Confirm the draft and your role. Search your inbox for the confirmation email and temporary Proposal ID. If you have neither, the terms may have been cancelled. Then ask the Main Contact to open Participants and read out the email address listed for you. A removed contact loses access and is told by email, so check for that too.
- Escalate with the facts. Ask the Main Contact to add or correct your entry and save. If the role is correct and the proposal still doesn't appear, contact the IT Helpdesk.
For example, say a researcher is added as a.novak@university.example but normally logs in with a personal EU Login. The proposal won't show under the personal account. The simplest fix is to sign in with the invited address, or to ask the Main Contact to replace the contact entry with the address the researcher really uses.
If you hold two accounts, choose one and use it consistently. Ask the IT Helpdesk before assuming that the two can be merged.
How do I fix an access problem or contact support?
Fix an access problem by matching the symptom to the person who can change it, then contact the IT Helpdesk if the account and role already look correct.
| Symptom | Likely cause | Who can fix it |
|---|---|---|
| Proposal opens but fields can't be edited | Read-only access, or a closed call | Your Main Contact or a full-access contact; nobody can edit a closed call |
| No Submit button or can't submit | You're not a full-access coordinator contact | The coordinator's full-access contact |
| Partner can't see all sections | Limits on what non-coordinator contacts can view | The coordinator shares a copy directly |
| Asked for 2FA repeatedly | Prompts occur on actions such as Edit Draft if your session has expired | You; register more than one 2FA method |
| Main Contact has left the organisation | Nobody active holds the role | A full-access coordinator contact may be able to help; otherwise, the IT Helpdesk |
LEAR or Account Administrator access
This route works only with validated status:
- Open My Organisations, click the three dots menu, and select View Organisation Details.
- Click the organisation's Legal Name and open the Proposals tab.
- In the proposal's three dots menu, select Request Access.
- Choose Option 1 for a proposal role or Option 2 for read-only access, then click submit.
The request goes to the coordinator's contacts if your organisation coordinates the proposal, and to its Participant Contact otherwise. They approve it under Manage Consortium > Edit Roles, using Add Roles or Enable Lear Access.
Contact the IT Helpdesk
Use the Help & Support contact form and select the domain "Submission of proposals". To avoid a slow back-and-forth, include these details:
- Proposal acronym and Proposal ID or submission number
- Call or topic identifier and the deadline
- The email address on your EU Login account
- The role you expect to hold and the Main Contact's name
- What you've already tried, the exact error text, and a screenshot
Never send your password. Your EU Login credentials are personal and shouldn't be shared with anyone. Our helpdesk guide walks through the form.
If the deadline is close
Allow plenty of margin. This guide suggests treating 48 hours before the deadline as your working target, because access problems are easier to solve with that buffer.
If a Portal-side error stops your submission, you can file a complaint through the IT Helpdesk within 4 calendar days after call closure. You'll need a PDF of Part B and annexes time-stamped before the deadline, and the Helpdesk may ask for proof such as screenshots. EU services then check the IT logs. A wrong login or a missing role on your side doesn't meet the "technical error on the Portal side" condition.
Next steps
Three quick checks today will catch most access problems before they cost you time.
Do it yourself today:
- Log in, open Proposals, set the filter to All records, and start your register with each Proposal ID and call deadline.
- If you coordinate a proposal, open Participants and check that every organisation has a Main Contact with the right email address and access level.
- Register a second 2FA method, then save a dated copy of your Part B outside the Portal.
If you'd rather not handle it yourself:
- National Contact Point (NCP). NCPs run workshops and can help find partners, and you can find yours in the official directory. UKRI describes the UK service as free to use, but ask your own NCP about its terms. This suits first-time Horizon Europe applicants who want guidance on the programme. It's not the right route if you need someone to write the proposal, or if you need a Portal role changed, because an NCP can't change your role. If you're applying under another EU programme, check whether the directory lists a contact point for it.
- Grant consultant. A consultant may suit a team with no grants office and a budget for help with drafting and coordination. Fees vary, so ask for a written quote covering scope, fixed fees and any success fee, and compare more than one firm. It's a poor fit if your only problem is access, because the fix still has to come from a role holder or the Helpdesk. It's also hard to justify if you already have an experienced grants office, or if the budget would be better spent on the project team's own time.
Related guides on this site:
- How to Apply for EU Funding: 7 Steps to Portal Submission
- EU Funding and Tenders Portal Registration: PIC in 6 Steps
- My Proposals status table
FAQ
Can I see a proposal submitted by another person in my organisation?
Only if you hold a role on it or have been granted access, because the list shows proposals where you're a contact for a participant. Ask a full-access contact to add you. LEARs and Account Administrators can use Request Access instead.
Can a contact person submit the proposal instead of the main contact?
Yes, if they belong to the coordinating organisation and have full access. The Portal says full-access contacts at the coordinator organisation can submit. Partner contacts can't, whatever their access level.
Do I need a PIC and a registered organisation before I can create a proposal?
Yes, for standard calls you enter your organisation's PIC when creating the draft, and each participating organisation needs one. However, organisations don't need prior EC validation at this stage. You can usually find an existing PIC by searching the organisation's name.
Should a colleague or consultant use my EU Login to work on the proposal?
No. EU Login credentials are personal and shouldn't be shared. If someone needs to work in the proposal, a full-access contact can add them under their own email address with the access level they need.
Sources
- Funding & Tenders Portal: Home
- Online Manual: Submit a proposal, Electronic Submission System
- Online Manual: My Area, user account and roles
- Online Manual: Roles and access rights
- Online Manual: Roles and access rights, Primary Coordinator Contact changes
- Online Manual: EU Login
- Online Manual: Complaints about failed submission
- IT How To: Funding and Tenders Portal overview
- IT How To: Proposals page
- IT How To: Submit a proposal
- IT How To: Create proposal
- IT How To: Participants
- IT How To: Proposal forms
- IT How To: Submit, update and withdraw
- IT How To: Follow up your proposal
- IT How To: Proposal roles and access rights
- IT How To: Preset proposal roles
- IT How To: Access to projects and proposals for LEARs or Account Administrators
- IT How To: My Organisations
- IT How To: Two-factor authentication
- Funding & Tenders Portal: Help & Support contact form
- Funding & Tenders Portal: National Contact Points
- European Research Executive Agency: Horizon Europe support for applicants
- UKRI: Horizon Europe contact and support services
Spotted something out of date or wrong? Tell us at shigoto.ai.note@gmail.com. Guides are re-checked against official sources on a rolling schedule.