Creating and Managing an Organization Account
E-ACC-004
Introduction
An organization must be incorporated or registered as a business or a non-profit organization. A Canadian organization must be incorporated or registered in Canada, provincially or federally. This includes not-for-profit organizations and for-profit organizations (including sole proprietorships, partnerships and cooperatives). A foreign organization must be incorporated or registered as a business outside of Canada.
This guide will assist you through the process of creating and managing an organization account. Creating an organization account enables you to apply for funding on behalf of each organization that you are a member of.
Administrators of an organization account can invite other portal users to join the organization, which will allow them to take actions on behalf of the organization, based on their level of permissions.
Prerequisites
Create Organization Portal Account
Steps for creating a new organization account.
- In the navigation bar, select My Account from the Account drop-down menu.
- The system displays your My account
- Select Add Group/Organization in the page header.
- The system displays the Add Group/Organization pop-up window with the ability to create a new group or organization.
- Pick Organization and click Next.
- Complete the fields:
- Name (required information): Enter the name of your organization
- Email: Enter the email address of your organization
- Corporation Registered: Select Canada – Provincial/Territorial, Canada – Federal or Outside of Canada
- Not-for-profit Corporation: Select Yes or No
- Canadian Corporation Number: Enter your organization’s Canadian Corporation Number
- Business Number: Enter your organization’s Business Number
- Select Add to create your new organization account.
- The system displays a success message and the My Organization screen of the newly created organization account.
Note: There are two additional ways to create organizations:
- Organization accounts can be created by selecting My Groups/Organizations and following the instructions in the Groups and Organization banner.
- Organization accounts can be created during the funding application process, while selecting an applicant type and an account in the Before you start pop-up window.
Complete Account Information
When a new organization is created, the organization’s account screen is filled out with the information that you entered while creating the new organization. To complete your organization account information, edit the fields in the Account Details, Organization Details, Contact Information, Social Media and Mandate and History sections of the Details tab of your My Organization screen.
- Click the pencil icon () next to the field you wish to edit.
- Complete the Account Details fields:
- Name: Enter the name of your organization
- Preferred Language: Select English or French
- Legal Name: Enter the legal name of your organization
- Year Created: Enter the year your organization was created
- Previously Known As: Enter the previous name of your organization (if applicable)
- Principal Artistic Practice: Select your organization’s principal artistic practice
- Complete the Organization Details fields:
- CADAC ID: Enter your organization’s CADAC ID. See the CADAC website for more information (if applicable).
- Incorporated in Canada: Check this box if your organization is incorporated in Canada
- Corporation Registered: Select Canada – Provincial/Territorial, Canada – Federal or Outside of Canada
- Not-for-profit Corporation: Select Yes or No
- Canadian Corporation Number: Enter your organization’s Canadian Corporation Number
- Fiscal Year End Month: Select your organization’s fiscal year end month
- Fiscal Year End Month Day: Select your organization’s fiscal year end month day
- Federal Business Number: Enter your organization’s federal Business Number
- Average Annual Revenue Range: Select your organization’s average annual revenue range
- Complete the Contact Information fields:
- Permanent Address: Enter your organization’s permanent address
- Mailing is the Same: Check this box if your organization’s mailing address matches your organization’s permanent address. The permanent address you provided will be duplicated in the mailing address field.
- Mailing Address: Enter your organization’s mailing address if it is different from your organization’s permanent address
- Website: Enter your organization’s website
- Phone: Enter your organization’s phone number
- Email: Enter your organization’s email address
- Complete the Social Media fields:
- Social Media Info 1: Enter your organization’s social media (e.g., LinkedIn, Vimeo, YouTube, Instagram, Facebook)
- Social Media Info 2: Enter your organization’s social media
- Social Media Info 3: Enter your organization’s social media
- Complete the Mandate and History fields
- Summary of Mandate: Enter your organization’s summary of mandate
- Mission Statement: Enter your organization’s mission statement
- History and Highlights: Enter your organization’s history and highlights
- List of Affiliations: Enter your organization’s list of affiliations
Note: Account Name and Preferred Language are the only two required fields to complete initially. You can complete the rest of the fields now or at a later stage. You will be asked to review and complete your organization details during the funding application process, when you complete the Account Information form.
Add Organization Members
When you create a new organization account, you are automatically given the role of Admin and marked as a Primary Contact for that organization. The Admin role has access to all the information related to the organization, while the Member role has more restricted access. Please note that there needs to be a single Primary Contact for each organization account. The Primary Contact must be an Admin.
Admin:
Admins can add and remove members and change their portal permissions for the organization. Only Admins will see the Add Portal Member button in the header.
Member:
Members can view account information and support the application process by helping to fill out forms. Members are not able to submit forms on behalf of the organization.
Primary Contact:
There must be a single Primary Contact for each organization account. The Primary Contact must be an Admin.
Steps for adding members to your organization account.
- Click Add Portal Member in the page header of your My Organization
- The system displays the Group/Organization Membership pop-up window with the ability to add a new portal member to your organization.
- Complete the fields:
- Name (required information): Enter the name of the organization member
- Email (required information): Enter the email address of the organization member
- Portal role (required information): Select Member or Admin
- Title: Enter the title of the organization member
- Click Add to invite the new portal member to your organization.
- The system displays a success message and the organization’s account screen. The Group/Organization Membership list includes the newly invited portal member.
- The invited portal member receives an email invitation to join the organization.
View Key Organization Data
Steps for navigating to your My Organization screen and to view your existing organization’s members, applications, funding awards, cases and other relevant information.
- In the navigation bar, select My Groups/Organizations from the Account drop-down menu.
- The system displays a list of your accounts.
- Select the name of the organization account you wish to view.
- The system displays your My Organization
Note: You can also navigate to your organization screen by selecting an organization account from the Group/Organization Membership list on your My Account screen.
Your My Organization screen includes the following tabs:
- Details includes your organization’s Account Details, Contact Information and Social Media sections. The Details tab should be kept up to date. It ensures that we are able to connect with you when needed.
- Strategic Group Information includes the Strategic Group Information form and your organization’s strategic options. Please complete the form. It may open other opportunities to support or recognize your artistic work. It also helps us understand and report on how our funding is used.
- Granting Eligibility includes the Applicant Profile form and your organization’s applicant profiles. Please complete the form. Certain funding opportunities require you to have an active applicant profile. You are able to attest to applicant profiles in the form. Alternatively, you will be prompted to attest to a profile required for the funding opportunity while applying.
- Payment includes your organization’s payment history and upcoming scheduled payments. Review your banking information and keep it up to date.
Your My Organization screen also includes a series of related lists:
- Groups/Organization Membership: includes a list of your organization’s portal members and their roles.
- Applications includes a list of your organization’s applications. Click the Application ID hyperlink to navigate to the Applications
- Funding Awards: includes a list of your organization’s funding awards. Click the Name hyperlink to navigate to the Funding Awards
- Cases includes a list of your organization’s cases. Click the Case Number hyperlink to navigate to the Cases
Note: To expand the related lists and to view additional information, click View All for each list.