Good to know before you start

Implementing organisations that deliver EU-funded projects: NGOs and civil society, think tanks and research institutes, consultancies and implementing companies, universities, and public bodies. It is built for the team that runs the project day to day: coordinators, contract leads, finance and M&E. Partners in a consortium and experts get their own access, and guests use it through invitations.

Yes. You start from a template for your contract type, and approval by the funder is a switch, not a rule. Under a service contract you switch it on, and Terms of Reference must be approved before money is spent. Under a grant you leave it off, or switch it on only for the activities that need a green light. Results, budget and reporting are the same for both.

Not yet as a full suite. Your project partners can already log in with their own access and see what you share with them. What we do not offer yet is the management of a research consortium: work packages, milestones and person-months across many partners. That is the next step on our roadmap. If you run one, tell us about it: we would like to build it with teams like yours.

Yes. Your organisation holds all its projects, and you switch between them in one click. Search runs across all of them, and the expert pool is shared: you see who already worked with you, and how many days each expert has on other projects before you assign them.

No. Convenor is where your team runs the project and keeps the evidence. It prepares the documents and report bundles; you upload them where the funder asks. Your contract manager gets a read-only link that shows progress and what waits on them, and for how many days. Their decisions are recorded with date and reference.

We start from how your organisation runs: your steps from request to payment, your approvals and thresholds, the documents each step needs. Your team follows its own process and keeps no second list; partners and experts file their own part.

Yes, in most cases. During onboarding we connect Convenor to the systems you use. With Microsoft 365, you file an email from Outlook to the right activity; documents stay in your OneDrive or SharePoint. Finance and HR systems connect through their interface or regular exports, so costs are not typed twice. Convenor is hosted in the EU; export your data at any time.

A new project takes about twenty minutes: contract, logframe, team and your ToR template, with a checklist that shows what is done and what is left. A project that is already running takes longer, because you review what Convenor found in your files, but nothing gets retyped. We can do it with you on a call.

Yes. Drop in the project folder. Convenor reads the files and drafts the whole project: contract, results, budget, team and activities. You review the draft, and nothing is live until you start it. Anything still missing, such as a CV or a signed annex, becomes an open item with an owner. You choose the date from which the team uses Convenor; everything before it stays as read-only history.

Yes. Upload one of your ToRs and Convenor copies its sections and fields. Invitations, forms and documents carry your logo and follow the EU visibility requirements.

Yes. Moving money between budget lines is checked against the contract's limits, and you are told when the funder must agree first. Amendment requests know their deadlines, such as the notice the contract asks for. Per diems follow the funder's rates, and every ToR keeps each version and each answer.

Proof is attached as things happen, so you see how ready you are as a number, with every gap listed and who can fix it. For a period you make one zip, sorted the way an auditor checks: each cost with its invoice, quotes, payment and approval. The auditor can also get a read-only link.

Closing has its own checklist: the final report compiled from the whole record, the expenditure verification, the final payment request, the outputs handed over and open items closed. The project then becomes read-only and is kept for the retention period your contract asks for.

It is built into the tool. Consent is recorded with its date, from the RSVP or by hand, and a renewal email is ready before it expires. Requests for a copy, a correction or deletion are followed step by step against their deadline, and you can download a log of who accessed what. When the project closes, personal data can be deleted while the counts stay for reporting.

No. Experts, event guests and your contract manager use Convenor for free. Consortium partners use Convenor within your project subscription, and see only what you share with them.

In many projects, yes. Convenor is a per-project subscription, so it can usually be planned as a project cost, for example under other direct costs or services. Whether it is eligible depends on your contract and your funder’s rules, so check it in your budget. We are happy to give you the wording for your budget justification.

Your data is hosted in the EU and belongs to your organisation. You can export it at any time. When a contract ends, it is kept for the retention period you choose and then deleted.