Manage Individuals: agents guidance

An Agent or Third Party acting on behalf of a customer is assigned a Non‑Business Member role. The Administrator of the customer’s business is responsible for setting the appropriate access level for all Agents and Third Parties.

Agents and Third Parties cannot manage a customer’s individual permissions; however, depending on their assigned access, they may add individuals or update individual details on the customer’s account.

The Administrator on the agent’s account manages the permissions for individuals listed on the agent’s Manage Individuals page. This page can be accessed by selecting Agent Home on the agent’s homepage.

The Manage Individuals page displays all the individuals registered to the business.

The individual will be listed along with their role within the business and their email address.  The online status of the individual is also displayed  and  will be one of the following:

None: individual has not been invited and is not active online.

Invited: individual is invited has yet to accept/decline the invitation.

Active: individual is enrolled and active online.

Removed: individual was enrolled but has had their access removed. 

On the customer’s Manage Individuals screen, select the blue Add Individual button to open the Adding Individual screen. All fields marked with an asterisk are mandatory. Enter the individual’s details. If the individual is to be invited to the business, an up‑to‑date email address must be provided, and it must match the email used for their One Login account. Agents may add or update individuals’ details but cannot invite individuals to join a customer’s business.

Individuals can be added, deleted, invited, or removed from the agent’s business through the Agents Manage Individuals screen. When adding an individual, you must assign them a business role. The role options are outlined below.

A Business Member has full access and can view and change any details associated with the CRN in RPW Online including:

• Business / individual details
• forms and applications
• grant awards – including the ability to accept/decline.
• financial documents and payment history 
• woodland plan
• messages
• FARMDATA+

Business member roles and definitions

Owner / Sole Trader: Individual who is the owner of the business with no associated business partners
Business Partner: Individual who is co-owner of the business
Director: Individual who oversees the running of the business and its objectives
Employee with Delegated Authority: Individual given the formal authority by the business to perform tasks and make decisions on behalf of the business
Chair/Trustee: Individual who takes responsibility for managing money or assets that have been set aside in a trust for the benefit of the business.
Treasurer/Committee Member: Individual appointed to administer or manage the financial assets and liabilities of a business/a member of a committee.
Company Secretary: Individual with expertise in corporate governance, legal compliance, and administrative management
Personal Administrator: Individual representing the business following notification of a death

A Non- Business Member role can be customised by a Business Member or a Non-Business Member who has been given Administrative Authority. The Non-Business Member Roles are:

• Private individual
• Spouse/family member.
• Guardian
• Employee
• Treasurer/committee member
• Manager
• Contractor
• Agent/third party
• Online user
• secretary

Non-business member roles and definitions

Private Individual: Individual who is not associated with a business
Spouse / Family Member: Husband/wife or other immediate family member
Guardian: Individual legally responsible for the care of someone who is unable to manage their own affairs e.g. child under the age of 18
Employee: Individual employed by the business
Treasurer / Committee Member: Individual appointed to administer or manage the financial assets and liabilities of a business/a member of a committee
Manager: Individual responsible for controlling or administering an organisation or group of staff
Contractor: Individual or firm that undertakes a contract to provide a service or do a job
Agent / Third Party: Individual who acts on behalf of another person or group/business
Online User: Individual with restricted online permissions
Secretary: Individual employed to conduct administrative tasks

On the customer’s or agent’s Maintain Individual page, select the individual’s name (highlighted in blue) to open their Individual Details. Use the Back button to return to the Manage Individuals page if needed. Select the Update this information box to the top right of the page, you will then access the Updating Individual Details page. Complete the amendments required and select the blue Save changes at the bottom of the screen or the  cancel button to disregard the changes. 

Inviting an Individual on the Agent’s Account

Select Agent Home and then  Manage Individuals.  Select the name of the person (highlighted in blue) you wish to invite to the agency  Only those individuals that has ‘None’ or ‘Removed’ in the Online Access column can by invited. Those already enrolled  will show as ‘Active’.

You will be taken to the Individual Details page. Providing you have Administrative Authority a blue Invite button is displayed under the Online Access section.

Select the Invite button and you will see the Online Access for page requesting confirmation of the individual you want to invite.

Selecting ‘No’ returns you to the Individual details page.

Selecting ‘Yes’ directs you to the  Online permissions page

This section asks you to confirm whether the individual should be granted Administrator rights for your business. Administrators can manage online access for the CRN, including inviting new users and modifying or removing existing users’ access.

Once you have confirmed the online permission for the individual you are  directed to the Confirm details  page. Please check the details are correct. The email address needs to be current and valid as the invite will be sent directly to this individual. Select Continue to proceed, or back if you need to amend details.

This page will display a box with the name of the person that is being invited and an invitation code. Make a note of the invitation code as it is your responsibility to provide the invited individual with this code. Welsh Government does not issue the code to the invited individual. They will need to use this code to link themselves to the business. Ensure that they have set up their GOV.UK One Login Account. If not, details on how to do this can be found in the Customer Registration Form Guidance available at https://www.gov.wales/rpw-online-guidance-customers

Select Agent Home, then choose Manage Individuals from the drop-down menu on the CRN Details tab. On the Manage Individuals page, select the individual you wish to remove by clicking their name. This will open their Individual Details page, where a blue Remove button will be displayed.

Select Remove and follow the on‑screen instructions to confirm. The individual will remain listed as Removed on your Manage Individuals page, allowing you to reinvite them in the future if required. Once removed, they will no longer be able to access the CRN when they sign in.

To delete an individual from the business so they do not appear on the ManageIndividual screen, click on the individual, select ‘update this information’ and change role to Left the business.  Save the change and the individual will be deleted from the Manage Individuals’ page.

If an individual has interests in any other business registered with one of the four UK Paying Agencies, these must be declared. The information provided will be verified by RPW to ensure that any other business interests are separate from the business the individual is being invited to.

If you have the appropriate permissions, you may need to complete this section on behalf of your customer. To do so, go to CRN Details, then Manage Individuals, select the relevant individual, scroll to the bottom of the page, and choose Add New Business Interest.

You will be directed to the IACS Separate Business Questionnaire page. This document outlines the purpose of the information required and provides guidance on completing the questionnaire. A separate form must be completed for each business in which your customer has a business  interest.