RPW Online guidance for customers: how to use my farm individual details

Manage Individuals tab

To access Manage Individuals, select the CRN Details tab on the green bar on your homepage. Manage Individuals is the second option in the drop-down menu.

Manage Individuals page 

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. In the Online Access column, you can determine the online status of the individual. These will 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 

The final column will show the permission level for the individual, it will show one of the following:

• full access 
• custom access
• no access

Adding an Individual 

In the ‘Maintain Individuals’ screen, select the blue ‘Add an individual’ button. You will be taken to the ‘Adding Individual ‘screen. All fields that have an asterix next to them are mandatory. You need to enter the details of the individual and if you intend to invite them to the business, ensure that you provide an up-to-date email address this must be the email that they used to create their One Login account).

You are required to select a role for the individual from the drop-down menu. You can select a Business Member role or a Non-Business Member role. The differences are explained below.

• 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 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+

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
  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

Updating an Individual Details page

In the ‘Maintain Individuals’ screen, click on the name of the individual (highlighted in blue) you want to amend the details for. You will be directed to the’ Individual Details’ page. Use the back button should you wish to return to the’ Manage Individuals’ page.

Select the ‘Update this information’ box to the top right of the page, you will then access the ‘Updating Individual Details’ page. From here you can amend the business role of Non-Business members, set administrative access for individuals, and change all other details of the individual as required.

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 ‘Manage Individuals’ page select the name of the person (highlighted in blue) you wish to invite. Their online access should show as’ None’ or ‘Removed’.

You will be taken to the ‘Individual Details’ page. Providing you have Administrative Authority a blue’ Invite’ button should be 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 ‘Level of Access’ page.

Level of Access page

Here you will see the role that the individual has been assigned and the definition of the role, enabling you to check the business role is correct. 

If they have been given a Business Members role, select continue and you will be taken to the ‘Confirm details and Invite’ page.

If assigned a Non-Business role, you as an administrator will be given a choice on the ‘Level of Access’ page, this has been designed to customise access for  individuals. The choices are:

• "No Access" will deny them complete access
• "Full Access" will allow them full access to all areas of the business, excluding the ability to accept/decline grant awards
• "Custom Access" will allow the permission levels to be tailored to every  individual

A Non-Business Member with Full Access

Has the same permissions as a Business Member, except; they will not be able to accept or decline grant awards. They can view, change, and submit details for  the CRN including:

• business/individual details
• submit forms and applications.
• financial documents and payment history 
• woodland plan 
• messages

A Non-Business Member with Custom Access

You will be directed to the ‘Change Access For’ page, here you can tailor the access an individual is given -no access, restricted access, or full access to different areas of the business. 

Those areas of business are:

• customer
• grant awards (view only) 
• applications
• claims
• financial information
• plans
• messages
• FARMDATA+

You can select the blue links on the’ Change Access For’ for further details regarding what "Full Access" and "Restricted Access" entails for the different areas of business.

For Applications and Claims you also need to decide if you want the individual to be able to submit applications/claims or not. The options are available in the drop-down menu. Once you have made your selection select the blue ‘Continue’ button at the bottom of the page.

Confirm Details and Invite page

Once you have confirmed the access level, you will be directed to this 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.

Invitation code page 

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. 

Administrative Authority

A Business Member is automatically given Administrative Authority. A Non-Business Member is granted Administrative Authority by an existing administrator of the business.

The administrative permissions and restrictions include:

• an administrator has the authority to invite individuals and customise the access/permissions given
• administrators are responsible for issuing administrative access to online accounts. Administrators can revoke administrative rights of individuals in Non- Member roles. Individuals that have a Business Member role cannot have their administrative access removed online by another administrator; it must be referred to RPW’s Customer Contact Centre
• administrators can amend business roles of Non-Business Members to Business Members
• Business Member Roles can only be changed to another Business Member role. The administrator cannot amend an individual’s Business Member Role to a Non-Business Member role
• a Business Member cannot remove themselves from the business online. An administrator cannot remove a Business Member from the business

Setting the Administrative Access for an Individual

If you are an administrator and require an individual with a Non-Member role to have Administrative Authority you can set this as soon as you have issued the invite.

You need to select the individual from the ‘Manage Individuals’ page. On the Individual Details page select ‘Update this information’. Scroll down to the Online Administrator box, set this to ‘Yes’ from the dropdown menu and then save the changes.

Alternatively, if you wish to remove the Administrative Authority from an Individual with a Non-Member role you can select the ‘Update this information’ box and  set the drop-down box to ‘No’ and save.

Removing Access from an Individual

On the individual details page, you should see a blue ‘Remove’’ button. Select this and follow the screens through to confirm removal. The individual will still be displayed as removed on your Manage Individuals page; this allows for the individual to be invited back into the business if required. The removed individual will not have the opportunity to access the CRN when they sign in as it will no longer be available to them.

Deleting an Individual

To delete an individual from the business so they do not appear on the ‘Manage Individual’ 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.

Other Business Interests

If the individual has interests in any other business(es) that are registered in any of the four UK Paying Agencies, declare these by clicking the “Add Other Business Interest” button and complete the sections on screen.

The information provided will be subject to checks by RPW to ensure the business(es) the individual has other interests in are separate from the business they are being invited to.

Click on the ‘Other Business Interest’ button you will be taken to the Other Business Interests screen. You will firstly need to confirm which of the four Paying Agencies the other business is registered with.

If you know what your reference with the other Paying Agency is, you should provide it. It could be known as a Customer Reference Number (CRN), Business Identification Number (Business ID), Single Business Identifier (SBI), or Business Reference Number (BRN).

Add the postcode/ correspondence address and role of the individual. A record of the other business interest will be shown on the Individual Details page. You can add the business interests for the individual by clicking the “Add Other Business Interest” button.