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Personal service: Monday - Friday 10:00am - 5:00pm (GMT+1), with limited support during evenings, weekends and public holidays.

Contact Address

Office Erfurt

EMDESK GmbH
Peterstraße 5
D-99084 Erfurt
Germany

Office Berlin

EMDESK GmbH
AHA Factory
Bergmannstraße 68
10961 Berlin
Germany

Frequently Asked Questions

Search FAQs...

How can I start using EMDESK for preparing my Proposal or managing my Project?

Regardless of the stage your project is in (planning or implementation), you first need to have a user account and create a new project on EMDESK. 
No user account yet? Click on Get Started and follow the instructions to create your user account for free. At the registration page, enter the basic data of the proposal or project (DoW) you wish to manage with EMDESK and click register.
If you already have a user account, log in to EMDESK and create a new project by clicking on myEMDESK > Create new project.
In both cases, you will then be using the free Proposal mode for your new project. Work behind the Proposal tab to plan your new Proposal or enter your project plan from your existent Proposal or DoW.

How much does the Implementation Module cost?

The use of EMDESK Project Management Module is subscription based and the license fees are based on the number of project partners and project duration. The number of user accounts and web space is unlimited and technical support via email is also included. For further information, please visit the pricing page on our web site and request a quotation for your project(s).

I want to start using EMDESK for a running project, what should I do?

In order to use EMDESK for a running project, the first step is to enter the plan data, as per the Description of Work and Grant Preparation Files. Our Project Setup Service can do the initial data entry on your behalf. After having established a non-disclosure agreement for the input of the DoW-data, our staff sets up the entire project structure, fills in cost and resource figures, deliverable schedules, descriptive content, etc. Within 5-10 working days, your project will be available to you. Alternatively, you can input the data yourself; we provide a detailed guide to help you. Please contact us for a quotation and let us know if you are interested in the set up service.

Can we install EMDESK on our own server?

Usually EMDESK is offered only as a Software as a Service (SaaS) accessible via web browser at https://emdesk.eu/. This means you don’t have to worry about anything. We maintain the servers, the security, all the updates, improvements and adjustments at no extra cost. However, if you have special requirements for a hosted or modified solution on your own server, please contact us to discuss the options.

Is there a discount if we manage several research projects with EMDESK?

EMDESK offers special conditions to those organisations that are interested in using the platform for several projects. For more information, please contact our sales team.

Can the coordinator access all project information? Do partners have restricted access?

Regular users in EMDESK can only access the information related to their partner organisation. Only users granted coordinator rights can access and modify all project information across partner organisations. The coordinator can manage access rights for the entire consortium.

Do I need any other software or installation when I want to use EMDESK?

EMDESK is a hosted solution provided as Software as a Service, so there is no installation, admin rights or further configuration required. All you need to start using EMDESK is a PC (Windows or Mac) with a web-browser and an internet connection (broadband is best). Once registered, you can access EMDESK with your login details via login.emdesk.eu.

Can we export the project data?

Yes, you can export project data to reports in DOCX format, financial forms (Financial Tables, Form Cs) to spreadsheets, and costs/person-months information to a machine readable format. EMDESK exports ready-for-submission Interim and Periodic Reports, Staff Effort and Budget Tables, Deliverables Status, Cost Statements and Financial Reports for further streamlining in all major word processing or calculation software like Microsoft® Word™ or Excel™. Files stored on EMDESK can also be downloaded in the relevant format.

How do the public webinars work? Do I need special software?

We use Citrix GotoMeeting, enabling screen share and audio connection. Each participant just needs a PC with an internet connection and audio (headset recommended) or a normal dial-in phone. Once you register for a session, we will provide you with the necessary access data and further detailed instructions. We also provide recordings of past sessions on this page.

Can I invite my colleagues to join a webinar?

Sure, please feel free to invite any contacts that you think might be interested in EMDESK. Places for web sessions are limited and assigned on a first-come first-served basis so the sooner you sign up the better. We also provide recordings of past sessions on this page.

Can you inform me about the next web sessions?

We would be happy to keep you updated on EMDESK web sessions and other relevant news. Please sign up for our newsletter (at the bottom of this page), follow us on Twitter or join our LinkedIn group. We look forward to staying in touch.

How do the online training sessions work?

We provide specific web-based trainings for project managers and partners. Trainings are held as online webinars only, allowing you to join from wherever you are. We use Citrix GotoMeeting, enabling screen share and audio connection. Each participant just needs a PC with an internet connection and audio (headset recommended) or a normal dial-in phone. Once you book a training we will provide you with the necessary access data and further detailed instructions. All trainings are also being recorded and provided as a stream afterwards so you can revisit them any time.


We do not recommend to schedule a training as a slot of a conference, project meeting or similar. In our experience, the trainings become much less effective as the participants have trouble joining on time, participants are usually distracted, focusing on other (seemingly more important) things in the probably busy programme. Moreover, very often the audio quality and connectivity is a challenge when everyone is in the same room.

How can I book my training?

To book trainings for your consortium please contact us for a quote. Once you have ordered the training you can book the suitable dates on behalf of your team directly via our session booking page. There you can reserve times for your partner and coordinator trainings directly, and even reschedule or cancel them.
 

You can also join an open topic-based training session. Please check for the upcoming dates under join webinar and sign up directly following the instructions. The public sessions are free and held online.

Where can I get an answer to my technical questions?

When you have technical questions your first port of call is our comprehensive help portal where you can find detailed information on the most common queries. In addition we offer unlimited free technical support via email. Our support team will answer your questions at the latest within one working day.

Are EMDESK costs eligible for EC funding?

The EMDESK license fees are eligible costs since they are actually and clearly incurred for the project and during the project time only. Even if they were not included in the budget plan, the license fees for EMDESK are very likely to be fully reimbursed under management costs by the EC in line with the financial guidelines.

How to budget license costs for EMDESK in my proposal?

According to the aMGA v2.1.1 for H2020 (Art. 10, p. 120) EMDESK license and service costs are eligible for reimbursement under "Purchase of goods, works or services". We made the experience that all our clients' costs have been approved as eligible and reimbursed successfully.

One project participant (in the most cases the project coordinator or the participant carrying out the project coordination) can budget the estimated license and service costs for the use of EMDESK in the H2020 cost category "Other direct costs". In order to budget the exact amount, please contact us at contact@emdesk.com for an official quotation stating the planned number of partners and duration in month.

Additionally, it might be good to briefly describe the use of EMDESK in the proposal. For example, in the sections on the management process as part of the general description, in a suitable WP description (Coordination or Dissemination activities), in a Deliverable or Milestone.

We have prepared below some paragraphs describing the need for a collaborative software in your proposal. Please feel free to copy and adjust the description to your needs.

There is the strong intention to handle the coordination and communication effort as cost efficient and effective as possible to maximize the budget allocation in the actual indented research and innovation activities. 

In order to achieve this, we intend to use the collaborative platform (or intranet solution) EMDESK which is an integrated and secure software for consortium communication, internal data management and collaborative project management. The software is proven an intuitive and integrated, but effective project management application tailored to the needs of H2020 projects providing features for project coordination, technical and financial reporting, dissemination and publication tracking, risk management, document sharing and communication (contact directory, group management, mailing list, calendar, messaging).

EMDESK allows us to organise project management activities in a coordinated and transparent way, to monitor the project progress (incl. deliverables and milestones) and resource utilization, to optimise the organisation of all technical project activities for the partners and to facilitate a complete and accurate reporting. At the same time, we facilitate communication and documents exchange between partners and avoid redundant work (like system switch), data breaks and inconsistency and have all required functional support in one single application. 

Since the coordinator and other partners already use EMDESK in other projects, this would additionally facilitate significantly the administrative efficiency.

Please understand that we cannot guarantee any accuracy and completeness of this information nor a successful reimbursement of your costs.

If you have further questions regarding the eligibility or nature of certain project costs, please have a look at the H2020 Annotated Model Grant Agreement (Art. 6.2 and respective explanations) or contact the National Contact Point near you.

Finally, we welcome any feedback on your experience with the reimbursement of the EMDESK costs that helps future projects to budget such costs correctly.

What are your payment terms?

When you purchase EMDESK licenses you can choose between annual up-front payment and one-off upfront payment. Our invoices are always issued within the official project duration. Invoices should be settled within 30 days of issue via bank transfer. Please refer also to our Terms and Conditions.

The Proposal mode is free, but how can I order Proposal Pro?

Once you registered your project proposal and you logged in to EMDESK, simply send us an email to contact@emdesk.com.

Do you provide a demo access to test the tool?

We can provide a demo access to the Project Management Module upon request. The demo is pre-populated with fictitious project information allowing you to experiment with the features in EMDESK. We also offer guided web demos. Please check for the next available dates and recorded sessions under Join Webinar or contact us with your request.

What happens to my data after the project end? Can I still access it?

You can export and download the entire project data to your computer at any time. Moreover, you can purchase a Project Closure License providing all project members with an additional 6 months of full access to EMDESK after the official project end. This gives you sufficient time to wrap up the final reporting and is already included when you choose one-off upfront payment. 

For further access even after this period, you can book the EMDESK Project Archiving option. Then all project information stays untouched and is not deleted until 5 years after official project end. Up to 3 times the project coordinator can request access to the project area for a period of 5 working days at any time during the archiving period. Access is granted within 5 working days maximum.

Is there an automatic upload to EPSS, SESAM, NEF, FORCE or other EC tools?

The EC currently requests that some project data is entered and submitted using online forms in the Participant Portal (NEF, FORCE, SESAM) besides submitting this information also as part of a Proposal, DoW or Progress Report document. At the moment, there is no automatic upload from EMDESK to the EC tools, since the EC does not provide any third party interface. But EMDESK prepares you to get the data entered easily. We consolidate all the plan and reported data in advance, and when it is ready for submission you can not only generate the Proposal or Reports but also generate exports that match the format used by the EC portal. This way coordinator and partners can quickly copy-paste the data avoiding errors and assuring consistency.
EMDESK is working on establishing an automatic data transfer in the future. Please contact us if you wish to support our efforts to allow for data import into the EC tools.

I am using email, spread sheets, text files or other tools to manage my project. Why switch to EMDESK?

EMDESK is an web-based software for project management and collaboration that consolidates all your project data in one place so you and your partners can skip the emailing back and forth of templates and file versions that often lead to confusion, duplication and inconsistencies. With EMDESK you can get an instant overview of your project status with a dynamic Gantt chart and tables comparing planned vs. actual costs and resources. Collaborate efficiently, easily gather reporting data and quickly get reports ready for submission with predefined Word templates. Tailored to the needs of European research consortia it’s not just any project management software but one that helps you comply with the EC rules, making collaboration easier and more efficient.

What are the system requirements?

EMDESK is a hosted solution provided as Software as a Service, so there is no installation, admin rights or further configuration required. All you need to start using EMDESK is a PC (Windows or Mac) with a web-browser and an internet connection (broadband is best). Once registered, you can access EMDESK with your login details via login.emdesk.eu.

Is EMDESK secure? Where is my data stored?

It is one of our highest priorities to keep all information confidential, protected and secure. We take all reasonable precautions to keep the information safe and permanently available. We can assure a 99% availability of the service and data. The processing of information is strictly limited to provide our users with the valuable service. In addition to several audited security measures, endpoint certificate-based authentication and a SSL-256bit encrypted connection, EMDESK is hosted on a state-of-the-art redundant server cluster that is professionally managed and physically secured by Hetzner AG in Nuremberg, Germany. A data backup management system that executes daily backups allows us to recover the project status of up to 30 days in the past. We are proud that the system was successfully inspected by the Fraunhofer Institute for Secure Information Technology.

How is EMDESK linked to the EC Participant Portal, SESAM, NEF, FORCE or other EC tools?

EMDESK is a software tool dedicated to making proposal submission and project implementation much easier. It consolidates all the plan and reported data, and when it is time for submission you can simply generate the Proposal or Reports you need. 

The EC currently requires a login via ECAS and a manual introduction of project data using online forms in the Participant Portal (NEF, FORCE, SESAM). Therefore we offer additional exports that match the format used by the EC portal. This way coordinators and partners can quickly copy-paste required data avoiding errors and assuring consistency. 

Since the EC does not provide any third party interface, we cannot offer an automatic upload from EMDESK to the EC tools. EMDESK is working on establishing an automatic data transfer in the future. Please contact us if you wish to support our efforts to allow for data import into the EC tools.

You could not find your questions? Please send us an email or call us.