Guidance, Document

RPW Online: migrating from Government Gateway to Gov.UK One Login

Detailed guide to migrating from Government Gateway to Gov.UK One Login.

First published: 10 April 2025

Last updated: 10 April 2025

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Introduction

Access to RPW Online has changed and the Government Gateway service is being replaced with the new GOV.UK One Login service.

This change will improve our digital security and enable the implementation of new features to RPW Online, which includes changes to our roles and permissions functions, enabling you to have more flexibility and control of your online CRN Account.

To migrate to GOV.UK One Login each individual who is registered on your CRN and needs access to your RPW Online account, will require their own email address.

We will be inviting groups of RPW Online users to migrate to the new GOV.UK One Login service. This approach will ensure there is sufficient support available from our Customer Contact Centre.

You do not need to migrate to GOV.UK One Login until you have been invited, this invitation will appear in your Customer Contact Messages.

We would like all our customers to be using GOV.UK One Login by the end of the year and it is our intention to decommission the Government Gateway service.

The information below provides a brief introduction and background on RPW online changes to Roles & Permissions and then proceeds with how to migrate from Government Gateway to GOV.UK One Login based on your customer type; for example, sole trader, partnership, PLC etc.

Introducing RPW Online roles and permissions

RPW Online services now enable “Business Members”, defined below and GOV.UK One Login administrators the ability to set permissions that closely represent the role of individuals within the business or organisation. The annex’s listed below outlines the business roles, and the level of access in RPW Online associated with them. Further information and definitions on roles are provided in the attached annexes:

Annex 1 – Business Roles and Definitions
Annex 2 – Administrator Permissions and Restrictions
Annex 3 – Levels of Access Based on Business Role

Business members

The roles below are “Business Members”, this is an individual within the business identified as having a significant role, for example, owner, director, business partner (full list below). RPW Online will automatically give the individual identified as a “Business Member” full access to all areas of RPW Online including administrative powers which includes full access to the system and the ability to invite other individuals to have a GOV.UK One Login account.

There must be at least one individual registered in this role for your CRN if you intend to apply for Grant Awards. Only these roles have the access to accept or decline a Grant Award:

Business Member Roles (see annex 1 for definitions)

owner/sole trader
business partner
directore
executor
chair/trustee
personal administrator
company secretary
employee with delegated authority

Non-business members

The roles listed below are for individuals who are not members of your business, but you require them to have access to your online account. You will be required to set the access level for these individuals. If a non-business member has an administrator role, they will have full access to RPW Online services with the exception of accepting or declining Grant Awards.

Non-Business Member roles (see Annex 3 for definitions)

private individual
spouse / family member
guardian
employee
treasurer / committee member
manager
business administrator
receiver
contractor
agent / third party
online user
secretary

Before you migrate to GOV.UK One Login

Before you migrate to GOV.UK One Login every individual registered on your CRN, who needs access to your RPW Online account, will need their own GOV.UK One Login account.

Please ensure details for all individuals within the business / organisation are up to date including the business role, email addresses and mobile phone numbers, if available.

RPW will be inviting CRN’s in batches to migrate to the new GOV.UK One Login service

Please note, the Government Gateway administrator, (usually the individual who set up the CRN online), will need to sign in to the Government Gateway account using their existing Government Gateway credentials. The first person who migrates on the CRN will automatically become the administrator on the GOV.UK One Login account.

When you wish to migrate to GOV.UK One Login following your online invitation, please see the instructions below for your type of business.

Guidance by business type

Sole trader / owner

As a sole trader / owner migrating to GOV.UK One Login you need to:

access RPW Online and select “Sign in using your Government Gateway User ID”
RPW Online Terms & Conditions have recently changed to reflect GOV.UK One Login, if you have not already accepted them, please review and accept the Terms & Conditions on screen and click “Continue”
the next screen explains the RPW online log in changes, select “Continue” if you want to proceed with the migration to GOV.UK One Login (if you do not wish to migrate at this time, select the Government Gateway link provided)

Create a GOV.UK One Login Account

If you are the sole trader / owner of the business, select your Individual record from the list provided and select “ Continue.”

To continue, select “Sign in to GOV.UK One Login”.
You will be directed to the GOV.UK One Login homepage. If you do not already have a GOV.UK One Login account, select “Create your GOV.UK One Login”
After selecting ‘Create your GOV.UK One Login’ you then enter your email address. You can view the GOV.UK One Login privacy notice and terms and conditions via the links.
By selecting “Continue”, you confirm you agree to the terms and conditions.
You will be prompted to check the email account you provided from a GOV.UK email that gives you a 6-digit security code. Enter the code into the box provided and select “Continue.”
You now need to create and confirm your password, you can click on “Show” to see what you have entered, then select “Continue”.
Select whether you wish to receive the code via text message or authenticator app and press “Continue”.
If you have selected text message, then enter your mobile phone number and press “Continue”. When you receive your 6-digit code enter the code and select “Continue”.
If you have selected to use the authenticator application, please follow the instructions on screen.
Confirmation that your GOV.UK One Login account has been created will be displayed.
You are now the GOV.UK One Login administrator for this CRN.
When you select “Continue”, you will be redirected to the RPW Online homepage. You will see a message stating you have successfully signed into RPW online through GOV.UK One Login, select “Continue” The next screen asks you to agree the RPW Online terms and conditions, to view these click on the link on screen.
To agree to the terms and conditions, click in the box and select “Continue”, you will now see your CRN homepage and be able to proceed.
If your position in the business is defined as a “Business Member” Sole Trader/Owner)Please refer to Page 4 above). You are now the Administrator for this CRN and have access to all RPW Online functions including accepting or declining grant awards.
If you are the first person to migrate to One Login and your position in the business is defined as a “Non Business member” eg a family member, employee. (Please refer to Page 4 above) you will become the Administrator for this CRN and have access to all RPW Online functions excluding accepting or declining grant awards.
You are now able to invite other individuals associated with the business, to access online services including granting customised access to “non-business member” individuals, See below.
Please note, at least one “Business Member” requires online access in order to accept or decline grant awards.
Any change to an individual’s business role is subject to further business checks by RPW.
See below if you wish to add individuals include how to invite them to access the CRN via GOV.UK One Login.

If you are NOT the sole trader/owner of the CRN but require access to RPW Online, and you appear on the list of individuals.

If you are an associate or family member of the business sole trader/owner with authority to undertake actions on RPW Online, select your name, check that your role, (eg family member) is correct and proceed to create a GOV.UK One Login account as above.

You will then become the administrator of the account and have full permissions to amend/submit information on behalf of the sole trader/owner except Grant Awards (contracts),

Or - If you are NOT the sole trader/owner of the CRN and require access to RPW Online but do not appear on the list of individuals.

If you’re an associate or family member of the sole trader/business owner with authority to undertake actions on RPW Online but are not recorded as an individual on the account, select “I am not in this list” and you will be able to add your personal details and proceed to continue to create your GOV.UK One Login account as above.

This will be subject to further business checks by RPW. As the example above, you will become the administrator of the CRN account with full permissions.

If you have no other individual registered to your CRN, your migration to GOV.UK One Login is complete.

As a sole trader/business owner, if you want to add an individual to your CRN, for example a family member or employee., Select your “CRN Details” Tab, select ‘Manage Individuals’, enter their details, including selecting their role within your business and select ‘Save’. This individual can now be given invited to have access to your CRN

Inviting an individual to your CRN

To invite an individual to have access to RPW Online for the CRN, you need to log into your GOV.UK One Login account. On the RPW Online Home Page select the “CRN details” tab and then select ‘Manage Individuals.’
Within the manage individual screen it will list the individuals associated with your CRN.
Select the individual you wish to invite and check the role, business information and email address are correct for that individual. Amendments can be made by using the ‘Update this information’ button.
Select the “Invite” button.
You will be asked if you want to invite this individual to have online access to your CRN, select “Yes” and click “Continue”.
You will then see a summary of information for this individual. It will tell you the role of the individual and the definition for this role. If the role of this individual is a “Business Member” they will have full access to all functions of RPW online and automatically become an administrator which allows them to invite other individuals.
If the individual is a “non-Business Member” then you will need to determine and set the level of access they can be given. Please note, the default level will be set at No Access.
To manage the access for a “Non-Business Member” role, select one of the following options:

Full Access
Custom Access
No Access (default access)

Select Continue
If you select Full Access, the individual will have access to all areas of the CRN (including amending business details) except the authority to accept/decline grant awards.
If you have selected Custom Access, you can manage the permission levels for this individual, by selecting “Continue” it will take you to the “Change Access” screen. You will be presented with a list of functions, where you can allocate the level of permission you wish to give the individual. For each permission level you can view what is included by clicking on the wording below each function.
Once all permissions are set and the information displayed is correct select “Continue.”
A summary of the individuals’ information and access level will be displayed, select “Continue” if you wish to generate an invitation code for this individual.
The next screen will display a six-digit invitation code – this code is required by the individual you want to invite to have access to your CRN using RPW online.

Please make a note of this code as you will then need to share it with the individual you are inviting for them have access to RPW Online.

Please note, this code will only be active for 7 days.
Select “Exit to Manage Individual”. You can continue to add/invite other individuals by repeating this process.

How an Individual accepts an invitation

Once the invitation code has been shared with the individual you have invited, They log into RPW online and they will be prompted to either sign in or create a GOV.UK One Login account using the email address you provided Please refer to ‘Create a GOV.UK One Login Account’ if required.

Once the individual has signed into their account, they will automatically be taken to the invitation screen where they will be presented with the following options.

Accept
Decline, or
I’ll decide later

If they chose to accept, they will be prompted to enter the six-digit invitation code provided by you and select “Continue”. The individual will be presented with a message on screen to tell them they can now act on behalf of the CRN. Once they click “Continue”, they will then be taken back to the homepage for the CRN. (Please note if an incorrect code is entered three times, the invitation expires).
If the individual currently has a Government Gateway account and they chose to decline the invitation, they will be presented with a message on screen reminding them that they have declined. If they select ”Continue”, they will be presented with a message on screen allowing them to access RPW online via their Government Gateway account.Please note once declined, a user will need to be re-invited to GOV.UK One Login when you wish them to migrate.
If the individual does NOT have a Government Gateway account and they chose to decline the invitation, they will not be able to access your CRN via RPW online. Please note once declined, a user will need to be re-invited to GOV.UK One Login.
If the individual chooses ‘I’ll decide later’ they will be presented with a message on screen informing them of the date the invitation code will expire. This enables the individual to accept or decline the invite at a later date, but within the 7-day activation process.

Please note, if the activation code expires, as Administrator, you will need to re-issue a new Invitation and code.

Private individual (non-claimant)

If you are a private individual who does not apply for grants or make claims from RPW but still require RPW Online access to manage/maintain your CPH (County Parish Holding), you will need to:

access RPW Online and select “Sign in using your Government Gateway User ID”
RPW Online Terms & Conditions recently changed to reflect GOV.UK One Login, if you have not already accepted them, please review and accept the Terms & Conditions on screen and click continue
The next screen explains the RPW online log in changes, select “Continue” if you want to proceed with the migration to GOV.UK One Login (if you do not wish to migrate at this time, select the Government Gateway link provided).

Create a GOV.UK One Login Account

As a private individual please select your Individual record from the list provided and select “Continue”.

To continue, select “Sign in to GOV.UK One Login”.
You will be directed to the GOV.UK One Login homepage. If you do not already have a GOV.UK One Login account, select “Create your GOV.UK One Login”
After selecting ‘Create your GOV.UK One Login’ you then enter your email address. You can view the GOV.UK One Login privacy notice and terms and conditions via the links.
By selecting “Continue”, you confirm you agree to the above.
You will be prompted to check the email account you provided from GOV.UK that gives you a 6-digit security code. Enter the code into the box provided and select “Continue”.
You now need to create and confirm your password, you can click on “Show” to see what you have entered, then select “Continue”.
Select whether you wish to receive the code via text message or authenticator app and press “Continue”.
If you have selected text message, then enter your mobile phone number and press “Continue”. When you receive your 6-digit code enter the code and select “Continue”.
If you have selected to use the authenticator application, please follow the instructions on screen.
Confirmation that your GOV.UK One Login account has been created will be displayed.
You are now e GOV.UK One Login administrator for this CRN.
When you “Continue”, you will be redirected to the RPW Online homepage. You will see a message stating you have successfully signed into RPW online through GOV.UK One Login, select “Continue”. The next screen asks you to agree the RPW Online terms and conditions, to view these, click on the link on screen.
To agree to the terms and conditions, click in the box and select “Continue” you will now see CRN homepage and be able to proceed.

Partnership / co-operative / mutual / company limited by guarantee, private company or a private limited company

Action required before migration

If you’re a Partnership, Co-operative / Mutual, Company Limited by Guarantee, Private Company or a Private Limited Company before you migrate to Gov.UK One Login you need to:

Consider the individuals who require access to RPW Online, including the services that they should have access to as you may require separation of duties within the CRN. For example, only “Business Members” should have access to change customer information such as bank account details whilst other individuals may have authority and access to apply for grant awards or claims.

Your CRN will require at least one named “Business Member” who has the authority and role to authorise employees who can undertake some or all online functions for the business. This can include nominating an employee with delegated authority to manage the CRN.

The information required will include their business role (see annex 1 for definitions), email address and mobile phone numbers, if available.

GOV.UK One Login migration

The current Government Gateway administrator (this is normally the person who first registered the CRN) will need to undertake the following actions.

Access RPW Online and select “Sign in using your Government Gateway User ID”.
RPW Online Terms & Conditions recently changed to reflect GOV.UK One Login, if you have not already accepted them, please review and accept the Terms & Conditions on screen and click continue
The next screen explains the RPW online log in changes, select “Continue” if you want to proceed with the migration to GOV.UK One Login (if you do not wish to migrate at this time, select the Government Gateway link provided).

Create a GOV.UK One Login account

If you are the current Government Gateway administrator, please select your Individual record from the list provided and select “Continue”.

To continue, select “Sign in to GOV.UK One Login”.
You will be directed to the GOV.UK One Login homepage. If you do not already have a GOV.UK One Login account, select “Create your GOV.UK One Login”
After selecting ‘Create your GOV.UK One Login’ you then enter your email address. You can view the GOV.UK One Login privacy notice and terms and conditions via the links.
By selecting “Continue”, you confirm you agree to the terms and conditions.
You will be prompted to check the email account you provided from a GOV.UK email for an that gives you a 6-digit security code. Enter the code into the box provided and select “Continue”.
You now need to create and confirm your password, you can click on “Show” to see what you have entered then select “Continue”.
Select whether you wish to receive the code via text message or authenticator app and press “Continue”.
If you have selected text message, then enter your mobile phone number and press “Continue”. When you receive your 6-digit code enter the code and select “Continue”.
If you have selected to use the authenticator application, please follow the instructions on screen.
Confirmation that your GOV.UK One Login account has been created will be displayed.
You are now the GOV.UK One Login administrator for this CRN.
When you select “Continue”, you will be redirected to the RPW Online homepage. You will see a message stating you have successfully signed into RPW Online through GOV.UK One Login, select “Continue”. The next screen asks you to agree the RPW Online terms and conditions, to view these click on the link on screen.
To agree to the terms and conditions, click in the box and select “Continue” you will now see your CRN homepage and be able to proceed.

If your position in the business is defined as a “Business Member” (eg partner) (please refer to Introducing RPW Online roles and permissions). You are now the Administrator for this CRN and have access to all RPW Online functions including accepting or declining grant awards.

If you are the first person to migrate to GOV.UK One Login and your position in the business is defined as a “Non-Business member” eg a family member, employee (please refer to Introducing RPW Online roles and permissions) you will become the Administrator for this CRN and have access to all RPW Online functions excluding accepting or declining grant awards.

You are now able to invite other individuals associated with the business, to access online services including granting customised access to “non-business member” individuals, See below.

Please note, at least one “Business Member” requires online access in order to accept or decline grant awards.

Any change to an individual’s business role is subject to further business checks by RPW.

See below if you wish to add individuals including how to invite them to access the CRN via GOV.UK One Login

Inviting an Individual to you CRN

To invite an individual to have access to RPW Online for the CRN, you need to log into your GOV.UK One Login account. On the RPW Online Home Page select the “CRN details” tab and then select ‘Manage Individuals.’
Within the manage individual screen it will list the individuals associated with your CRN.
Select the individual you wish to invite and check the role, business information and email address are correct for that individual. Amendments can be made by using the ‘Update this information’ button.
Select the “Invite” button.
You will be asked if you want to invite this individual to have online access to your CRN, select “Yes” and click ”Continue”.
You will then see a summary of information for this individual. It will tell you the role of the individual and the definition for this role. If the role of this individual is a “Business Member” they will have full access to all functions of RPW online and automatically become an administrator which allows them to invite other individuals.
If the individual is a “non-Business Member” then you will need to determine and set the level of access they can be given. Please note, the default level will be set at No Access.
To manage the access for a “Non-Business Member” role, select one of the following options:

Full Access
Custom Access
No Access (default access)

Select Continue
If you select Full Access, the individual will have access to all areas of the CRN (including amending business details) except the authority to accept/decline grant awards.
If you have selected Custom Access, you can manage the permission levels for this individual, by selecting “Continue” it will take you to the “Change Access” screen. You will be presented with a list of functions, where you can allocate the level of permission you wish to give the individual. For each permission level you can view what is included by clicking on the wording below each function.
Once all permissions are set and the information displayed is correct select “Continue”.
A summary of the individuals’ information and access level will be displayed, select “Continue” if you wish to generate an invitation code for this individual.
The next screen will display a six-digit invitation code – this code is required by the individual you want to invite to have access to your CRN using RPW online.

Please make a note of this code as you will then need to share it with the individual you are inviting from them to have access to RPW Online.

Please note, this code will only be active for 7 days.
Select “Exit to Manage Individual”. You can continue to add/invite other individuals by repeating this process.

How an Individual Accepts an Invitation

Once the invitation code has been shared with the individual you have invited, they log into RPW Online and they will be prompted to either sign in or create a GOV.UK One Login account using the email address you provided. Please refer to’ Create a GOV.UK One Login Account’ if required.

Once the individual has signed into their account, they will automatically be taken to the invitation screen where they will be presented with the following options.

Accept
Decline, or
I’ll decide later

If they chose to accept, they will be prompted to enter the six-digit code invitation code provided by you and select “Continue”. The individual will be presented with a message on screen to tell them they can now act on behalf of the CRN. Once they click “Continue”, they will then be taken back to the homepage for the CRN. (Please note if an incorrect code is entered three times, the invitation expires).
If the individual currently has a Government Gateway account and they chose to decline the invitation, they will be presented with a message on screen reminding them that they have declined. If they select “Continue”, they will be presented with a message on screen allowing them to access RPW Online via their Government Gateway account. Please note once declined, a user will need to be re-invited to GOV.UK One Login when you wish them to migrate.
If the individual does NOT have a Government Gateway account and they chose to decline the invitation, they will not be able to access your CRN via RPW Online. Please note, once declined, a user will need to be re-invited to GOV.UK One Login.
If the individual chooses ‘I’ll decide later’ they will be presented with a message on screen informing them of the date the invitation code will expire. This enables the individual to accept or decline the invite at a later date, but within the 7-day activation process.

Please note, if the activation code expires, as Administrator, you will need to re-issue a new invitation and code.

Local authority, public limited company, national park or a town / community council

Action required before migration

If you’re a Local Authority, Public Limited Company, National Park or a Town / Community Council before you migrate to GOV.UK One Login you need to:

The information required will include their business role (see annex 1 for definitions), email address and mobile phone numbers, if available.

GOV.UK One Login migration

The current Government Gateway administrator will need to undertake the following actions.

Access RPW Online and select “Sign in using your Government Gateway User ID”.
RPW Online Terms & Conditions recently changed to reflect GOV.UK One Login, if you have not already accepted them, please review and accept the Terms & Conditions on screen and click continue
The next screen explains the RPW online log in changes, select “Continue” if you want to proceed with the migration to GOV.UK One Login (if you do not wish to migrate at this time, select the Government Gateway link provided).

Create a GOV.UK One Login account

If you are the current Government Gateway administrator, please select your Individual record from the list provided and select “Continue”.

To continue, select “Sign in to GOV.UK One Login”.
You will be directed to the GOV.UK One Login homepage. If you do not already have a GOV.UK One Login account, select “Create your GOV.UK One Login”
After selecting ‘Create your GOV.UK One Login’ you then enter your email address. You can view the GOV.UK One Login privacy notice and terms and conditions via the links.
By selecting “Continue”, you confirm you agree to the terms and conditions.
You will be prompted to check the email account you provided from a anGOV.UK email, that gives you a 6-digit security code. Enter the code into the box provided and select “Continue”.
You now need to create and confirm your password, you can click on “Show” to see what you have entered then select “Continue”.
Select whether you wish to receive the code via text message or authenticator app and press “Continue”.
If you have selected text message, then enter your mobile phone number and press “Continue”. When you receive your 6-digit code enter the code and select “Continue”.
If you have selected to use the authenticator application, please follow the instructions on screen,
Confirmation that your GOV.UK One Login account has been created will be displayed.
You are now the GOV.UK One Login administrator for this CRN.
When you select “Continue”, you will be redirected to the RPW Online homepage. You will see a message stating you have successfully signed into RPW Online through GOV.UK One Login, select “Continue”. The next screen asks you to agree the RPW Online terms and conditions, to view these click on the link on screen.
To agree to the terms and conditions, click in the box and select “Continue” you will now see your CRN homepage and be able to proceed.

If your position in the business is defined as a “Business Member” (e.g Employee with Delegated Authority, (please refer to Introducing RPW Online roles and permissions). You are now the Administrator for this CRN and have access to all RPW Online functions including accepting or declining grant awards.

You are now able to invite other individuals associated with the business, to access online services including granting customised access to non-business member individuals, See below.

Please note, at least one “Business Member” requires online access in order to accept or decline grant awards.

Any change to an individual’s business role is subject to further business checks by RPW.

See below if you wish to add individuals including how to invite them to access the CRN via GOV.UK One Login.

Inviting an Individual to you CRN

To invite an individual to have access to RPW Online for the CRN, you need to log into your GOV.UK One Login account. On the RPW Online Home Page select the “CRN details” tab and then select ‘Manage Individuals.’
Within the manage individual screen it will list the individuals associated with your CRN.
Select the individual you wish to invite and check the role, business information and email address are correct for that individual. Amendments can be made by using the ‘Update this information’ button.
Select the “Invite” button.
You will be asked if you want to invite this individual to have online access to your CRN, select “Yes” and click “Continue”.
You will then see a summary of information for this individual. It will tell you the role of the individual and the definition for this role. If the role of this individual is a “Business Member” they will have full access to all functions of RPW online and automatically become an administrator which allows them to invite other individuals.
If the individual is a “non-Business Member” then you will need to determine and set the level of access they can be given. Please note, the default level will be set at No Access.
To manage the access for a “Non-Business Member” role, select one of the following options:

Full Access
Custom Access
No Access (default access)

Select Continue
If you select Full Access, the individual will have access to all areas of the CRN (including amending business details) except the authority to accept/decline grant awards.
If you have selected Custom Access, you can manage the permission levels for this individual, by selecting “Continue” it will take you to the “Change Access” screen. You will be presented with a list of functions, where you can allocate the level of permission you wish to give the individual. For each permission level you can view what is included by clicking on the wording below each function.
Once all permissions are set and the information displayed is correct select “Continue”.
A summary of the individuals’ information and access level will be displayed, select “Continue” if you wish to generate an invitation code for this individual.
The next screen will display a six-digit invitation code – this code is required by the individual you want to invite to have access to your CRN using RPW online.

Please make a note of this code as you will then need to share it with the individual you are inviting for them to have access to RPW Online.

Please note, this code will only be active for 7 days.
Select “Exit to Manage Individual”. You can continue to add/invite other individuals by repeating this process.

How an individual accepts an invitation

Once the invitation code has been shared with the individual you have invited, they log into RPW Online and they will be prompted to either sign in or create a GOV.UK One Login account using the email address you provided. Please refer to ‘Create a GOV.UK One Login Account’ if required.

Once the individual has signed into their account, they will automatically be taken to the invitation screen where they will be presented with the following options.

Accept
Decline, or
I’ll decide later

If they chose to accept, they will be prompted to enter the six-digit Invitation code provided by you and select “Continue”. The individual will be presented with a message on screen to tell them they can now act on behalf of the CRN. Once they click “Continue”, they will then be taken back to the homepage for the CRN. (Please note if an incorrect code is entered three times, the invitation e expires).
If the individual currently has a Government Gateway account and they chose to decline the invitation, they will be presented with a message on screen reminding them that they have declined. If they select “Continue”, they will be presented with a message on screen allowing them to access RPW Online via their Government Gateway account Please note once declined, a user will need to be re-invited to GOV.UK One Login when you wish them to migrate.
If the individual does NOT have a Government Gateway account and they chose to decline the invitation, they will not be able to access your CRN via RPW Online. Please note, once declined, a user will need to be re-invited to GOV.UK One Login.
If the individual chooses ‘I’ll decide later’ they will be presented with a message on screen informing them of the date the invitation code will expire. This enables the individual to accept or decline the invite at a later date, but within the 7-day activation process.
Return to Contents Page

Please note, if the activation code expires, as Administrator, you will need to re-issue a new invitation and code.

Public sector business

Action required before migration

If you’re a Public Sector Business before you migrate to GOV.UK One Login you need to:

The information required will include their business role (see annex 1 for definitions), email address and mobile phone number, if available.

GOV.UK One Login migration

The current Government Gateway administrator will need to undertake the following actions.

Access RPW Online and select “Sign in using your Government Gateway User ID”.
RPW Online Terms & Conditions recently changed to reflect GOV.UK One Login, if you have not already accepted them, please review and accept the Terms & Conditions on screen and click continue
The next screen explains the RPW online log in changes, select “Continue” if you want to proceed with the migration to GOV.UK One Login (if you do not wish to migrate at this time, select the Government Gateway link provided).

Create a GOV.UK One Login Account

If you are the current Government Gateway administrator, please select your Individual record from the list provided and select “Continue”.

To continue, select “Sign in to GOV.UK One Login”.
You will be directed to the GOV.UK One Login homepage. If you do not already have a GOV.UK One Login account, select “Create your GOV.UK One Login”
After selecting ‘Create your GOV.UK One Login’ you then enter your email address. You can view the GOV.UK One Login privacy notice and terms and conditions via the links.
By selecting “Continue”, you confirm you agree to the terms and conditions.
You will be prompted to check the email account you provided from GOV.UK that gives you with a 6-digit security code. Enter the code into the box provided and select “Continue”.
You now need to create and confirm your password, you can click on “Show” to see what you have entered then select “Continue”.
Select whether you wish to receive the code via text message or authenticator app and press “Continue”.
If you have selected text message, then enter your mobile phone number and press “Continue”. When you receive your 6-digit code enter the code and select “Continue”.
If you have selected to use the authenticator application, please follow the instructions on screen.
Confirmation that your GOV.UK One Login account has been created will be displayed.
You are now the GOV.UK One Login administrator for this CRN.
When you select “Continue”, you will be redirected to the RPW Online homepage. You will see a message stating you have successfully signed into RPW Online through GOV.UK One Login, select “Continue”. The next screen asks you to agree to the RPW Online terms and conditions, to view these click on the link on screen.
To agree to the terms and conditions, click in the box and select “Continue” you will now see CRN homepage and be able to proceed.

If your position in the business is defined as a “Business Member” (e.g ,Employee with Delegated Authority, (Please refer to Introducing RPW Online roles and permissions). You are now the administrator for this CRN and have access to all RPW Online functions including accepting or declining grant awards.

If you are the first person to migrate to GOV.UK One Login and your position in the business is defined as a “Non-Business member” eg a family member, employee (Please refer to Introducing RPW Online roles and permissions) you will become the Administrator for this CRN and have access to all RPW Online functions excluding accepting or declining grant awards.

You are now able to invite other individuals associated with the business, to access online services including granting customised access to non-business member individuals, See below.

Please note, at least one business member requires online access in order to accept or decline grant awards.

Any change to an individual’s business role is subject to further business checks by RPW.

See below if you wish to add individuals including how to invite them to access the CRN via GOV.UK One Login.

Inviting an individual to you CRN

To invite an individual to have access to RPW Online for the CRN, you need to log into your GOV.UK One Login account. On the RPW Online Home Page select the “CRN details” tab and then select ‘Manage Individuals.’
Within the manage individual screen it will list the individuals associated with your CRN.
Select the individual you wish to invite and check the role, business information and email address are correct for that individual. Amendments can be made by using the ‘Update this information’ button.
Select the “Invite” button.
You will be asked if you want to invite this individual to have online access to your CRN, select “Yes” and click “Continue”.
You will then see a summary of information for this individual. It will tell you the role of the individual and the definition for this role. If the role of this individual is a “Business Member” they will have full access to all functions of RPW online and automatically become an administrator which allows them to invite other individuals.
If the individual is a “non-Business Member” then you will need to determine and set the level of access they can be given. Please note, the default level will be set at No Access.
To manage the access for a “Non-Business Member” role, select one of the following options:

Full Access
Custom Access
No Access (default access)

Select Continue
If you select Full Access, the individual will have access to all areas of the CRN (including amending business details) except the authority to accept/decline grant awards.
If you have selected Custom Access, you can manage the permission levels for this individual, by selecting “Continue” it will take you to the “Change Access” screen. You will be presented with a list of functions, where you can allocate the level of permission you wish to give the individual. For each permission level you can view what is included by clicking on the wording below each function.
Once all permissions are set and the information displayed is correct select “Continue”.
A summary of the individuals’ information and access level will be displayed, select “Continue” if you wish to generate an invitation code for this individual.
The next screen will display a six-digit invitation code – this code is required by the individual you want to invite to have access to your CRN using RPW online.

Please make a note of this code as you will then need to share it with the individual you are inviting for them to have access to RPW Online.

Please note, this code will only be active for 7 days.
Select “Exit to Manage Individual”. You can continue to add/invite other individuals by repeating this process.

How an individual accepts an invitation

Once the invitation code has been shared with the individual you have invited, they log into RPW Online and they will be prompted to either sign in or create a GOV.UK One Login account using the email address you provided. Please refer to ‘Create a GOV.UK One Login Account’ if required.

Once the individual has signed into their account, they will automatically be taken to the invitation screen where they will be presented with the following options.

Accept
Decline, or
I’ll decide later

If they chose to accept, they will be prompted to enter the six-digit invitation code provided by you and to select “Continue”. The individual will be presented with a message on screen to tell them they can now act on behalf of the CRN. Once they click “Continue”, they will then be taken back to the homepage for the CRN. (Please note if an incorrect code is entered three times, the invitation e expires).
If the individual currently has a Government Gateway account and they chose to decline the invitation, they will be presented with a message on screen reminding them that they have declined. If they select “Continue”, they will be present with a message on screen allowing them to access RPW Online via their Government Gateway account. Please note once declined, a user will need to be re-invited to GOV.UK One Login when you wish them to migrate.
If the individual does NOT have a Government Gateway account and they chose to decline the invitation, they will not be able to access your CRN via RPW Online. Please note, once declined, a user will need to be re-invited to GOV.UK One Login.
If the individual chooses ‘I’ll decide later’ they will be presented with a message on screen informing them of the date the invitation code will expire. This enables the individual to accept or decline the invite at a later date, but within the 7-day activation process.

Please note, if the activation code expires, as Administrator, you will need to re-issue a new invitation and code.

Registered company

Action required before migration

If you’re a Registered Company before you migrate to GOV.UK One Login you need to:

The information required will include their business role (see annex 1 for definitions), email address and mobile phone number, if available.

GOV.UK One Login migration

The current Government Gateway administrator will need to undertake the following actions.

Access RPW Online and select “Sign in using your Government Gateway User ID”.
RPW Online Terms & Conditions recently changed to reflect GOV.UK One Login, if you have not already accepted them, please review and accept the Terms & Conditions on screen and click continue
The next screen explains the RPW online log in changes, select “Continue” if you want to proceed with the migration to GOV.UK One Login (if you do not wish to migrate at this time, select the Government Gateway link provided).

Create a GOV.UK One Login Account

If you are the current Government Gateway administrator, please select your Individual record from the list provided and select “Continue”.

To continue, select “Sign in to GOV.UK One Login”.
You will be directed to the GOV.UK One Login homepage. If you do not already have a GOV.UK One Login account, select “Create your GOV.UK One Login”
After selecting ‘Create your GOV.UK One Login’ you then enter your email address. You can view the GOV.UK One Login privacy notice and terms and conditions via the links.
By selecting “Continue”, you confirm you agree to terms and conditions.
You will be prompted to check the email account you provided from a GOV.UK email that gives you with a 6-digit security code. Enter the code into the box provided and select “Continue”.
You now need to create and confirm your password, you can click on “Show” to see what you have entered then select “Continue”.
Select whether you wish to receive the code via text message or authenticator app and press “Continue”.
If you have selected text message, then enter your mobile phone number and press “Continue”. When you receive your 6-digit code enter the code and select “Continue”.
If you have selected to use the authenticator application, please follow the instructions on screen.
Confirmation that your GOV.UK One Login account has been created will be displayed.
You are now the GOV.UK One Login administrator for this CRN.
When you select ”Continue”, you will be redirected to the RPW Online homepage. You will see a message stating you have successfully signed into RPW Online through GOV.UK One Login, select “Continue”. The next screen asks you to agree the RPW Online terms and conditions, to view these, click on the link on screen.
To agree to the terms and conditions, click in the box and select “Continue” you will now see your CRN homepage and be able to proceed.

If your position in the business is defined as a “Business Member” (e.g Employee with Delegated Authority (Please refer to Introducing RPW Online roles and permissions). You are now the Administrator for this CRN and have access to all RPW Online functions including accepting or declining grant awards.

If you are the first person to migrate to GOV.UK One Login and your position in the business is defined as a “Non-Business member” eg family member, employee (Please refer to Introducing RPW Online roles and permissions) you will become the Administrator fr this CRN and have access to all RPW Online functions excluding accepting or declining grant awards.

You are now able to invite other individuals associated with the business, to access online services including granting customised access to non-business member individuals, See below.

Please note, at least one business member requires online access in order to accept or decline grant awards.

Any change to an individual’s business role is subject to further business checks by RPW.

See below if you wish to add individuals including how to invite them to access the CRN via GOV.UK One Login.

Inviting an Individual to you CRN

To invite an individual to have access to RPW Online for the CRN, you need to log into your GOV.UK One Login account. On the RPW Online Home Page select the “CRN details” tab and then select ‘Manage Individuals.’
Within the manage individual screen it will list the individuals associated with your CRN.
Select the individual you wish to invite and check the role, business information and email address are correct for that individual. Amendments can be made by using the ‘Update this information’ button.
Select the “Invite” button.
You will be asked if you want to invite this individual to have online access to your CRN, select “Yes” and click “Continue”.
You will then see a summary of information for this individual. It will tell you the role of the individual and the definition for this role. If the role of this individual is a “Business Member” they will have full access to all functions of RPW online and automatically become an administrator which allows them to invite other individuals.
If the individual is a “non-Business Member” then you will need to determine and set the level of access they can be given. Please note, the default level will be set at No Access.
To manage the access for a “Non-Business Member” role, select one of the following options:

Full Access
Custom Access
No Access (default access)

Select Continue
If you select Full Access, the individual will have access to all areas of the CRN (including amending business details) except the authority to accept/decline grant awards.
If you have selected Custom Access, you can manage the permission levels for this individual, by selecting “Continue” it will take you to the “Change Access” screen. You will be presented with a list of functions, where you can allocate the level of permission you wish to give the individual. For each permission level you can view what is included by clicking on the wording below each function.
Once all permissions are set and the information displayed is correct select “Continue”.
A summary of the individuals’ information and access level will be displayed, select “Continue” if you wish to generate an invitation code for this individual.
The next screen will display a six-digit invitation code – this code is required by the individual you want to invite to have access to your CRN using RPW online.

Please make a note of this code as you will then need to share it with the individual you are inviting for them to have access to RPW Online.

Please note, this code will only be active for 7 days.
Select “Exit to Manage Individual”. You can continue to add/invite other individuals by repeating this process.

How an individual accepts an invitation

Once the invitation code has been shared with the individual you have invited, they log into RPW Online and they will be prompted to either sign in or create a GOV.UK One Login account using the email address you provided. Please refer to ‘Create a GOV.UK One Login Account’ if required.

Once the individual has signed into their account, they will automatically be taken to the invitation screen where they will be presented with the following options.

Accept
Decline, or
I’ll decide later

If they chose to accept, they will be prompted to enter the six-digit invitation code provided by you and select “Continue”. The individual will be presented with a message on screen to tell them they can now act on behalf of the CRN. Once they click “Continue”, they will then be taken back to the homepage for the CRN. (Please note if an incorrect code is entered three times, the invitation expires).
If the individual currently has a Government Gateway account and they chose to decline the invitation, they will be presented with a message on screen reminding them that they have declined. If they select “Continue”, they will be presented with a message on screen allowing them to access RPW Online via their Government Gateway account Please note once declined, a user will need to be re-invited to GOV.UK One Login when you wish them to migrate.
If the individual does NOT have a Government Gateway account and they chose to decline the invitation, they will not be able to access your CRN via RPW Online. Please note, once declined, a user will need to be re-invited to GOV.UK One Login.
If the individual chooses ‘I’ll decide later’ they will be presented with a message on screen informing them of the date the invitation code will expire. This enables the individual to accept or decline the invite at a later date, but within the 7-day activation process.

Please note, if the activation code expires, as Administrator, you will need to re-issue a new invitation and code.

Registered charity / third sector organisation

Action required before migration

If you’re a Registered Charity / Third Sector organisation before you migrate to GOV.UK One Login you need to:

Your CRN will require at least one named business member who has the authority and role to authorise employees who can undertake some or all online functions for the business. This can include nominating an employee with delegated authority to manage the CRN.

The information required will include their business role (see annex 1 for definitions), email address and mobile phone number, if available.

GOV.UK One Login migration

The current Government Gateway administrator will need to undertake the following actions:

access RPW Online and select “Sign in using your Government Gateway User ID”
RPW Online Terms & Conditions recently changed to reflect GOV.UK One Login, if you have not already accepted them, please review and accept the Terms & Conditions on screen and click “Continue”
the next screen explains the RPW online log in changes, select “Continue” if you want to proceed with the migration to GOV.UK One Login (if you do not wish to migrate at this time, select the Government Gateway link provided).

Create a GOV.UK One Login account

If you are the current Government Gateway administrator, please select your Individual record from the list provided and select “Continue”.

To continue, select “Sign in to GOV.UK One Login”.
You will be directed to the GOV.UK One Login homepage. If you do not already have a GOV.UK One Login account, select “Create your GOV.UK One Login”
After selecting ‘Create your GOV.UK One Login’ you then enter your email address. You can view the GOV.UK One Login privacy notice and terms and conditions via the links.
By selecting “Continue”, you confirm you agree to the terms and conditions.
You will be prompted to check the email account you provided from a a GOV.UK email that gives you a 6-digit security code. Enter the code into the box provided and select “Continue”.
You now need to create and confirm your password, you can click on “Show” to see what you have entered then select “Continue”.
Select whether you wish to receive the code via text message or authenticator app and press “Continue”.
If you have selected text message, then enter your mobile phone number and press “Continue”. When you receive your 6-digit code enter the code and select “Continue”.
If you have selected to use the authenticator application, please follow the instructions on screen.
Confirmation that your GOV.UK One Login account has been created will be displayed.
You are now the GOV.UK One Login administrator for this CRN.
When you select “Continue”, you will be redirected to the RPW Online homepage. You will see a message stating you have successfully signed into RPW Online through GOV.UK One Login, select “Continue”. The next screen asks you to agree the RPW Online terms and conditions, to view these, click on the link on screen.
To agree to the terms and conditions, click in the box and select “Continue” you will now see your CRN homepage and be able to proceed.

If your position in the business is defined as a “Business Member” (e.g Employee with Delegated Authority (Please refer to Page 4 above). You are now the administrator for this CRN and have access to all RPW Online functions including accepting or declining grant awards.

If you are the first person to migrate to GOV.UK One Login and your position in the business is defined as a “Non-Business member” eg family member, employee (Please refer to Page 4 above) you will become the Administrator for this CRN and have access to all RPW Online functions excluding accepting or declining grant awards.

You are now able to invite other individuals associated with the business, to access online services including granting customised access to “Non-business” member individuals, See below.

Please note, at least one “Business Member” requires online access in order to accept or decline grant awards.

Any change to an individual’s business role is subject to further business checks by RPW.

See below if you wish to add individuals including how to invite them to access the CRN via GOV.UK One Login.

Inviting an Individual to you CRN

To invite an individual to have access to RPW Online for the CRN, you need to log into your GOV.UK One Login account. On the RPW Online Home Page select the “CRN details” tab and then select ‘Manage Individuals.’
Within the manage individual screen it will list the individuals associated with your CRN.
Select the individual you wish to invite and check the role, business information and email address are correct for that individual. Amendments can be made by using the ‘Update this information’ button.
Select the “Invite” button.
You will be asked if you want to invite this individual to have online access to your CRN, select “Yes” and click “Continue”.
You will then see a summary of information for this individual. It will tell you the role of the individual and the definition for this role. If the role of this individual is a “Business Member” they will have full access to all functions of RPW online and automatically become an administrator which allows them to invite other individuals.
If the individual is a “non-Business Member” then you will need to determine and set the level of access they can be given. Please note, the default level will be set at No Access.
To manage the access for a “Non-Business Member” role, select one of the following options:

Full Access
Custom Access
No Access (default access)

Select Continue.
If you select Full Access, the individual will have access to all areas of the CRN (including amending business details) except the authority to accept/decline grant awards.
If you have selected Custom Access, you can manage the permission levels for this individual, by selecting “Continue” it will take you to the “Change Access” screen. You will be presented with a list of functions, where you can allocate the level of permission you wish to give the individual. For each permission level you can view what is included by clicking on the wording below each function.
Once all permissions are set and the information displayed is correct select “Continue”.
A summary of the individuals’ information and access level will be displayed, select “Continue” if you wish to generate an invitation code for this individual.
The next screen will display a six-digit invitation code – this code is required by the individual you want to invite to have access to your CRN using RPW online.

Please make a note of this code as you will then need to share it with the individual you are inviting for them to have access to RPW Online.

Please note, this code will only be active for 7 days.
Select “Exit to Manage Individual”. You can continue to add/invite other individuals by repeating this process.

How an individual accepts an invitation

Once the invitation code has been shared with the individual you have invited, they log into RPW Online and they will be prompted to either sign in or create a GOV.UK One Login account using the email address you provided. Please refer to ‘Create a GOV.UK One Login Account’ if required.

Once the individual has signed into their account, they will automatically be taken to the invitation screen where they will be presented with the following options.

Accept
Decline, or
I’ll decide later

If they chose to accept, they will be prompted to enter the six-digit invitation code provided by you and select “Continue”. The individual will be presented with a message on screen to tell them they can now act on behalf of the CRN. Once they click “Continue”, they will then be taken back to the homepage for the CRN. (Please note if an incorrect code is entered three times, the invitation expires).
If the individual currently has a Government Gateway account and they chose to decline the invitation, they will be presented with a message on screen reminding them that they have declined. If they select “Continue”, they will be presented with a message on screen allowing them to access RPW Online via their Government Gateway account. Please note once declined, a user will need to be re-invited to GOV.UK One Login when you wish them to migrate.
If the individual does NOT have a Government Gateway account and they chose to decline the invitation, they will not be able to access your CRN via RPW Online. Please note, once declined, a user will need to be re-invited to GOV.UK One Login.
If the individual chooses ‘I’ll decide later’ they will be presented with a message on screen informing them of the date the invitation code will expire. This enables the individual to accept or decline the invite at a later date, but within the 7-day activation process.

Please note, if the activation code expires, as Administrator, you will need to re-issue a new invitation and code.

Trust / community group

Action required before migration

If you’re a Trust or Community Group before you migrate to GOV.UK One Login you need to:

The information required will include their business role (see annex 1 for definitions), email address and mobile phone number, if available.

GOV.UK One Login migration

The current Government Gateway administrator will need to undertake the following actions.

Access RPW Online and select “Sign in using your Government Gateway User ID”.
RPW Online Terms & Conditions recently changed to reflect GOV.UK One Login, if you have not already accepted them, please review and accept the Terms & Conditions on screen and click “Continue”
The next screen explains the RPW online log in changes, select “Continue” if you want to proceed with the migration to GOV.UK One Login (if you do not wish to migrate at this time, select the Government Gateway link provided).

Create a GOV.UK One Login account

If you are the current Government Gateway administrator, please select your individual record from the list provided and select “Continue”.

To continue, select “Sign in to GOV.UK One Login”.
You will be directed to the GOV.UK One Login homepage. If you do not already have a GOV.UK One Login account, select “Create your GOV.UK One Login”
After selecting ‘Create your GOV.UK One Login’ you then enter your email address. You can view the GOV.UK One Login privacy notice and terms and conditions via the links.
By selecting “Continue”, you confirm you agree to the terms and conditions.
You will be prompted to check the email account you provided from a GOV.UK email that gives you with a 6-digit security code. Enter the code into the box provided and select “Continue”.
You now need to create and confirm your password, you can click on “Sshow” to see what you have entered then select “Continue”.
Select whether you wish to receive the code via text message or authenticator app and press “Continue”.
If you have selected text message, then enter your mobile phone number and press “Continue”. When you receive your 6-digit code enter the code and select “Continue”.
If you have selected to use the authenticator application, please follow the instructions on screen.
Confirmation that your GOV.UK One Login account has been created will be displayed.
You are now the GOV.UK One Login administrator for this CRN.
When you select “Continue”, you will be redirected to the RPW Online homepage. You will see a message stating you have successfully signed into RPW Online through GOV.UK One Login, select “Continue”. The next screen asks you to agree the RPW Online terms and conditions, to view these, click on the link on screen.
To agree to the terms and conditions, click in the box and select “Continue” you will now see your CRN homepage and be able to proceed.

If your position in the business is defined as a “Business Member” (e.g Trustee (Please refer Introducing RPW Online Roles and Permissions). You are now the Administrator for this CRN and have access to all RPW Online functions including accepting or declining grant awards.

If you are the first person to migrate to GOV.UK One Login and your position in the business is defined as a “Non-Business member” eg a family member, employee (Please refer to Introducing RPW Online Roles and Permissions) you will become the Administrator for this CRN and have access to all RPW Online functions excluding accepting or declining grant awards.

You are now able to invite other individuals associated with the business, to access online services including granting customised access to non-business member individuals, See below.

Please note, at least one “Business Member” requires online access in order to accept or decline grant awards.

Any change to an individual’s business role is subject to further business checks by RPW.

See below if you wish to add individuals including how to invite them to access the CRN via GOV.UK One Login.

Inviting an individual to you CRN

To invite an individual to have access to RPW Online for the CRN, you need to log into your GOV.UK One Login account. On the RPW Online Home Page select the “CRN details” tab and then select ‘Manage Individuals.’
Within the manage individual screen it will list the individuals associated with your CRN.
Select the individual you wish to invite and check the role, business information and email address are correct for that individual. Amendments can be made by using the ‘Update this information’ button.
Select the “Invite” button.
You will be asked if you want to invite this individual to have online access to your CRN, select “Yes” and click “Continue”.
You will then see a summary of information for this individual. It will tell you the role of the individual and the definition for this role. If the role of this individual is a “Business Member” they will have full access to all functions of RPW online and automatically become an administrator which allows them to invite other individuals.
If the individual is a “non-Business Member” then you will need to determine and set the level of access they can be given. Please note, the default level will be set at No Access.
To manage the access for a “Non-Business Member” role, select one of the following options:

Full Access
Custom Access
No Access (default access)

Select Continue.
If you select Full Access, the individual will have access to all areas of the CRN (including amending business details) except the authority to accept/decline grant awards.
If you have selected Custom Access, you can manage the permission levels for this individual, by selecting “Continue” it will take you to the “Change Access” screen. You will be presented with a list of functions, where you can allocate the level of permission you wish to give the individual. For each permission level you can view what is included by clicking on the wording below each function.
Once all permissions are set and the information displayed is correct select “Continue”.
A summary of the individuals’ information and access level will be displayed, select “Continue” if you wish to generate an invitation code for this individual.
The next screen will display a six-digit invitation code – this code is required by the individual you want to invite to have access to your CRN using RPW online.

Please make a note of this code as you will then need to share it with the individual you are inviting for them to have access to RPW Online.

Please note, this code will only be active for 7 days.
Select “Exit to Manage Individual”. You can continue to add/invite other individuals by repeating this process.

How an individual accepts an invitation

Once the invitation code has been shared with the individual you have invited, they log into RPW Online and they will be prompted to either sign in or create a GOV.UK One Login account using the email address you provided. Please refer to ‘Create a GOV.UK One Login Account’ if required.

Once the individual has signed into their account, they will automatically be taken to the invitation screen where they will be presented with the following options:

Accept
Decline, or
I’ll decide later

If they chose to accept, they will be prompted to enter the six-digit invitation code provided by you and select “Continue”. The individual will be presented with a message on screen to tell them they can now act on behalf of the CRN. Once they click “Continue”, they will then be taken back to the homepage for the CRN . (Please note if an incorrect code is entered three times, the invitation expires).
If the individual currently has a Government Gateway account and they chose to decline the invitation, they will be presented with a message on screen reminding them that they have declined. If they select “Continue”, they will be presented with a message on screen allowing them to access RPW Online via their Government Gateway account. Please note once declined, a user will need to be re-invited to GOV.UK One Login when you wish them to migrate.
If the individual does NOT have a Government Gateway account and they chose to decline the invitation, they will now be able to access your CRN via RPW Online. Please note, once declined, a user will need to be re-invited to GOV.UK One Login
If the individual chooses ‘I’ll decide later’ they will be presented with a message on screen informing them of the date the invitation code will expire. This enables the individual to accept or decline the invite at a later date, but within the 7-day activation process.

Please note, if the activation code expires, as Administrator, you will need to re-issue a new invitation and code.

Annex 1 – Business 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

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

Employee with Delegated Authority: individual given the formal authority by the business to perform tasks and make decisions on behalf of the business

Executor: individual who is legally responsible for carrying out duties of a will.

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

Manager: individual responsible for controlling or administering an organisation or group of staff

Company secretary: individual with expertise in corporate governance, legal compliance and administrative management

Business administrator: individual who undertakes actions on behalf of the business but is not a member of the business (not a partner/director etc.)

Personal administrator: individual representing the business following notification of a death

Receiver: individual associated with the business should the business enter administration

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 carry out administrative tasks

Annex 2: administrator permissions and restrictions

Member role

Business member roles are all automatically online administrators

owner/sole trader
business partner
director
executor
chair/trustee
personal administrator
company secretary
employee with delegated authority

Non-business member roles - Online Administrator Access is managed by the administrator of the business

private individual
spouse/family member
guardian
employee
treasurer/committee member
manager
business administrator
receiver
contractor
agent / third party
online user
secretary

Business and non-business member roles

Administrative permissions

the first One Login User to enrol for a CRN will be an administrator regardless of business role. (The Individual that created or migrated the CRN)
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
administrators can amend business roles of non-business members to business members.
business member roles can only be changed to another business member role
a non-business member can remove themselves from the online business
an administrator can remove any non-business member from the online account

Business and non-business member roles

Administrative restrictions

individuals that have a business member role cannot have their administrative access removed online by another administrator
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 CRN.

For further guidance in relation to the above restrictions please contact the Customer Call Centre.

Annex 3 – Levels of Access based on Business Role

Security access and administrator

Business member

Full access and is Online Administrator.

Only a business member can accept or decline grant awards.

Customer business roles

Owner/Sole Trader
Business Partner
Director
Executor
Chair/Trustee
Personal Administrator
Company Secretary
Employee with delegated authority

Permissions

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

Security access and administrator

Non-business member

Full access (excluding accepting / declining grant awards).

The administrative access for a non-business member is managed by the administrator of the business.

Customer business roles

private individual
spouse/family member
guardian
employee
treasurer/committee member
manager
business administrator
receiver
contractor
agent / third party
online user
secretary

Permissions

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

Security access and administrator

Non-business member

Custom Access

This option allows permissions to be tailored to each individual, (excluding accepting / declining grant awards).

The Administrative Access for a non-business member is managed by Administrator of the business.

Customer business roles

private individual
spouse/family member
guardian
employee
treasurer/committee member
manager
business administrator
receiver
contractor
agent / third party
online user
secretary

Permissions

When you select ‘Custom Access,’ you will see the ‘Change Access Page’ with the following titles:

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

There are three access levels available under the Custom Access option they are:

Restricted Access which is view only.
Full Access which allows Applications and Claims to be selected with or without submission . It also allows them full access to the other areas of the business as shown in the above list.
No Access will deny them complete access.

The permissions for each access level can be found by selecting the blue link under each drop- down box, on the Custom Access page.

When you select Custom Access, you are able to tailor the permissions for each individual. You can give authority for an individual to submit Applications and Claims by selecting the appropriate option. Application and Claim Permissions are shown below.

Applications With Full Access - including submission

Start / Continue / Submit a form (non-claims)
View documents (non-financial)
Upload documents
View Maps
Transfer BPS entitlements (including submission)
Manage CPH
Create and submit Small Grants Environment Project
Start / Continue / Submit a Manage my Land

Applications With Full Access - without submission

Start / Continue a form (non-claims)
View documents (non-financial)
Upload documents
View Maps
Transfer BPS entitlements (no submission)
Manage CPH (no submission)
Create Small Grants Environment Project
Start / Continue a Manage my Land

Claims With Full Access - including submission

Start / Continue / Submit a form (claims)
View documents (non-financial)
Upload documents

Claims With Full Access - without submission

Start / Continue a form (claims)
View documents (non-financial)
Upload documents

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