Discloser roles and managing team members

This article is for Disclosers and provides information on Discloser roles, step-by-step instructions on how to add colleagues as team members, edit their details and roles, and remove their access within the CDP Portal.

Contents

• Discloser roles

• Adding new team members

• Editing team member details

  • Update or change email addresses

  • Changing the Discloser Submission Lead

• Removing team members

Discloser roles

Discloser contacts are users from a disclosing organization that have been requested to disclose by other organizations via CDP. Once you sign in to your CDP Portal, you will typically access the Discloser Portal. If your organization is also a Requester, you may need to click ‘Switch view’ from the drop-down at the top of the navigation sidebar, to navigate to the correct Portal. Further guidance can be found in our Access and navigate the CDP Portal as a Discloser article.

By clicking ‘Settings’ in the same navigation sidebar or by clicking the ‘X team members >’ button in the drop-down (as shown in the image below), you will be taken to the ‘Team members’ tab. Here, the list of active and invited users for your organization and their roles will be visible.

There are two types of Discloser roles in the CDP Portal: ‘Discloser Contributor’ and ‘Discloser Submission Lead’. The following table provides a description of the roles and summarizes their key permissions and restrictions:

Roles	Permissions	Restrictions
Discloser Contributor The default role given to Disclosers. There is no limit to the number of Discloser Contributor users that can be added to your Portal. This role can be assigned when a Requester adds a contact, an active user adds them directly, or they complete the Register to Disclose form.	Can: View and edit your organization's name in your local language, your organization's website, your organization's description, and logo. View and edit other users' roles (except the Submission Lead role if already assigned). Add or remove users in the CDP Portal. Access resources and webinars. Edit promoter roles. Configure and submit your questionnaire setup. Set or review the Primary CDP-ACS classification. Respond to your questionnaire. Open you submitted response for amendments.	Cannot: Submit your organization's response. View your organization's HQ address. View or complete the Admin fee payment (requires a Discloser Submission Lead). Update your organization's name, DUNS number or unique ID, ISIN or LEI, HQ address. Please contact us via My Support using the 'Contact Support' button at the end of this article, to update these. Update or change email addresses directly in our system, please refer to thesection below in this article, for further instructions.
Discloser Submission Lead   This role has full responsibility for the disclosure process. Only one is allowed per cycle, and they must choose the role and accept the CDP’s Terms of Disclosure. This role can be changed if needed, please see the section below for further instructions. Note: this role resets at the beginning of each disclosure cycle and must be accepted again.	Includes all Discloser Contributor permissions, plus: Accept CDP's 'Terms of Disclosure'. View your organization's HQ address. Manage disclosure requests. Complete the Admin fee payment (if applicable). Submit your organization's response. Re-submit amendments. For Cities/States/Regions: respond to requests and opt in to Projects.	Cannot: Be assigned this role (it must be selected by the user themselves). Be assigned to more than one user. Update your organization's name, DUNS number or unique ID, ISIN or LEI, HQ address. Please contact us via My Support using the 'Contact Support' button at the end of this article, to update these. Update or change email addresses directly in our system, please refer to thesection below in this article, for further instructions.

Adding new team members

To add new users to your CDP Portal:

1. First, you will need to navigate to the ‘Team members’ tab either by clicking ‘Settings’ from the left navigation sidebar in your Portal or by clicking ‘X team members’ from the top drop-down in the same sidebar.

2. Once in the ‘Team members’ tab, click the red ‘+ Add team member’ button.

3. Next, in the ‘Add team member’ window that appears, enter the new user’s email address and select Discloser Contributor’ as the role.

4. Finally, click the red ‘+ Send invite’ button at the bottom of the window to confirm the addition.

5. You will be notified when the invitation has been sent out to the invited user’s email address and a newly added row will be visible in the ‘Team members’ tab with the user’s details and an ‘Invited’ status.

6. Once the new user receives the invitation email, they must complete the registration form via the link provided before being able to access the CDP Portal. Upon first access, their status in the ‘Team members’ tab will update to ‘Active’ and the selected ‘Contact name’ will also be visible.

Note: If the email is not received, please advise the user to check their junk/spam folders and to the troubleshooting suggestions provided in our Access and navigate the CDP Portal as a Discloser article.

You can resend or cancel invitations from their ‘User details’ window after clicking anywhere on the select user row in the ‘Team members’ tab. If a previously sent invitation is cancelled, the recipient will see ‘Invitation link expired’ when attempting to access the Portal.

Editing team member details

To edit an existing user's details:

1. First, on the ‘Team Members’ page, find the user for whom you wish to edit their details and click anywhere on their row to open their ‘User details’ window.

Tip: For managing larger teams, use of the ‘Search’ function to quickly find users.

2. In the ‘User details’ window, you can update the user’s first name, last name, or roles as needed.

3. Once you are satisfied, click the red ‘Save updates’ button at the bottom of the window.

4. You will then receive a notification confirming that the users’ details have been updated. The user whose details have been updated will also receive an email.

Update or change email addresses

Please note that email address cannot be changed directly in our system. If you need to update or change an email address, we recommend:

1. Adding yourself or your colleague as a new user with the updated email address, following the instructions provided in theAdd team members section above.

2. Then, removing the account associated with the previous email address. Please refer to the section below for further instructions.

Changing the Discloser Submission Lead

The Disclosure Submission Lead cannot be assigned; the user wishing to become the 'Discloser Submission Lead' has to take on this role themselves. To take this role:

1. First, ensure no user currently holds the ‘Submission Lead’ role. This can be checked directly in the ‘Settings – Team members’ tab.

2. Once no active user has the ‘Submission Lead’ role, click anywhere on the row of your contact on the ‘Team Members’ tab and open your ‘User details’ window.

3. In the ‘Role and Visibility’ section, select ‘Disclosure Submission Lead’ from the ‘Disclosure role’ drop-down.

Important: If another user is currently the Submission Lead, the only option that will appear in the ‘Disclosure role’ drop-down will be ‘Discloser Contributor’. If this is the case, the user with the Submission Lead role will have to change their role back to ‘Discloser Contributor’ beforehand following the same steps outlined in the beginning of this article section above. Only once this has been completed will the 'Submission Lead' role be available for other users.

If your organization’s Disclosure Submission Lead is unable to remove their role, please contact our Customer Support Team via My Support using the ‘Contact Support’ button at the end of this article, this will ensure your case goes to the correct team.

4. Finally, accept the CDP ‘Terms of Disclosure’ and click the red ‘Save updates’ button at the bottom. Please see the information at thebeginning of this article to further understand your responsibilites and role.

Removing team members

Regardless of your role, to remove a team member’s access to your organization's CDP Portal:

1. On the ‘Team Members’ tab page, click anywhere on the row of the user you would like to remove.

2. In the ‘User details’ window, scroll down to the bottom and select ‘Remove team member’.

3. In the pop-up that appears, choose the reason for removal from the drop-down options.

4. Once the reason has been selected, the 'Yes, remove' option will become available. Click on it to complete the process.

5. If you remove a user but then wish to add that user back, you will have to contact our Customer Support Team throughMy Support and select the category ‘Account/Organization Support’ and subcategory ‘Access to the CDP Portal’ to ensure it goes to the right team.

Important: If you would like to fully deactivate a user from your organization and remove them from CDP communication lists, please raise a case with our Customer Support Team to inform us and select the category ‘Account/Organization Support’ and subcategory ‘Account/Data Removal Request’ to ensure it goes to the right team.

You may also find the following articles helpful:

• Access and navigate the CDP Portal as a Discloser

• How to raise a case in the CDP Help Center