Who can do this:
Coordinators and Co-Coordinators with permission to edit the transaction.
Participants in Basefund are organized according to their role in each Flow. A participating organization may be assigned as a sender, clearer, or receiver, while individual contacts are the people who join Basefund and complete actions for that organization.
When a transaction contains multiple Flows, an organization’s role and responsibilities may differ from one Flow to another.
Understand participant roles
Sender: Provides funds to the transaction.
Clearer: Receives or controls funds before they are disbursed to one or more receivers. A trustee, paying agent, or other intermediary may serve as a clearer.
Receiver: Receives a disbursement from the transaction.
Viewer: Has read-only access and cannot edit or complete transaction actions.
Coordinator or Co-Coordinator: Creates and manages the transaction, participants, and workflow.
A person may hold more than one role when permitted by the transaction structure.
Add a participating organization
Open the closing or transaction from My Transactions.
If the transaction contains multiple Flows, open the applicable Flow.
Go to the section that corresponds to the organization’s role:
Receipt of Funds for senders and clearers
Disbursement of Funds for receivers
Select the option to add the applicable participant.
Search for and select the organization.
If the organization is not available, use the available option to add it to your contacts, then return to the transaction.
Select the organization’s participant type and complete the required transaction fields.
Save the participant.
Add an individual contact
After adding an organization, add at least one individual contact who can act for it:
Open the participating organization’s transaction record.
Select the option to add a contact.
Search for an existing contact or add a new one.
Enter the individual’s name and work email address.
Save the contact.
Use an individual work email for anyone who needs to sign in, verify their identity, approve an account, sign a disbursement, or complete another transaction action.
Shared mailboxes: A shared mailbox may receive transaction notifications, but it cannot sign in or complete identity verification. Add an individual contact when action is required.
Review access and responsibilities
Before inviting participants, confirm that:
Each organization is assigned to the correct position in the applicable Flow.
Each individual contact is associated with the correct organization.
Amounts and funding relationships are correct.
Edit, action, and view-only access have been assigned appropriately.
Participant access follows the role and permissions assigned within the transaction. Do not grant Coordinator or Co-Coordinator access when view-only or participant access is sufficient.
Edit or remove a participant
Open the participant’s transaction record and use the available participant actions to edit or remove it.
Before removing a participant, review any connected funding relationships, receiving accounts, signatures, or approvals. Removing a participant may affect other parts of the Flow.
What happens next
Adding a contact does not necessarily mean the person has joined the transaction. Send an invitation and monitor the participant’s status until the required actions are complete.