Registration of user group and A-form

The electronic form used for registering the experiment team and confirming samples and substances used in the experiment is called A-form.


All prospective members of the experiment team must have registered on the User Portal to the European XFEL (UPEX) before the Main Proposer can add their records to the A-form. It is the responsibility of the Main Proposers to make sure that all prospective members of the team create their personal accounts in UPEX in time and to accept the latest versions of the policies detailed on UPEX. Main Proposers should also make their team members aware that they need to take the online general safety training (available soon).

A maximum number of 10 participants in each user experiment is recommended. This is due to access restrictions in the experiment hall and instrument hutches for safety reasons. Please note that registration for remote access to user experiment data is possible through A-form—but also at any other stage later.

A link to the active A-form can be found by the Main Proposer on UPEX, next to the name of the scheduled proposal.

In addition to the registration of the experiment team, the A-form includes the following :

  • Confirmation of samples/substances to be used during experiments (chosen within the samples/substances included in the original proposal, please refer to our sample policy) for more information
  • Designation of funded users in case of eligibility
  • Optional requests for support for practical arrangements (travel, accommodation, invitations for visa purposes, etc.)


The A-form must be completed and submitted at least 4 weeks before the start date of the experiment. Timely submission is in the interest of the user team. This is particularly crucial for practical arrangements (access, accommodation, and travel support) but also for computing accounts and other aspects of the experiment support. If submissions are late, the User Office will not be in a position to ensure high-quality service to users.

A detailed guide to experiment registration in UPEX can be found here.