1. Create the draft mobility activity

This is the first of two steps in the process of adding mobility activities to your project.

Click on the Create button at the top of the mobility list to open the  Create a Draft mobility activity  screen.

In this screen you are required to provide basic information on the mobility activity and the participant. All details are mandatory and must be provided at once in order to create the draft mobility activity record.

Note the following:

1. The Draft status is indicated at the top of the screen.

2. The Mobility activity ID is created automatically. It is a combination of the last 6 digits of the project reference followed by MOB and an incremental number, e.g. 005041-MOB-00001. The Mobility activity ID can be changed, but it must be unique in the project.

3. The Activity Type drop-down values differ according to the action type of your project.
   Note: Once you start filling in the mobility activity details, it is still possible to change the activity type but you may lose certain activity-specific information.

4. Please ensure you provide the correct Participant Email address, as the notifications to fill in the participant report will be sent to this address.

5. The Mobility activity Start date and End date must be within the project dates and the mobility activity duration must comply with the rules for the associated activity type. Once you fill in the dates, the mobility activity duration is highlighted by an orange timeline within the project duration, which is indicated by a blue timeline.

Once you have filled in all the mandatory details, click on the Save button at the bottom of the screen. The mobility activity record is created and displayed in the List of mobilities, with the status Draft.

2. Complete/edit the mobility activity

Once the first draft is saved, you can fill in the remaining details in order to complete the mobility activity. This is the second step in the process of adding a mobility activity to your project and is done by editing the draft record.

It is possible to edit and save the details in several stages, and a completed mobility activity can be updated as many times as necessary, as long as the final report has not been submitted.

In the list of mobility activities, click on the Edit icon next to the one you want to complete. The Mobility activity screen will open in edit mode, and you can fill in the remaining information.

The displayed icons in the Actions column may vary, depending on the action type of your project.

2.1. Mobility activity screen elements

1. Mobility activity card: it is displayed at the top of the mobility activity screen. It displays the participant's name, as well as the mobility activity card with basic details about the mobility activity: Mobility ID (where applicable), date of creation, and date of update, as well as the users who updated the form.

2. Mobility activity status: it is included in the card; depending on the action type, it is displayed either as a word or as a coloured badge (orange for Draft, green for Complete).

3. Export mobility activity button: where applicable, it is included in the card and allows you to export the form to a PDF file which contains a list of all fields and the information you provided in each field.

4. Save button: it is located in the bottom right corner of the screen. Click the button regularly to save the information as you fill in the form. 

2.2. Mobility activity sections

The screen consists of several sections. You can expand and collapse each section for easier navigation, by clicking on the section title or the arrow (>) on the right side of each section.

The section number and titles may vary slightly depending on the action type. Here is the general structure of the form and the type of information that is required for each section:

2.2.1. Activity

In this section you will select the activity type and define or view high-level details about the activity type, for example if the activity is itinerant (youth projects), a blended mobility activity (higher education/KA121/KA122) or if it is a case of force majeure.

Here is an example of the Activity section in a KA131-HED project.

2.2.2. Participant

In this section you will view the previously entered participant personal details, as well as provide further details as applicable.

The section also includes a variety of flags that can indicate the participant's role in the mobility activity, whether the participant requires a linguistic grant or whether it is a participant with fewer opportunities. The flags you check may affect the grants received for the participant as well as the remaining details to fill in.

For example:

• Participant with fewer opportunities: for each such participant you must fill in the Fewer Opportunities section of your project.

Here is an example of the available participant flags in a KA154-YOU project:

2.2.3. Participant Report

Here is an example of the Participant report section in the Mobility activity screen:

2.2.4. Certifications

In this section you will specify any certificates or credits that are awarded/recognised by the involved organisations.

Here is an example of the Certifications section in a KA153-YOU project. The create new button allows you to add additional certifications, if required. 

2.2.5. From-To

In this section you will specify the travel details, such as the sending and receiving organisations, the distance band and the means of transport.

Here is an example of the From-To section in a KA131-HED project.

You must provide information regarding the Sending and Receiving organisations, using the available drop-down lists, as well as the Distance band, Real distance in km and the Main means of transport. 

Here is an example for the options to select the Sending and Receiving organisation in a KA121-ADU project in the From-To section.You have the Select  (1) button available to choose the respective organisation from. Clicking on it opens the organisation selection pop-up window, in our example for Sending Organisation.

Click on the organisation you want to choose (2), it will be highlighted in blue, and click on the Select  (3) button. 

The organisation information in the From-To section is updated as per selected organisation (4). 

2.2.6. Duration

In this section you will check and update the start and end dates of the mobility activity, and provide any additional information about the duration of the mobility activity, as applicable.

Here is an example of the Duration section in a KA131-HED project:

2.2.7. Budget

The mobility activity budget consists of various grants that are calculated automatically based on the details you have provided throughout the mobility activity form. In the Budget section you will view the grant amounts, as well as the total mobility activity grant.

For certain key actions, you may have to provide additional details in this section, to complete the grant calculations.

Here is an example of the Budget section in a KA152-YOU project:

3. Mobility activity list

All the individual mobility activities added to the project are displayed in the List of mobility activities. The total number is also displayed at the top of the list.

For each mobility activity, you can view key details as well as its status: Draft or Complete.

For each mobility activity, you have the following options by clicking on the applicable icons, from left to right:

• View the mobility activity details - the mobility activity details screen opens; you can view, but cannot any of the change the mobility activity details.
• Edit the mobility activity details - the mobility activity details screen opens and you can make the desired changes. Remember to save any updates by clicking on the Save button at the bottom of the screen.
• Delete the mobility activity - click Yes in the pop-up message to confirm the deletion.

The following options are also available at list level:

• Sorting by column: by clicking on a column header (1st click ascending, 2nd click descending, 3rd click off). An arrow indicating the current sort sequence is displayed next to the selected column header.

• Browsing: use the browsing options below the list to change the display of items per page and/or the arrows to view more results.

• Horizontal and vertical scroll bars: move from left to right and top to bottom to view all data in the table.

In some projects the mobility activity list will look differently, as in the example below for KA121-ADU, but provide you the Delete, View and Edit options in the same way. 

See the page List functionality in projects for additional information on the list functionalities, such as Search, Filters and the Bulk Actions.