Welcome
The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation.
Information
Fields may vary depending on the action type of you project. Please read the onscreen information carefully to complete the relevant fields.
This page explains general mobility activity import files. The examples provided are based on the import for KA131 Staff and KA131 Student mobility activities.
It is possible to export the mobility activity list as XLS or CSV files and to import as CSV, XLS or XLSX. The instructions on this page are based on the processing of an .XLS file.
Take note
It is advisable to export the latest file template after each release to ensure that any changes (e.g. added or removed fields) are also reflected in the file you intend to import.
For a quick overview of the mobility activity export and import in Beneficiary module, please view the eLearning videos "Introduction to export and import of mobility activities" and "How to export a list of mobility activities using an XLS file".
Important
For specific conditions regarding Ukraine, see the page Project handling specifics related to the Russian aggression on Ukraine.
Use the spreadsheet editor of your choice to open the XLS file that you have previously saved in your local work environment.
If you exported the file from your existing project, you might already have some rows filled in with mobility activity information added to the project at an earlier stage.
The detailed field explanations and the dictionary values needed for your specific KA can be found in the Data Dictionary, available for download from page Data Dictionary and Mobility Import-Export templates.
There are certain specific columns for each key action. You will find the necessary instructions in the specific data dictionary in order to fill in the file correctly. In our example below, fields such as Blended Mobility Activity, Blended Intensive Programme or Doctoral Mobility activity are specific for KA131-HED projects.
The other columns are applicable to all files and follow the same format. The position of these columns in the file varies according to the Key Action template you are using.
Important
Sending organisations and receiving organisations in Higher Education projects.
See more details about Eligible countries.
You will have to fill in one row per mobility activity.
Provide all mandatory fields in your spreadsheet for your first mobility activity. Keep the information explained above in mind to avoid errors when importing the file into your project.
For the following mobility activities, either fill in the additional rows one by one, or follow the instructions further below to copy the information from the first mobility activity row, then update as required for each of the additional mobility activities.
In order to explain how to add new mobility activities, we will look at a simple scenario where 2 new mobility activities are added.
Each mobility activity will have a different participant but coming from the same organisation and going to the same location for the same time for the same activity. The mobility activity budget is also the same for each mobility activity.
To gain space on the screen in the example scenario, certain columns have been hidden, but have been filled in.
Select the row of an existing mobility and copy.
Select as many empty rows as desired, then paste the copied information. Depending on your spreadsheet editor, there are various options for the paste action. In our example, have the following options:
Update the specific details for each participant.
Some things to remember:
Once all information is entered, save your file as *.xls (Excel 97-2003 workbook) or .xlsx (Excel Workbook). You are now ready to import the mobility activity file into your project.