1. Click on "Preparatory visits" in the Content menu

Click on Preparatory visits in the Content menu. In this screen you will see the list of preparatory visits, as you add them to the project. Initially, the list is empty. See the page List functionality in projects for additional information on the list functionalities, such as Search, Filters and the Bulk Actions.

2. Click on the "Create" button

Click on the Create button at the top of the list. 

3.  Create a draft preparatory visit

You can now create a draft preparatory visit only based on the ID, which is automatically assigned, without having to fill in any other fields.

Click on the Save button.

4. Preparatory visit in status DRAFT is added to the project

The draft preparatory visit is added to the list of Preparatory visits, and you can resume its editing at a later time.

Once items are added to the list, the following icons become available:

1. Delete - click on this icon in line with the item you wish to delete, and follow the onscreen instructions.
2. View - click on this icon to open the details of the selected item in read-only mode. All fields are greyed out and you will not be able to change any details.
3. Edit - open the details of the selected item in edit mode. Make the desired changes, then click on the Save button at the bottom of the screen to save the updated information. 

5. Fill in or Edit the Preparatory Visit details and click "Save"

In the Preparatory Visit details screen, start filling in the details. Read the onscreen information carefully.

All mandatory fields are marked with a red asterisk (*), displaying the text Value missing under the field, and must be all filled in, to be able to save and move the preparatory visit into status COMPLETE. 

The Save button is active at all times, allowing you to save intermediary versions in DRAFT.

Take note of the following:

1. The preparatory visit ID is assigned automatically and incrementally, and it cannot be changed.
2. The Number of persons must be filled in. The minimum and maximum number of people allowed is displayed below the field.
   • KA121 and KA122, Calls 2023 and 2024 projects: the fields First name, Last name and Email for each of these persons are displayed. Fill them in accordingly, with the required personal data.
3. The Unit cost field is read-only, containing the defined rate for each participant to the preparatory visit.
4. The Total grant amount is calculated automatically, based on the Unit cost and the Number of persons involved in the visit and, if applicable, the Linked activity type chosen from the drop-down list. This amount cannot be changed manually, except in cases of force majeure.
5. The Linked activity type drop-down list, if available, contains the activity types the preparatory visit can be associated to (while present in both KA121 and KA122 projects, this field is only mandatory in KA121).
   In ESC51 projects, call 2024, you must choose an Activity from the drop-down list of activities.
6. The Start Date and End Date of the visit must be within the project duration (including the start and end dates). Use the date pickers to select the applicable dates.
7. Select the Sending Organisation and the Receiving Organisation using the Select button displayed below each of the fields. A pop-up with the relevant organisations in your project opens, where you can make the selection. 
   
   • In KA121, KA122 (all calls) and KA182 (call 2024) projects:

     • For the sending organisation, the list will propose only organisations with role "Beneficiary", "Consortium coordinator" and "Consortium member". 

       In KA121, KA131, KA171, the organisations with role "Consortium member" involved in activities must be active throughout the entire activity duration, meaning that: 

       • the consortium member must be active before or at least on the day of the activity start date, AND
       • the activity end date must be before or at least on the day that the consortium member ceases to be active.

       When creating/editing preparatory visits, if consortium members involved in activities are not active throughout the duration of the activity, an error message is shown under the organisation name and you will be prevented from saving the activity.
       
       Preparatory visits in status COMPLETE, for which the involved organisations become inactive during the activity, will change the status to DRAFT and the error message will be shown under the organisation name.

     • For the receiving organisation, the list will propose only organisations with role "Other" and "Host organisation".
   • In KA182 call 2023 and ESC51 (all calls) projects:
     • For the sending and receiving organisation, the list will display all participating organisations in your project.
   • If an organisation you want to select is not available for selection, it must be added to the project first, from the Participating organisations section in your project.
8. The Receiving Country and Receiving City are filled in automatically, based on the selected Receiving Organisation, but they can be changed, if required. Select the receiving country from the drop-down list, and manually provide the receiving city in the appropriate field. 
9. Under What was the purpose of the preparatory visit?, use the drop-down list to select the applicable option.
   • If you select Other from the drop-down list, you must fill in the additional field, Please explain the purpose of the preparatory visit.
10. Provide any Comments you deem necessary, if applicable.

Once all the mandatory fields have been correctly filled in, click on the Save button at the bottom of the screen, to save the preparatory visit.

5.1. "Force majeure" flag

Force majeure is:

Any situation or event that prevents organisations and individuals from fulfilling their obligations in the implementation of the project activities.
This situation or event has to be unforeseeable, exceptional situation and beyond the parties’ control. The force majeure cannot be due to error or negligence of the organisations or other participants involved in the action, and proves to be inevitable in spite of exercising all due diligence. 

_{Source: Erasmus+/European Solidarity Corps programme guides 2025, Glossary}

Force majeure situations can arise anywhere and at any time, and include factors such as sudden disease, accidents, death, earthquakes and other causes.

In a project, check the Force majeure flag to indicate that a project activity (i.e. mobility activity, group activity, participations, events, transnational project meetings, etc.) is considered as a case of force majeure.

When you check this flag (tick box), certain fields and grants for the activity may be affected and must be checked and/or updated.

In addition, you must fill in the additional Force majeure explanations field, describing the facts that prove the activity should be accepted as a case of force majeure.

If you check the Force majeure flag, the limitations on the number of persons are removed and the Total grant field becomes editable. You will not need to provide Force majeure explanations. 

5.2. ESC51 specifics

5.2.1. Activity field in Call 2024

Preparatory visits in ESC51 call 2024 projects must be linked to a specific activity. Therefore, in the preparatory visit details in ESC51 projects, you must choose an Activity from the drop-down list of activities already added in the project. If none are yet available, you must first add project activities, as explained on the page Activities in ESC51 projects.

5.2.2. "Virtual" flag 

Tick the Virtual flag, if available, to indicate that the preparatory visit took place exclusively online, without the physical presence of the participant(s). Therefore, the Total grant for the visit will be set to 0 EUR.

5.3. KA121, KA122 Specifics

5.3.1. "Learners took part in the preparatory visit" flag

The flag Learners took part in the preparatory visit is displayed if you have selected the following as the purpose of the preparatory visit:

• Preparing activities for participants with fewer opportunities
• Preparing long-term activities for learners.

Tick the flag if learners took part in the visit, as applicable for your project.

5.3.2. "Request inclusion support" flag (call 2023, 2024 only)

In KA121 and KA122 (call 2023, 2024) projects, it is possible to Request inclusion support for participants to the preparatory visit.

The Request inclusion support (1) flag is displayed at the bottom of the screen. Once ticked, the field Inclusion support for participants (preparatory visits) (2) becomes available and must be filled in. The field Inclusion support for participants: description and justification (3) will display and must also be filled in. 

6. Preparatory visit in status COMPLETE is added to the project

Once saved, a success message is displayed, and you will be redirected to the Preparatory visits screen, where the newly-added visit is now displayed in the list. Once items are added to the list, the following icons become available:

1. Delete - click on this icon in line with the item you wish to delete, and follow the onscreen instructions.
2. View - click on this icon to open the details of the selected item in read-only mode. All fields are greyed out and you will not be able to change any details.
3. Edit - open the details of the selected item in edit mode. Make the desired changes, then click on the Save button at the bottom of the screen to save the updated information.