Welcome
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When implementing group activities in your project, you may need to request different funding for different participants in the same group, depending on their specificity, for example different start dates or means of transport, participants with fewer opportunities, etc.
Each group activity between a sending organisation and a receiving organisation should be recorded only once in your project.
For these reasons, to keep groups as homogeneous as possible in terms of funding, it is advisable to split a group into subgroups for each specific situation within that activity. If necessary, you can create a subgroup for a single person.
In Beneficiary module, this is done in two steps:
Unlike mobility activities, group activities do not require the names and personal details of the participants in the group. The only person whose name and email are specifically required is the Lead accompanying person, as this person will receive the invitation to fill in the participant report.
This page explains how to add group activities and subgroups, using an example project for KA121-SCH, call year 2022. Group activities are not available for KA121-VET and KA122-VET projects.
This page explains the management of Group Activities in granted KA121 and KA122 projects, using an example project for KA121-ADU, call year 2022. Group activities are not available for KA121-VET and KA122-VET projects.
Group activities in your project can only be managed by contacts with edit rights in the project while the project is in status Project ongoing. Make sure all organisations participating in your project's group activities are available in the Organisations section of your project before you add group activities in your project.
When implementing group activities in your project, you can request different specific funding for different participants in the same group, for example different start dates or means of transport, participants with fewer opportunities, etc. Each group activity between a sending organisation and a receiving organisation should be recorded only once in your project. For these reasons, to keep groups as homogeneous as possible in terms of funding, it is advisable to split a group into subgroups for each specific situation within that activity. If necessary, you can create a subgroup for a single person.
In your granted project, adding group activities is done in two steps:
Unlike mobility activities, group activities do not require the names and personal details of the participants in the group. The only person whose name and email are specifically required is the Lead accompanying person, as this person will receive the invitation to fill in the participant report.
Before the submission of the Final beneficiary report, group activities in your project should be checked. All group activities must be in status Complete before the report can be submitted.
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Select the "Group activities" tab from "Mobility activities"Group activities activities are accessible in a separate tab when accessing Mobility activities via the Content menu in your project. It is from here that you can manage the group activities of the project. You will see the list of group activities, as you add them. Initially the list is empty. In KA121-ADU and KA122-ADU projects, a notification regarding EPALE is displayed. See EPALE Electronic Platform for Adult Learning in Europe for information.
Click on "Create"to add a group activityClick on the Create button at the top of the group activity list. The Group Activities screen opens. Here you will add the details of the group activity and create subgroups for each particular situation. All mandatory details must be filled in at once, in order to save the group mobility record. It is not possible to save draft records at this stage. The Group Activities screen opens. Here you will add the details of the group activity and create subgroups for each particular situation. All details must be filled in at once, in order to save the group mobility record. It is not possible to save draft records at this stage. At the At the top of the screen the activity status badge is displayed. The status changes from Draft to Complete from Draft to Complete when at least one subgroup of participants has been added to the group activity and all mandatory information has been provided in all sections and subsections. Use the scrollbar in your browser to access all information on screen. The form consists of several sections . Each where each section can be expanded or collapsed individually, using the dedicated arrow. Fill in the fields per section as required. Mandatory fields are marked with an asterisk ( * ).
Fill in the "Group Activities" sectionFill in the requested information. Please note:
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If you check the Force Majeuremajeure flag at group level, all the subgroups will also be automatically flagged as Force Majeuremajeure. The flag can be deselected later for each subgroup, in accordance with the subgroup specifics. |
In addition, the following fields and grants are affected are affected at group level in the case of force majeure:
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Select the Sending organisation and the Receiving organisation from the applicable drop-down lists. The Country and City for each organisation are prefilled automatically with those registered in the Organisation Registration system (for organisations with an OID) or in the project (for organisations without an OID). These are the default locations and can be changed manually in the project.
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If you change any of the default details, for example the Receiving Country, you will be required to provide an explanation in the subgroup screen. |
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For all subgroups in a group activity the sending country and the destination country must be the same.
The Activity at a seat of an institution of the European Union flag is available in the From-To section of the group activity details in call 2023 projects. The relevant tick box displays if the Receiving Country selected is either Belgium, Germany, Luxembourg, France or The Netherlands.
If applicable for the group, tick the flag.
The selected locations are applicable to all the subgroups of participants involved in the activity.
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The In the Participants section is not visible at this stage. It will become visible after you save and create the group activity record. Here you will create the subgroups of participantsyou will be able to create the subgroups of participants taking part in the group activity, with details for each subgroup. It is possible to add subgroups at this point, after having saved the group details. See but it can also be done after the general group activity information has been completed and saved. See Add a subgroup to a group below for further instructions.
Fill in the "
In our example, we will first complete the group activity details and add the subgroups later.
This section is mostly prefilled read-only and information will be filled in based on the details provided for each subgroup subgroup in the Participants section of the screen. The fields will be updated as you fill in the Participants details for each subgroup, after saving the group activity group.
At the bottom of the section you will also view the Organisational Support grant. This grant will be calculated automatically based on the subgroup information you provide. This amount cannot be changed manually except in cases of force majeure, and it is capped at EUR 1000 per group activity.
In addition:
The Lead accompanying person will be required to fill in the participant report for the entire group, even in case of Force majeure. Ensure the email address you provide is correct, as the invitation to fill in the participant report will be sent to this email.
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The Lead accompanying person will be required to fill in the participant report for the entire group, even in case of Force majeure. Ensure the email address you provide is correct, as the invitation to fill in the participant report will be sent to this email. |
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If applicable, you can use the Inclusion support for organisation not requested for all participants with fewer opportunities flag to request only for some of the participants with fewer opportunities in the group activity inclusion support for organisations.
When the flag is ticked, the field Number of participants for Inclusion support for organisation becomes available and must be filled. The calculated Inclusion support for organisations is updated as per your input.
In this section you will be able to monitor the status of the participant report and, if needed, resend the invitation to the Lead accompanying person to fill in the report. Initially, the section is empty.
For more details about the participant report and this section in the group activity details, see the page Manage Participant Reports in projects.
The Total group grant is displayed at the bottom of the activity screen, in theBudget section. It is calculated automatically as the sum of all relevant grants calculated in the subsections above. This amount cannot be changed manually. To view the real grant value, you must fill in the subgroup information first.
In our example, after providing the required information for the Group activity, it is 0 EUR, as we have not yet added Participants for the group activity.
Please add any additional explanations you consider relevant concerning the group in the Comments field.
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Once all the mandatory details are filled in, click on the Save button at the bottom of the screen to save and create the group activity record.
A success message is displayed and the activity is displayed in the Group activities list.
As we did not yet add participants to the group, the group activity is in status Draft. At least one group of participants must be added to a group activity for the status to be completed. Please also note that only group activities in status Complete are calculated in your project's reported budget.
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You can now edit the group
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In this section you will be able to monitor the status of the participant report and, if needed, resend the invitation to the Lead accompanying person to fill in the report. For more details about this section, see the page Manage participant reports in projects.
Please add any additional explanations you consider relevant concerning the group in the Comments field.
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For compliance with the EU General Data Protection Regulation, please do not include any sensitive information about the participant's personal situation related to special needs, racial or ethnic origin, political opinions, religious or philosophical beliefs, trade-union membership, health or sexuality. |
Once all the mandatory details are filled in, click on the Save button at the bottom of the screen to save and create the group activity record. A success message is displayed and the activity is displayed in the Group activities list.
You can now edit the activity to add subgroups of participants.
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Click on the Edit icon to open the Group activity in edit mode. activities list, click on the Edit icon next to the group activity for which you wish to add the participant subgroups. The Group activities screen opens.
In the Group activities details screen, scroll down to the Participants section and click on the Create button.
The subgroup details screen opens in edit mode.
Similarly Similar to the Group activities screen, the subgroup details screen consists of various subsections, which can be opened and collapsed by using the dedicated arrows. All mandatory fields, marked with *, and sections in the subgroup screen must be filled in at once , in order to save the subgroup details.
At the top of the screen you can view the key group details:
In ADU projects, the Participants with fewer opportunities flag is selected by default and cannot be changed. All participants are considered Participants with fewer opportunities.
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If this flag was already set at group level, you can remove it here if it is not applicable for this particular subgroup. |
subgroup. |
Select the Distance band (1), provide the Real distance in kilometres (2) between the sending and the receiving cities and select the applicable Main means of transport (3) from the respective drop-down list
Type the Real distance in kilometres between the sending and the receiving cities.
Enter the number
ofof Travel Days (4). You can add up to 2
days for non-sustainable travel and up to 6 days for sustainable (green) travel.days for non-sustainable travel and up to 6 days for sustainable (green) travel.
The Total travel grantThe Total travel grant (5)
is calculated automatically based on the number of participants (including the accompanying persons) and the unit cost (5). This amount cannot be changed manually, except in cases of force majeure.
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The Travel grant not requested flag indicates that, for a mobility activity, this type of support grant is not required. Once the flag is ticked, the Travel unit cost and Total travel grant will
be set to 0.be set to 0.
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Provide the number of days for which you require the individual support grant for the subgroup, in the Duration for individual support field. This field is by default editable in call 2021 and call 2022 projects. For call 2023, see below.
Make sure that the number of funded days is in line with the participant grant agreement rules.
The Individual support for participants and the Individual support for accompanying persons are calculated automatically based on the respective unit costs, and cannot be modified manually. The Total individual support grant is also calculated and displayed. This amount cannot be changed manually, except in cases of force majeure.
If you do not require any individual support for this the subgroup, tick the Individual support - grant not requested flag.
Otherwise, type the number of days for which you require the individual support grant for the subgroup, in the Duration for individual support field. This field is already prefilled with the maximum duration, calculated based on the activity duration and the number of travel days for this subgroup. Make sure that the number of funded days is in line with the participant grant agreement rules.
The Individual support for participants and the Individual support for accompanying persons are calculated automatically based on the respective unit costs, and cannot be modified manually. The Total individual support grant is also calculated and displayed. This amount cannot be changed manually, except in cases of force majeure.
The Total grant for the subgroup is calculated automatically based on the information you have provided and displayed at the bottom of the screen.
Please add any additional explanations you consider relevant concerning the subgroup in the Comments field.
The related budgetary values will be set to 0 EUR.
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In call 2023 projects, the field Duration for individual support is, by default, not editable. If Individual support is not required for the full duration, tick the Request fewer days for Individual support flag. The Duration for individual support field becomes editable and you can define the days for which this support is required.
The Total grant for the subgroup is calculated automatically based on the information you have provided and displayed at the bottom of the screen.
Please add any additional explanations you consider relevant concerning the subgroup in the Comments field.
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Once all the mandatory details are filled in, click on the Save button at the bottom of the screen to save and create the subgroup.
A success message appears, and the subgroup is now displayed in the Participants list.
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Add as many subgroups to the group activity as required.
Review all details in the Group activity screen and make any other required changes, as applicable.
In our example, we will update the field Number of participants for organisational support in the Participants Summary section, as we would like to add Organisational Support for (some/all of) the participants in our group activity.
As soon as one subgroup is added to the Group activity and all mandatory fields are filled, the status badge in the Group activity details screen changes to Complete. Click on the Save button to save the Group activity.
A success message displays and you are redirected to the list of Group Activities. It is now in status Complete.
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Once all the mandatory details are filled in, click on the Save button at the bottom of the screen to save and create the subgroup. A success message appears, and the subgroup is now displayed in the Participants list.
At this point, the group activity status changes from Draft to Complete.
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All the group activities you add are displayed in the List of group activities. For each group there is one corresponding group activity. The details shown in the list are retrieved from the information you provided in the group and subgroup screens.
The Group Activity Status is updated to Complete.
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