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	Illustrations provided for consultation only...
	Illustrations provided for consultation only...

This page explains how to add, edit and delete activities for KA1 youth mobility projects in Beneficiary module, using a Mobility of youth workers (KA153-YOU), call 2023 project as an example..

An activity is a set of tasks performed within the same location, the same time frame and the same scope. Each activity recorded in the project has a unique activity ID.

Participants are associated with an activity through mobility activities recorded in the project. You must therefore add activities to your project before adding mobility activities, as you will need to associate each mobility activity to an activity. Only the contact persons with edit rights in the project are able to perform the actions below while the project is in status Project ongoing. All participating organisations participating in activities must be available ion the project before adding the activities

Excerpt
For a quick overview of Activities in Beneficiary module, please view the the eLearning video.

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title	Relevant For...

This page is relevant for:

Erasmus+, Call 2021 onward
- KA151-YOU - Mobility of young people for accredited organisations
- KA152-YOU - Mobility of young people
- KA153-YOU~~~~ - Mobility of youth workers
- KA154-YOU - Youth participation activities
Erasmus+, Call 2022 onward
- KA155 DiscoverEU Inclusion

Prerequisites

Only the contact person with edit rights in the project is able to perform the actions below

A grant agreement has been signed for the project, and it is available in Beneficiary module

To update the project it must have the status Project Ongoing

Add all participating organisations to your project before adding the activities

Detailed

Steps

Example of list of activities with a different layout Image Removed

Edit an activity

Click on the "Edit" icon

Click on the Edit icon to open the details of the selected activity in edit mode.

Click on the Edit icon to update an activity

Make the changes and "Save"

Make the desired changes in the activity details, as per your needs. Then click on the Save button at the bottom of the screen to save the updated information. If you use the Back button, the changes will not be saved.

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Add an activity

Access "Activities" in the Content menu

In your project, click on Activities in the Content menu. The List of Activities is displayed . All and all the activities that you add will be shown here. Initially, the list is empty.

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Click on Activities in the Content menu

Click on "Create" to add an activity

Click on the Create button in the top right corner of the list to open the Add an activity Activity screen.

Click on the Create button

Fill in the activity details

In the Activity screen, fill in the fields as required. All fields are mandatory and are marked with a red asterisk (*), displaying Value missing below each field to complete.

Note
The fields to complete may differ, depending on the key action and/or call year of your project and/or Activity Type selected when adding the activity.

Take note of the following:

Click on the Activity ID drop-down list and select an ID from the list of unassigned Activity IDs. The activity ID must be unique for the activity in the project.
Click on the Activity Type drop-down list and select the relevant activity type for which you want to fill in the details. The Activity Types activity types available depend on the key action of your project. For some action types you can add multiple activities of the same activity type. See Activity Types in projects for additional information.
Note
You can only add an a mobility activity of type Preparatory Visit, where available, once you have added and detailed the associated activity.
Tick the Itinerant check box checkbox if the activity is itinerant in accordance with the Erasmus+ Programme Guide. See the page Mobility activities in KA1 youth mobility projects for details on how this impacts mobility grants.
For KA152-YOU and KA153-YOU projects, if you have selected the activity type Preparatory visit:
- You must select the Venue of the activity from the list of countries of the project organisations.
- You must also select the activity the preparatory visit relates to, from the Related to the activity drop-down list.
For call 2023 projects you must provide the Start date and End date of the activity, using the available date pickers. The dates must be within the Project Duration, displayed as a timeline above the fields to complete.

Here is an example of the Activity screen in a KA153, call 2023 project.

Example of the Activity screen in a KA153, call 2023, project

Here is an example of the Activity screen in a KA154, call 2022 project.

Example of the Activity screen in a KA154, call 2022, project

Here is an example of adding an activity of type Preparatory visits in a KA152, call 2022 project, where the fields Venue/Country of activity and Related to the activity become available and must be completed.

Example of adding an activity of type Preparatory visits

Click on "Save"

Once you have filled in all the mandatory information, the Save button in the bottom right corner of the screen becomes active. Click the Save button to save the activity details for your project.

Click on Save

Activity added

A success message is displayed, and you are redirected to the list of Activities, where the newly added activity is now displayed.

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	List functionality in projects
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At this point you can start adding mobility activities and associate them with each of the activities in this list. As you do so, the Number of Mobility Activities associated with each activity will be shown here.

Newly added activity available in the project The list of activities may have a different layout once activities are added, depending on the call year of your project. excerpt-include

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Note
Certain fields, for example Activity ID or Activity Type cannot be updated and are read-only.

In this example, only the Activity Title and Activity description can be updated.

The following fields, as applicable for your project, can be updated:

Activity Type
Is this activity itinerant?
Start date
End date
Related to the activity
Venue of the activity
Country of destination/event

Click on Save.

In our example, we are changing the Country of destination/event.

Make the required changes and click on Save Image Added

Confirm the revalidation of mobility activities, if applicable

For activities in KA15 KA152, KA153 and KA154 projects, linked to mobility activities, changes to one of the following fields may trigger the change of fields/rules in the linked mobility activities:

Activity Type
Is this activity itinerant?
Start date
End date
Venue of the activity
Country of destination/event

The mobility activities will require revalidation. Revalidation will happen automatically after the changes have been saved, if there are many mobilities affected.

If, upon saving changes to activity details and mobility activities are impacted, a pop-up message will display, informing you of the automatic revalidation. Click on OK to confirm or Cancel to abort the action and return to the Activity details screen. If you click on OK, you are returned to the list of activities.

Confirmation pop up displays if mobility activities are affected by the changes Image Added

Revalidation of mobility activities starts automatically

You can check the status of the revalidation from the Mobility activities section in your project. Click on the Revalidation button to open the List of Revalidations.

View the revalidation details from the Mobility activities section in the project Image Added

Initially, the revalidation will be in status Pending. Once the revalidation is completed, it will be in status Done. Clicking on the View more button will open the Revalidation details. For more details on this screen and functionalities, please see Revalidate Mobilities in Beneficiary module.

Warning
Mobility activities may have changed their status from Complete to Draft as a result of the changes made in the activity and the automatic revalidation.

Revalidation will initially be in Pending status Image Added Certain fields, for example Activity ID or Activity Type cannot be updated and are read-only Image Removed

Delete an activity

In the activity list, click the Delete icon next to the activity you want to remove from the project and follow the onscreen instructions to remove it from the project.

Click on the Delete icon to remove an activity

Note

type	error

If you try to delete an activity that is linked to (a) preparatory visit(s) and/or mobility activities, an error message will display, informing you of this fact. Remove You must remove the link to the activity from the preparatory visit(s) and/or mobility activity first and try again.

Error message if activity to be deleted is linked to mobility activities

Expected Outcome

Depending on the action you have performed:
- A new activity has been added to the project and is displayed in the list of activities. You can now start associating mobility activities.
- The changes to the activity details are saved.
- The selected activity has been removed from the list of activities.

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Prerequisites