Beneficiaries can import mobility activities or participations into their project, as long as the Final Report has not yet been submitted. The functionality to export and import mobility activities (Erasmus+ projects) or participations (ESC51 projects) allows you to add multiple mobility activities/participations at once, as well as to update the existing ones. While importing mobility activities/participations, organisation(s) can be added to the project at the same time. 

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.

This page is relevant for:

• Erasmus+, Call year 2021 onwards
  • KA121 - Accredited projects for mobility of learners and staff in school education, vocational education and training, and adult education
  • KA122 - Mobility for learners and staff in school education, vocational education and training, and adult education
  • KA131-HED - Mobility of higher education students and staff supported by internal policy funds
  • 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 
  • KA182-SPO - Mobility of Sport Coaches and Staff 
• Erasmus+, Call year 2022 onwards
  • KA171-HED - Mobility of higher education students and staff supported by external policy funds
• European Solidarity Corps, all Calls 
  • ESC51 - Volunteering Projects 

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Select "Import-export" from the Content menu

Click on Import-export in the Content menu of your project. The Import-export screen opens, displaying: 

1. An information message with a link to the Data dictionaries and Import-Export templates in the Beneficiary module guide. A tooltip is also displayed. Clicking on it opens additional guidelines with links to the eLearning videos available on the topic. 
2. The Actions section, where you can download the list of existing mobility activities/participations (or the empty template) to XLSX or CSV formats and import the files with the new and/or updated mobility activities.
3. The Import/Export status section, where you can view the import/export history and status. From here you also have access to the import logs, providing details regarding the successful or failed imports. 

Import-export mobility activity screen (KA131)

Where available, select the import/export type from the list. 

Here is an example of the Import-Export screen in an ESC51, call 2023, project.

Import-export screen in ESC51 project

 Export the mobility activities

Select the type of mobility activities to export 

In the Export section of the screen, use the radio buttons to choose whether to export:

• both draft and complete mobility activities, or only the complete ones.
• For KA131-HED and KA171-HED projects only: choose whether to export either the student or staff mobility activities.

In the tabs below, see examples of the Import-export screen from various key actions:

Deck of Cards
startHidden false history false id ImpExp
Card id 121 label KA121 Import-export screen in a KA121 project This is an example for the Export section in a KA121 project.  Card id 131 label KA131 Import-export screen in a KA131 project In our example, the project includes one mobility activity in status Complete, therefore the exported file will contain the relevant information. Card id 182 label KA182 Import-export screen in a KA182 project Note type warning For KA182 - Mobility of Sport Coaches and Staff activities, all call years, only the export option is available. Before exporting, you can choose between the Draft + Complete and Complete options.

Click on "Export XLSX" and download the file

Click on the Export XLSX button.

Click on Export XLS and download the file

A notification message displays, informing you on the export process. In the list, the status of the export displayed is initially, Processing. Click on reload to refresh the list and check the progress.

Export process message

When the export file is ready, its status will be Exported. Click on the file name and follow the instructions on the screen to download it on your local device.

The file extension is *.xlsxand the file name is generally composed of: the project number, followed by the date and time of the export, e.g. 2021-1-EL01-KA131-HED-000015426-KA131-HED-12-11-2021-09-23-23-.xlsx.

Example of an exported file in a KA131 project

Update and save the mobility activity file

Open the file and update the mobility activity/participations list as described on the page Edit the import file. For a better understanding of the content and the fields displayed in the exported files, Data dictionaries are provided

Import the file

Select the type of mobility activities to import (Erasmus+ HED only)

In the Import section of the screen, use the radio buttons to choose whether you will upload student or staff mobility activities into your project. Your selection must match the mobility activity type in the XLSX file. Students is selected in the example below (also the default selection).

Select the type of mobility activities to import

Here is an example for the Import mobility activities section in a KA121 project. There are no radio buttons to select Student or Staff. 

Import mobility activities section in a KA121 project

Click "Select file" to upload

Click on Select file, then follow the onscreen instructions to locate the file and upload it. Alternatively, you can drag and drop the file from its location to the designated area on the screen.

The import will start shortly after the file is added, and a message is displayed. The records will be imported as either complete or draft, depending on how much information you provided in the file.

Select file to upload

You can monitor the import progress in the Import/Export status list (see next section). Initially, the status of the import will be Requested. When importing a file, the system first checks if the file type is right, then it checks if the field format and content are correct and finally it checks against the rules described in the Erasmus+ Programme Guide.

Click on reload to refresh the list to check the progress.

Import-export status in a KA131 project

If the import is successful, the status will be Imported and the number of imported Complete and Draft mobility activities/participations is displayed in the list. The imported records are listed in the Mobility Activities/Participation section of your project. To view more details on the import, such as specific information on the imported draft mobility activities/participations, click on the View icon to open the Import Log.

If the import status is indicated with Error, the import has failed and the relevant details are provided in the import log.

In this example, the import was successful. Five completed and three draft mobility activities have been imported. 

Example of completed successful import

Import/export status list

See the page View mobility activity import error logs for details.

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