1. Open "Activities" 

Click on Activities in the Content menu. The Activities screen opens, where you will answer a number of questions and add the activities you plan to develop. You will also have an overview of the requested grant and number of participants for each activity. 

Each activity you add will be displayed as a separate section in the Content menu, under Activities.

Each section is marked with a red dot if there are no flows defined for an activity or if there is missing or invalid mandatory information in the section. The sections will be marked with a green dot when all mandatory information is correctly filled in.

You might have to use the scroll line at the bottom of tables or browser window to access all available information on the screens. To gain additional space on your screen you can also close the Content menu using the arrow icon < or work in full screen mode. See How to complete the application form for details. 

2. Answer the questions

At the top of the screen, answer to the mandatory questions about the activities you plan to implement.

3. Add activities

In the Activities screen scroll down to the Activities found section.

In KA182-SPO application forms, you can add up to 12 activities in total, as follows:

• Coaching or training assignments - maximum 5
• Job shadowing and observation periods - maximum 5
• Preparatory visits  - maximum 2

3.1. Add the first activity

To add the first activity, fill in the available empty row: select the Activity type and Destination country from the respective drop-down lists, and type the desired Activity title in the dedicated field.

Once the activity details are filled in, a unique Activity ID is assigned to the selected activity type, indicating the activity type selected. In our example, the ID ASSGN01 corresponds to the first added activity of the type Coaching or training assignments.

In addition, the Content menu now includes:

• The total number of activities added - in our case 1
• The title of the newly added activity
• Subsections for the added activity:
  • Budget - read-only and already marked as complete, with a green dot
  • Flows Summary - to be filled in as flows are added
  • Preparatory visits - only applicable to preparatory visits

3.2. Click on the "Add activity" button to add more activities

For each subsequent activity you plan, click on the Add activity button and fill in the activity details as explained above. 

The Content menu is updated automatically to reflect the newly added activities.

Here is an example where four activities have been added, showing the three different available types.

4. Add flows to the activity

4.1. Click on "Flows Summary"

Click on the Flows Summary for the respective activity to open the flow details screen. Take note of the following:

• Each activity must include at least one and can have maximum ten flows.
• Flows are displayed as cards, with the key details displayed in the card header once you have filled in the required information. Each card can be individually collapsed or expanded using the dedicated up/down arrow.
• The first flow card is already available and can be filled in straight away. For each additional flow, click on the Add new flow button at the bottom of the screen to add additional cards.
• The Flow ID is generated automatically and assigned incrementally.

The Total No. of participants (not including accompanying persons) for all flows in the selected activity will be calculated automatically and displayed at the bottom of the flow list.

4.2. Fill in the flow details

Each flow is divided into a number of subsections,  where you will specify flow details and budget information. Each subsection is displayed as a card, which can be individually collapsed or expanded using the Edit icon or the dedicated up/down arrow.

Open each card in sequence and fill in the details. The form will adapt based on the information you provide, and you may need to fill in additional subsections or correct errors based on messages displayed on the screen.

Mandatory fields are marked with a red asterisk (*). Each card is initially preceded by a red line and displays the status Incomplete if there is missing mandatory information, either in that subsection or in another subsection that depends on it. Once you have correctly filled in all the necessary information, the line turns green, and the status is now displayed as Complete. Once all subsections are complete, the flow card is also marked as complete, with a green line.

Certain fields, such as grants, are updated automatically based on the information you provide, and cannot be modified manually.

Here is an example of a flow for the activity type Coaching or training assignments and its subsections before and after completion:

4.3.  Review the "Budget summary"

This section provides a breakdown of the budget requested so far for the selected activity. All information displayed here is read-only, as all grants are calculated automatically based on the information you provided in the flows. If changes are required, update the relevant information in the flows.

Here is an example for the Budget summary for Activity 01 of type Coaching or training assignments:

4.4.  Preparatory visits specifics

For preparatory visits you must also provide information regarding the objectives of the visit, the participants involved, and the main activity that the preparatory visit relates to.

To do so, select the Preparatory Visit subsection and:

1. Fill in the available fields at the top of the screen.
2. Click in the Related to activity field and select the relevant activity from the drop-down list.

The Number of participants and Total Grant (EUR) values displayed in this screen are retrieved from the Flows Summary subsection of the selected preparatory visit.

4.5. "Flows Summary"

In the Content menu click on the Flows Summary for the selected activity to have an overview of the flows added so far, including key details about each flow.

If all details have been correctly filled in, the flow cards are preceded by a green line. If there are incomplete flows, those flows are marked with a red line, and the missing or erroneous key information is indicated in red in the flow card header. 

In the Content menu, the number of flows defined for the selected activity is displayed - in our example 2.

4.6. Update a flow

In the Flows Summary for a selected activity, click on the Edit icon next to the desired flow. The flow details are displayed, and you can make the desired changes. The grant fields and the Budget summary will be updated accordingly.

4.7. Delete a flow

In the Flows Summary for a selected activity, click on the Delete (X) icon next to the desired flow to delete it. Confirm the deletion by clicking on YES in the pop-up window. The Budget summary will be updated accordingly.

5. "Activities" overview

Click on Activities in the Content menu for a high-level overview.

1. View the updated Number of participants, Number of accompanying persons, and Total grant (EUR) for each activity as well as the totals at project level. Where applicable, these values also include numbers/grants calculated based on (partial) information provided in the subsections.
2. In the Content menu view the total number of activities in the project is shown - in our example 4. 

5.1. Update key details of an activity

In the Activities overview screen you can change the high level details of a given activity: the activity type, title and/or destination country. Any flow details already entered may now need to be updated to complete the activity.

5.2. Delete an activity

In the Activities overview list, click on the Delete (X) icon for the activity to remove. Confirm the deletion by clicking on YES in the pop-up window.

6. Example of a completed "Activities" section

Once you have correctly completed all sections and subsections, the section is marked with a green check.