Welcome
In the Activities section of the application form you are asked to provide details about the mobility activities you plan to organise and the amount of EU grant you are requesting to implement them.
Take note
Questions or fields may vary depending on the action you apply for. Please read the onscreen information carefully to complete the relevant fields and sections.
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.
At the top of the screen, answer to the mandatory questions about the activities you plan to implement.
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:
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:
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.
Click on the Flows Summary for the respective activity to open the flow details screen. Take note of the following:
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.
Take note
The fields to fill in and the applicable rules and restrictions may differ depending on the selected activity. Please read the onscreen information carefully before you fill in the flow details.
Important
When filling in the flows for each activity, keep in mind the maximum allowed number of participants at project level (not including accompanying persons and participants in preparatory visits). If this number is exceeded, an error message will be displayed in the Activities overview section and you will not be able to complete the activity section.
Similarly, the maximum number of participants that can be added to a Preparatory visit is two (2). If this number is exceeded, that preparatory visit activity cannot be completed.
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:
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:
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:
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.
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.
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.
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.
Click on Activities in the Content menu for a high-level overview.
Take note
If you have exceeded the total number of participants allowed at project level (not including accompanying persons and participants in preparatory visits), an error message is displayed in the activities overview screen. Even if each of the activities is complete, the Activities section will be marked as incomplete with a red cross in the Content menu, and you will not be able to submit the application form. Please make the necessary adjustments in the relevant activities.
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.
Take note
Changes to an activity will affect previously entered information and possibly completed flows in that activity and will result in the activity and flows being marked incomplete. In this case, you have to check and update each flow accordingly.
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.
Take note
Deleting an activity will remove all entered data for the selected activity in all subsections.
Once you have correctly completed all sections and subsections, the section is marked with a green check.