Welcome
The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation.
This page gives an overview of the process for importing and exporting mobility activities or participations in beneficiary projects. The Import-Export functionality is available for:
- Erasmus+, Call year 2021 onward
- 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 - Accredited projects for youth mobility
- KA152-YOU - Mobility of young people
- KA153-YOU - Mobility of youth workers
- KA154-YOU - Youth participation activities
- Erasmus+, Call year 2022 onward
- KA171-HED - Mobility of higher education students and staff supported by external policy funds
- European Solidarity Corps, all Calls
- ESC51 - Volunteering Projects
For a quick overview of the import and export of mobility activities/participations in Beneficiary module, please view the eLearning video.
Import and Export of mobility activities or participations
The bulk import and export of mobility activity/participation data is done in the Import-export section of the project. When importing or exporting the list of mobility activities/participations for a project, the file extension options available for download are CSV and XLSX. Both draft and/or complete records can be used when importing or exporting. If there are no mobility activities/participations in the project, an empty file template is exported. Please see the user documentation on how to export and import mobility activities using XLSX files.
Information
It is advisable to export the latest file after each IT release to ensure that any changes (e.g. added or removed fields) are also reflected in the file you intend to import.
After the export, you can add new data in the specific fields and columns in the file. See Edit the import file for details. Use the Data dictionary and Mobility Import-Export templates for details on the data relevant for your project, including formatting specifics.
To avoid errors when importing, please adhere to the layout of the CSV or XLSX templates.
If the import does not succeed, an ERROR status is displayed and you can view the import error log. The error log allows the user to understand the fields that need to be corrected in the imported file, so that the import is successful. The import error log allows the beneficiary user to locate the lines or cells with incorrect values in the imported file. These need to be corrected before the file can be re-imported successfully. See View mobility activity import error logs for details.
The Unique Mobility Activity ID (Erasmus+)
Each mobility activity in the project must have a unique identification code, the Mobility Activity ID. The Mobility activity ID is created automatically when adding a mobility activity in a project. It is a combination of the last digits of the project reference followed by MOB and an incremental number, e.g. 005041-MOB-00001. The Mobility activity ID can be changed, but it must be unique in the project.
This is an alphanumeric field in the import file and must be filled by the beneficiary when using the import-export functionality.
When importing a file with duplicated Mobility Activity IDs, the import will fail.
Be careful when importing mobility activities: using an existing Mobility Activity ID for a different mobility activity will result in overwriting the original mobility activity data in your project.
Updating Mobility activity/Participation details
If there is a need to update details for a mobility activity, for example, the contact details, this can be done using the import functionality. First update the details in the spreadsheet and then import it into the project.
In ESC51 projects, the personal details for participants of the type Young person cannot be updated using the import file, as all their personal data is retrieved from the European Youth Portal and can only be changed there.
The Unique PRN (ESC51)
Young people wishing to engage in activities related to the European Solidarity Corps programme need to register in the European Solidarity Corps portal. After successful registration, the young person receives a registration number, the Participant Registration Number (PRN) - a unique identification number, made of 10 or 14 digits.
In the imported file, this field must be filled in for participants of the type Young person when using the import-export functionality.
Before participations can be imported, the participants of the type Young persons must be first retrieved from EYP. This will import their basic information, including the PRN in the project. See Participants in ESC51 projects for details.
Young persons can only be added to a single individual volunteering activity, but they can participate in several team activities, therefore the same PRN may be used multiple times in the file, as applicable for the participant.
The organisation and its associated Organisation ID, OID and ECHE code
The Organisation Registration system (ORS), provides a unique identification number for organisations that want to participate in decentralised actions of the Erasmus+ and/or European Solidarity Corps programmes, the OID. The Organisation ID (OID) uniquely identifies your organisation among all organisations participating in the Erasmus+ and European Solidarity Corps actions managed by National Agencies. You can use your organisation’s OID when applying for an accreditation or grant under the Erasmus+ and European Solidarity Corps actions managed by National Agencies Source: 2023 Erasmus+ Programme Guide Online, Glossary (Common terms) To obtain an OID, the organisation needs to register once in the Organisation Registration system. See the Organisation Registration Guide for details.
When a project becomes available in My Projects, all organisations with an OID that are part of the signed grant agreement will be available in the Organisations section of the project. The beneficiary organisation must always hold an OID and is always available in the project. In addition to the OID, an Organisation ID is also available for organisations in the project. The system suggests an auto-generated number populated to this field when adding or creating the organisation in the system, but can be overwritten. The Organisation ID must be unique for an organisation within a project but can differ from one project to another for the same organisation. OID and Organisation ID in projects The same rules apply when using the mobility import-export file, the Organisation ID and OID columns for sending and receiving organisations will be present in the import-export template. For example Sending Organisation ID (Organisation ID), and Sending Organisation OID (OID registered in ORS). The Organisation ID must be unique for the organisation in the project, and therefore it is not possible to use different Organisations IDs for the same OID in the import file. It is not possible to have the same Organisation ID associated with different OIDs within a project. Here is an example of the Organisations section of a KA121-ADU 2021 project. The OID (1) and Organisation ID (2) are displayed in the list. Certain organisation information for organisations with an OID can be updated, via the Edit functionality, but general updates to the organisation information must be done in ORS. See the page Participating Organisations in projects for details on managing organisations in a project. 
Each organisation in the project has an assigned Organisation ID, an associated OID and, if applicable, an Erasmus ECHE code for Higher Education. Each of the these identifiers must be associated correctly, can be updated in the spreadsheet, and imported back into the beneficiary project.
The Organisation ID is alphanumeric, if auto-generated (for example 123456-ORG-00001), but can be overwritten via the imported file.
Organisation ID and OID
Do not confuse the Organisation ID in the import-export file with the Organisation ID retrieved from the Organisation Registration system. In beneficiary projects only, the Organisation ID refers to the organisation identifier auto-generated within a given project and can differ from one project to another for the same organisation. The Organisation ID retrieved from the Organisation Registration system (i.e. the unique organisation identifier) is referred to as OID and is unique for the same organisation across all projects.
It is not possible to have multiple organisations with different Organisation IDs associated to the same OID. It is also not possible to have the same Organisation ID associated with different OIDs. Both scenarios will result in an error.
When adding a new mobility activity, the Organisation ID for the sending and receiving organisations as well as the Mobility Activity ID are checked. A new Mobility Activity ID creates a new mobility activity in the project and similarly a new Organisation ID creates a new organisation in the project as long as the associated OID is also unique for that project.
The ECHE accreditation is required for all higher education institutions from Programme Countries acting as sending organisations, as well as for those from Programme Countries acting as receiving organisations for activities of type HE-SMS (Student mobility for studies) and HE-STA (Staff mobility for teaching).
For higher education institutions holding an ECHE code, it is suggested to use the ECHE Code as the identifier in the Sending Organisation ID and Receiving Organisation ID fields.
Download the latest list of higher education institutions holding an ECHE.
When adding a new participation using the import functionality in ESC51 projects, the Organisation ID and OID for the Supporting organisation are checked. A new Supporting Organisation ID in the file creates a new organisation in the project, as long as the associated OID is also unique for that project.
View the imported records in the project
Beneficiaries can consult the list of imported records in the Mobility activities/Participation section of their project. Key details are provided in the list view for each entry.
In the case of imports with errors, the Import log can be consulted for details, to assist you in correcting the import file.
Check imported data
After importing the file, export it again to consult and verify the complete mobility activity information, in particular the calculation of partial grants and unit costs for each mobility activity based on the imported information.
How to do this in the tools?
Overview
Content Tools
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