Erasmus+ & European Solidarity Corps guides


Welcome


The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation. 

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

Important

For specific conditions regarding Ukraine, see the page Project handling specifics related to the Russian aggression on Ukraine.

 

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

1. Add an activity

1.1. Access "Activities" in the Content menu

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

See the page List functionality in projects for additional information on the list functionalities, such as Search, Filters and the Bulk Actions.

Click on Activities in the Content menu

1.2. Click on "Create"

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

Click on the Create button

1.3. 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.

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:

  1. 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. 

  2. 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 available depend on the key action of your project. For some action types you can add multiple activities of the same activity type.

    You can only add an activity of type Preparatory Visit, where available, once you have added and detailed the associated activity. 

  3. Tick the Itinerant check box 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.
  4. 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.

  5. 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

1.4. Click "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

1.5. Activity added

A success message is displayed, and you are redirected to the list of Activities, where the newly added activity is now displayed. Once items are added to the list, the following icons become available under the Actions column:

  1. Delete - click on this icon for the desired item and follow the onscreen instructions to delete it.
  2. View - click on this icon to open the details of the selected item in read-only mode. All fields are greyed out and you will not be able to change any details.
  3. Edit - open the details of the selected item in edit mode. Make the desired changes, then click on the Save button at the bottom of the screen to save the updated information.

See the page List functionality in projects for additional information on the list functionalities, such as Search, Filters and the Bulk Actions.

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 projectThe list of activities may have a different layout once activities are added, depending on the call year of your project. See the page List functionality in projects for additional information on the list functionalities, such as Search, Filters and the Bulk Actions.

Example of list of activities with a different layout

2. Edit an activity

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 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.

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.

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

3. 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

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 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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