Welcome
This page explains how to add or edit information regarding participants in ESC30 - Solidarity Projects in Beneficiary module. Only associated persons with edit rights in the project can manage the participants while the project is in status Project ongoing.
Projects carried out under ESC30-SOL - Solidarity Projects key action must include at least five (5) participants of type Young person. Accompanying persons cannot be added. All participants to the project must be legal residents in the country of the beneficiary organisation and must have first registered in the European Solidarity Corps Portal to obtain a Participant Registration Number (PRN), a unique identification number made up of 10 or 14 digits.
Steps
1. Click on "Participants" in the Content menu
In your project, click on the Participants tab in the Content menu.
The Participants screen is displayed, where you will see the list of participants, as you add them to the project. The number of participants is also displayed next to the title. At first, 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.
2. Add a participant
2.1. Click the "Create" button
Click the Create button at the top of the list to open the Participant screen.
2.2. Type the PRN to retrieve the participant's information
Except for the PRN field, all the other fields are greyed out. Enter the participant's PRN, then click elsewhere on the screen, to retrieve their personal information from the European Youth Portal. All the fields are automatically filled in and greyed out, as information coming from the European Youth Portal cannot be modified in the Beneficiary module.
2.3. "Participant with fewer opportunities" flag
If necessary, select the option to indicate that the person is a Participant with fewer opportunities.
2.4. "Participant Report" section
Initially, when adding a participant, the section is empty.
In Beneficiary module, when adding, updating or viewing, for example, mobility activities or participations, the Participant Report section may be available, depending on the action type of the project and the activity type.
From here it is possible to monitor an individual participant report and check the relevant information from the moment the initial invitation to complete the report was sent to the participant. It is also possible, under certain conditions, to send reminders to participants to complete the report. After a participant report was submitted, it will be possible to download the report from here.
As the invitation e-mail for the participant report is sent only at specific dates in relation to the mobility activity, you will find the Participant Report section initially empty.
The participant report request email will not be sent out if the mobility activity, participation etc. is in Draft status, meaning not completed, in your project.
When viewing the participant report information for a specific mobility activity/participant/participation, the following information will be available:
- Request ID - system generated unique ID
- Current status - the status of the report, e.g. Participant report request sent, Participant report submitted. See Participant Report statuses for details.
- Time - the date and time of the various stages the participant report went through.
Click on the tabs below to view examples for either Erasmus+ KA1 mobility projects, or ESC51 projects.
For better view, you can collapse the other sections, by clicking on the section title or the arrow on the right. You may need to use the vertical scroll bar(s) in your browser to access all available information.
Example of Participant Report section in mobility activity details, where the report was submitted.
Example of Participant Report section in participation details, where the report was not yet submitted and a manual reminder was sent.
2.5. Click on "Save"
Click on the Save button at the bottom of the screen, to retain the participant. A success message is briefly displayed at the bottom of the screen, the participant's details are saved, and you are redirected to the Participants list.
2.6. Participant added to the project
The participant record has now been added to the list. Once items are added to the list, the following icons become available:
- Delete - click on this icon in line with the item you wish to delete, and follow the onscreen instructions.
- 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.
- 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.
3. Manage participants
3.1. Edit the participant's details
As the participant data is retrieved from the European Youth Portal, only the Participant with fewer opportunities flag can be selected/de-selected when editing a participant.
3.2. Delete a participant
Take note
Participants in ESC30-SOL - Solidarity Projects can only be deleted one by one and not via the Bulk actions.
Click on delete (bin icon) to remove the participant from the list:
Confirm your action in the dialog box:
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