1. The "Transnational Project Meetings" section

The Transnational Project Meeting section of your project can be accessed from the Content menu. The Transnational Project Meeting screen contains a list of Transnational Project Meetings (1), if any are available. Initially, the list is empty.

Below the list you will find information about the Awarded Budget (2). The Total (Calculated) budget will only be available in the list after you have added at least one transnational meeting, and it can exceed the Awarded Budget. 

Note: The Awarded Budget will not be updated until the meeting(s) and the participants are not reviewed and approved by the NAs.

2. Click on the "Create" button to add a Transnational Project Meeting

Adding a new Transnational Project Meeting to a project is a two-step process:

1. Create the Transnational Project Meeting and provide the details
2. Add the meeting Participants

To start providing information for a Transnational Project Meeting, click on the Create button. 

3. Provide the required information in the Transnational Project Meetings screen

The Transnational Project Meetings screen opens. Provide the required information. Mandatory fields are marked with a red asterisk and display a 'Value missing' warning message.

• Meeting ID - drop-down list to select from pre-defined values ranging from TPM1 to TPM999; the Meeting ID must be unique inside the project
• Meeting Title - free text field to add a short title description of the meeting obje ctives
• Description of the meeting - free text field to provide a detailed description of the Transnational Project Meeting
• Start and End date - use the calendar picker to add the start and end date of the meeting; dates must be within the project duration
• Receiving Organisation Legal Name - drop-down list to select the organisation hosting the meeting
• Receiving Country - filled in automatically after the Receiving organisation is selected, but can be changed using the drop-down list to select the country where the meeting is hosted; the drop-down list contains the list of countries of the participating organisations plus the countries of a seat of an EU institution (Belgium, Germany, Luxembourg, France and The Netherlands)
• Receiving City - filled in automatically after the Receiving organisation is selected, but can be adjusted to replace the city where the meeting takes place

Once you provide information in all the required fields, the Save button becomes available.

4. "Save" the Transnational Project Meeting

Click on the Save button to save the Transnational Project Meeting information. Click on the Back button if you wish to discard the changes.

Once the information is saved successfully, a confirmation message displays. 

5. Add the "Participants" to the Transnational Project Meeting

5.1. Click on 'Edit' to continue

After you have saved it, the Transnational Project Meeting is added to the list of Transnational Project Meetings. To continue editing and add the Participants, open it again using the Edit icon.

The Transnational Project Meeting Participants section will be displayed under the Transnational Project Meetings section, and will initially be an empty table. This is where you will add the group(s) of participants to the Transnational Project Meeting. 

5.2. Click on the "Create" button

Click on the Create button to start adding participants.

5.3. Provide the required information

5.3.1. Basics

Provide the required information. Mandatory fields are marked with a red asterisk. 

• Number of Participants - add the number of participants

• Sending Organisation Legal Name - drop-down list to select the organisation from the organisations participating in the project

• Sending Country - filled in automatically after the Sending organisation is selected, but it can be changed using the drop-down list to select the country from where the group of participants are coming from
• Sending City - filled in automatically after the Sending organisation is selected, but it can be adjusted by overwriting the city
• Distance Band - select the distance band from the drop-down list
• Grant per Participant - pre-filled and read-only
• Total (Calculated) - automatically calculated and read-only

Note: If you change the sending city or country, you must provide the reason in the dedicated field.

Additionally, three tick boxes (or flags) are available:

• Grant not required
• Covid-19 affected and 
• Force Majeure

5.3.2. Grant not required

Select this box if no grant is required for the group of participants. Even if the value in the Grant per Participant field remains, the field Total (Calculated) be set to 0. 

5.3.3. Force Majeure

Force majeure is:

Any situation or event that prevents organisations and individuals from fulfilling their obligations in the implementation of the project activities.
This situation or event has to be unforeseeable, exceptional situation and beyond the parties’ control. The force majeure cannot be due to error or negligence of the organisations or other participants involved in the action, and proves to be inevitable in spite of exercising all due diligence. 

_{Source: Erasmus+/European Solidarity Corps programme guides 2025, Glossary}

Force majeure situations can arise anywhere and at any time, and include factors such as sudden disease, accidents, death, earthquakes and other causes.

In a project, check the Force majeure flag to indicate that a project activity (i.e. mobility activity, group activity, participations, events, transnational project meetings, etc.) is considered as a case of force majeure.

When you check this flag (tick box), certain fields and grants for the activity may be affected and must be checked and/or updated.

In addition, you must fill in the additional Force majeure explanations field, describing the facts that prove the activity should be accepted as a case of force majeure.

For Participants in Transnational Project Meetings flagged as Force majeure, the field Total (Calculated) becomes editable and you can provide the total as per your needs. 

5.3.4. Covid-19 affected

Transnational Project Meetings having an end date within 2021 or later, the Force Majeure flag checked, and for which the provided Force Majeure explanations contain keywords such as "corona" or "covid" will automatically have the COVID-19 affected flag set. It is not possible to tick the Covid-19 affected box manually. Hovering over the COVID-19 affected flag will display a tool tip, informing you of this fact. 

The field Total (Calculated) becomes editable and you can provide the total as per your needs. 

5.4. Click on "Save"

Once all information regarding the participants has been added, click on the Save button. 

5.5. The list of participants is updated in the Transnational Project Meeting

The Transnational Project Meeting details screen opens. The Transnational Project Meeting P articipants section at the bottom of the screen now displays the information you provided. The Total (Calculated) amount, displayed below the list, is updated. Once items are added to the list, the following icons become available:

1. Delete - click on this icon in line with the item you wish to delete, and follow the onscreen instructions.
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.

Follow the instructions above to add more participants to the Transnational Project Meeting, if required.

6. The transnational Project Meeting is available in the list

The newly added meeting is displayed in the list. Follow the instructions above to add more Transnational Project Meetings to your project, if required. Once items are added to the list, the following icons become available:

1. Delete - click on this icon in line with the item you wish to delete, and follow the onscreen instructions.
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.