1. Select the "Group activities" tab from "Mobility activities"

Group activities are accessible in a separate tab, when clicking on Mobility activities from the Content menu in your project.

From here, you can manage the group activities of the project. You will see the list of group activities, as you add them. 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.

2. Click on "Create" to add a group activity

Click on the Create button at the top of the group activity list.

The Group Activity screen opens, allowing you to add the details of the group activity and create subgroups of participants for each particular situation. Use the scrollbar in your browser to access all information on screen.

The form consists of several sections where each section can be expanded or collapsed individually, using the dedicated arrow.

Fill in the fields per section as required. Mandatory fields are marked with an asterisk ( * ).

3. Fill in the "Group Activities" section

Fill in the requested information. Please note:

1. Group activity ID - this code is assigned automatically, but it can be changed according to your preferences; however, it must be unique within the project.
2. Activity type - pre-selected, based on the key action of your project, and cannot be changed; in this case, the key action is KA121-ADU.
3. Description - text field to enter the presentation of the group activity.
4. Thematic areas (only for KA121-ADU and KA122-ADU projects) - drop-down list to choose up to five thematic areas for the group activity; where multiple options are possible, they will be displayed above the respective field, as you select them.
5. Level of education (only for calls 2023 and 2024) - drop-down list to choose the level of study/teaching of the field of education for the mobility activity (ISCED levels 1 to 9).
6. Language(s) - drop-down lists to select the main language and the other language(s) used during the group activity; where multiple options are possible, they will be displayed above the respective field, as you select them.
7. Key competences - drop-down list to select the key competences acquired by the participants during the group activity; where multiple options are possible, they will be displayed above the respective field, as you select them. You can add as many key competences as there are available in the list.
8. Topics - drop-down list to select the relevant topics corresponding to the content and participant profile, as well as the specific action type; where multiple options are possible, they will be displayed above the respective field, as you select them. You can add as many key competences as there are available in the list.
9. Force majeure flag - see below for details

3.1. "Force majeure" flag

Force majeure is:

An unforeseeable exceptional situation or event beyond the participant's control and not attributable to error or negligence on their part.

_{Source: Erasmus+/European Solidarity Corps programme guides 2024, 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.

The following fields and grants are affected at group level in case of force majeure: 

• Inclusion support for organisations in the Participants summary section: The field becomes editable, and you can provide a new amount. If any values were already present, they are preserved.
• Organisational support in the Participants summary section : The field becomes editable, it switches to zero, and you can provide a new amount.
• Total travel grant in the Travel details section (subgroup): The field becomes editable, it switches to zero, and you can provide a new amount.
• Total individual support grant in the Individual support section (subgroup): The field becomes editable, and you can provide a new amount. If any values were already present, they are preserved.

4. Fill in the "From / To" section

4.1. Sending and Receiving organisations

Select the Sending organisation and the Receiving organisation from the applicable drop-down lists. The Sending country and Sending city for each organisation are prefilled automatically with those registered in the Organisation Registration system (for organisations with an OID) or in the project (for organisations without an OID). These are the default locations, and can be changed manually in the project.

For all subgroups in a group activity, the sending country and the destination country will be the same.

4.2. "Supporting organisation" drop-down list (call 2024 only)

In KA121 and KA122 projects from call year 2024, the field Supporting organisation is displayed below the Receiving organisation, in the From-To section of mobility activity or group activity details.

Initially, the default value is None. 

Click on the field to display a drop-down list, which includes all organisations participating in the project (flagged as Supporting organisations in their organisation details). See Organisation role in mobility activity for details.

Select the supporting organisation, as applicable. 

A tooltip is also available, for more information: "The difference between the receiving organisation and supporting organisation is that receiving organisations provide actual learning content to the participants, while supporting organisations only assist in practical and logistical matters."

4.3. Multiple sending organisations (KA121, call 2024 only)

In KA121 projects, if the beneficiary organisation has the Accreditation for a mobility consortium coordinator, you can add multiple sending organisations to a group mobility activity, allowing you to configure group mobilities that involve multiple cities of departure.

Click on the Add Sending Organisation button, to add up to 10 organisations from the ones participating in the project. 

After pressing the button, a new line is displayed, allowing you to add information regarding the new sending organisation. Select one option from the drop-down list. The list will display the organisations available in your project. The Sending country and Sending city for the chosen organisation are prefilled automatically with those registered in the Participating Organisations screen, yet the Sending city field is editable.

After adding the 10th organisation, the Add Sending Organisation button will become unavailable. If needed, you can also delete any additional sending organisation, by clicking on the recycle bin button.

4.4. "Activity at a seat of an institution of the European Union" flag (call 2023, 2024 only)

The option Activity at a seat of an institution of the European Union is available in the From-To section of the group activity details, for KA121 and KA121 projects, calls 2023 and 2024, if the selected Receiving Country is either Belgium, Germany, Luxembourg, France, or The Netherlands.

By choosing this option, if applicable, you indicate that the group activity takes place at the seat of an Institution of the European Union (located in Brussels (Belgium), Frankfurt (Germany), Luxembourg (Luxembourg), Strasbourg (France), and The Hague (The Netherlands)). 

5. Fill in the "Duration" section

1. Fill in the Start date and End date of the group activity. These dates must be within the project dates, indicated by the Project Duration bar at the top of the field.
2. The group activity Duration (days) is calculated automatically and it does not include the travel days (the duration must not exceed 30 days).
3. If the activity is a Blended mobility activity, check the applicable flag.
4. The Number of days in virtual mobility activity is displayed if the Blended mobility activity flag is ticked. Specify the applicable number of days allocated for the virtual activity. There are no duration constraints for the virtual component of the activity, and it is not taken into account in the Duration (days) or in any other budget calculations based on the physical duration of the activity.

5.1. "Blended mobility activity" flag

Blended mobility activity refers to an activity combining a physical mobility activity with a virtual mobility component. 

In Beneficiary projects, the Blended mobility activity flag can be checked to indicate that the mobility activity is carried out in a blended format (physical activity abroad combined with a virtual component). If this flag is checked, you may also have provide details about the virtual components in other sections of the mobility activity screen, depending on the action type of the project.

6. "Participants" section

In the Participants section, you will be able to create the subgroups of participants taking part in the group activity, with details for each subgroup.

7. Fill in the "Participants Summary" section

Certain fields in this section are read-only and they will be filled in based on the details provided for each subgroup in the Participants section of the screen.

At the bottom of the section you can also view the Organisational Support grant. This grant will be calculated automatically, based on the subgroup information you provide. This amount cannot be changed manually, except in cases of force majeure, and it is capped at EUR 1000 per group activity. 

To be able to save the group activity, provide the required information in the following fields:

1. Average age - provide the calculated average age of the participants in the group activity.
2. Lead accompanying person details - provide the email, the last name and the first name of the lead person,.
3. Number of participants for organisational support - this field will be pre-filled if one or more subgroups have already been added to the group activity, but you can enter a lower value; the number of organisational support participants cannot exceed the total number of the participants in the subgroups. This field is not mandatory. 
   
   

7.1. "Incoming international participant (under special conditions)" flag

In beneficiary projects, the Incoming international participant (under special conditions) flag available in, i.e. mobility activities, physical events, participations, etc. indicates that the mobility activity involves a participant that has left Ukraine due to the war and has carried out or is carrying out an activity, i.e. in an eligible participating country. This flag may change the standard conditions regarding the sending and receiving countries, as well as certain grant calculations, depending on the action type of your project.

7.2. "Inclusion support for organisation not requested for all participants with fewer opportunities" flag

If applicable, you can use the Inclusion support for organisation not requested for all participants with fewer opportunities flag to request support only for some of the participants with fewer opportunities in the group activity.

When the flag is ticked, the field Number of participants for inclusion support for organisation becomes available and it must be filled in. The calculated Inclusion support for organisations is updated based on your input. 

8. "Participant Report" section

In this section you will be able to monitor the status of the participant report and, if needed, resend the invitation to the Lead accompanying person to fill in the report. Initially, the section is empty.

For more details about the participant report and this section in the group activity details, see the page Manage Participant Reports in projects .

9. Review the "Budget" section

The Total group grant is displayed at the bottom of the activity screen, in the Budget section. It is calculated automatically, as the sum of all relevant grants calculated in the subsections above. This amount cannot be changed manually. To view the real grant value, you must fill in the subgroup information first. 

In the example below, after providing the required information for the Group activity, it is 0 EUR, as participants have not yet been added for the group activity. 

10. Add "Comments" if applicable

Add any additional explanations you consider relevant concerning the group in the Comments field.

11. Click "Save"

Once all the mandatory details are filled in, click on the Save button at the bottom of the screen, to save and create the group activity record.

12. The Group activity is added to the project

A success message is displayed and the activity is displayed in the Group activities list.

As no participants have yet been added to the group, the group activity is in status Draft. You must add at least one group of participants to a group activity, for the status to change to Complete. Please also note that only group activities in status Complete are considered in your project's reported budget. 

Once items are added to the list, the following icons become available under the Actions column:

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. 

You can now edit the group activity to add subgroups of participants.

13. Add a subgroup in the "Participants" section

13.1. Open the Group Activity in edit mode

Click on the Edit icon to open the Group activity in edit mode. 

13.2. Click on "Create" under "Participants" to open the subgroup details screen

In the Group activities details screen, scroll down to the Participants section and click on the Create button, which has become active. 

13.3. View the "Group details"

The subgroup details screen opens in edit mode.

Similar to the Group activities screen, the subgroup details screen consists of various subsections, which can be opened and collapsed by using the dedicated arrows. All mandatory fields, marked with * , and sections in the subgroup screen must be filled in, in order to save the subgroup details.

At the top of the screen you can view the key group details: 

• Group activity ID - cannot be changed at subgroup level.
• Destination - the city and country where the activity takes place; these cannot be changed at subgroup level.
• Duration - the start and end dates of the activity, excluding the travel days; cannot be changed at subgroup level.
• Force majeure - indicates whether the group has been flagged as a case of force majeure; this can be changed at subgroup level.

13.4. Fill in the "Participant details"

1. Each subgroup is automatically assigned an ID. You can change it according to your preferences, but it must be unique within the project.
2. Specify the number of female, male, or participants of other genders. The total Number of participants is calculated automatically and displayed.
3. If the subgroup includes Participant with fewer opportunities , check the applicable flag, and type the Number of participants with fewer opportunities in the dedicated field.
   • In ADU projects, all participants are deemed 'participants with fewer opportunities', and the Request inclusion support for participants flag is selected by default and cannot be changed. Provide the desired support amount in the Inclusion support for participants field. 
   • You may also consider creating one or more subgroups that include only these participants, in accordance with their specificity. These participants and the beneficiary organisation are entitled to inclusion support. If applicable, select the Request inclusion support for participants and fill in the desired amount in the Inclusion support for participants field.

   • In SCH projects, once you enter a number in the field Number of participants with fewer opportunities, the Inclusion support for organisations field is displayed, prefilled with a calculated amount, based on encoded unit costs (read-only).

      Click here to view an example of the Request inclusion support for participants flag in a KA121-ADU project

     

4. Specify the Number of accompanying persons of each type, in the dedicated fields. The total number of these persons will be displayed in the Number of participants for organisational support field from the Group activities main screen.
5. The Force majeure flag can be ticked/unticked as relevant for the subgroup. If the flag is ticked, you must provide a justification. 

13.4.1. Force majeure

Force majeure is:

An unforeseeable exceptional situation or event beyond the participant's control and not attributable to error or negligence on their part.

_{Source: Erasmus+/European Solidarity Corps programme guides 2024, 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.

13.5. Fill in the "Travel details"

Select the Distance band (1), provide the Real distance in kilometres (2) between the sending and the receiving cities and select the applicable Main means of transport (3) from the respective drop-down list. 

Enter the number of Travel Days (4). You can add up to 2 days for non-sustainable travel and up to 6 days for sustainable (green) travel. 

The Total travel grant (5) is calculated automatically based on the number of participants (including the accompanying persons) and the unit cost (5). This amount cannot be changed manually, except in cases of force majeure.

13.5.1. "Sustainable Means of Transport" flag 

Sustainable means of transport (green travel) is defined as the travel that uses low-emissions means of transport for the main part of the travel, such as bus, train or car-pooling.
_{Source: Erasmus+ Programme Guide, Glossary}

Selecting a means of transport considered sustainable when updating mobility activities, events, participations or similar in your project, results in the Sustainable Means of Transport flag being automatically checked and the funded travel duration can be increased from maximum 2 to maximum 6 days.

13.5.2. "Travel grant not requested" flag 

The Travel grant not requested flag indicates that, for a group activity, this type of support grant is not required. Once the flag is ticked, the Travel unit cost and Total travel grant will be set to 0.

13.6. Fill in the "Exceptional costs for expensive travel" section, if applicable

If the standard travel grant does not cover at least 70% of the eligible travel cost of the participant, you are entitled to request a grant to cover Exceptional costs for expensive travel instead of the standard travel grant.

Tick the relevant box for Request exceptional costs for expensive travel. Then type the Real travel cost in the relevant field. The Exceptional cost for expensive travel grant is calculated automatically as 80% of the Real travel cost. If you request the exceptional costs for expensive travel grant, you must also fill in the additional field Exceptional cost for expensive travel description and justification.

13.7. Fill in the "Exceptional costs" section, if applicable

This cost item may be available in both individual mobility activities (From/To section) and group activities (Participants section), depending on the action type and/or call year of the project. For details on the covered exceptional costs, please consult the Erasmus+ Programme Guide.

To request a grant to cover Exceptional costs:

1. Tick the Request exceptional costs flag.
2. Type the Real cost in the relevant field. The Exceptional costs - grant is calculated automatically. The Support rate, for example 80% or 100% of the real costs provided, is displayed under the field Real cost for your reference and depends on the action type and/or call year of the project.
3. Fill in the additional field Exceptional costs description and justification, which becomes available as soon as the real cost provided is higher than 0 EUR.

Here is an example of the exceptional costs request in a KA121, call 2021, project with a support rate of 80%.

13.8. Fill in the "Exceptional costs for visa and other entry requirements" section, if applicable

This cost item is applicable to Erasmus+ KA121/KA122 (call 2022 onward) and KA182 (call 2023 onward) projects, in both individual mobility activities (From/To section) and/or group activities (Participants section), as applicable.

To request a grant to cover Exceptional cost for visa and other entry requirements, tick the relevant box (1). Then type the Real cost (2) in the relevant field. The Exceptional cost for visa and other entry requirements - grant is calculated automatically as 100% of the real cost.

You must also fill in the additional field Exceptional cost for visa and other entry requirements - description and justification (3), which becomes available as soon as the real cost provided is higher than 0.

13.9. Fill in the "Individual Support" section

Provide the number of days for which you require the individual support grant for the subgroup, in the Duration for individual support field.

Make sure that the number of funded days is in line with the participant grant agreement rules.

The Individual support for participants and the Individual support for accompanying persons are calculated automatically based on the respective unit costs, and cannot be modified manually. The Total individual support grant is also calculated and displayed. This amount cannot be changed manually, except in cases of force majeure.

13.9.1. "Individual support - grant not requested" flag

If you do not require any individual support for the subgroup, tick the Individual support - grant not requested flag. The related budgetary values will be set to 0 EUR.

13.9.2. "Request fewer days for individual support" flag (Call 2023, 2024)

The Request fewer days for individual support flag, available in the Duration section of mobility activities in KA121 and KA122 projects for all calls, except for activities of type Hosting teachers and educators in training, as well as for Group activities in KA121 and KA122 call 2023 and 2024 projects, can be used to reduce the number of days for which the individual support is required.  

Once the flag is ticked, the field Duration for Individual support (days) becomes editable, allowing you to reduce the days supported with this grant for the mobility activity/participants in the group activity. 

13.10. Review the "Budget" section

The Total grant for the subgroup is calculated automatically, based on the information you have provided, and is displayed at the bottom of the screen.

13.11. Add Comments, if applicable

Add any additional explanations you consider relevant concerning the subgroup in the Comments field.

13.12. Click "Save"

Once all the mandatory details are filled in, click on the Save button at the bottom of the screen to save and create the subgroup.

13.13. The subgroup is added to the Group activity 

A success message appears, and the subgroup is now displayed in the List of group activities under the Participants section.

Once items are added to the list, the following icons become available under the Actions column:

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. 

Add as many subgroups to the group activity as required. 

13.14. Make further adjustments in the Group Activity, as required

Review all details in the Group activity screen and make any other required changes, as applicable.

In our example, we will update the field Number of participants for organisational support in the Participants Summary section, as we would like to add Organisational Support for (some/all of) the participants in our group activity.

13.15. "Save" the group activity 

As soon as one subgroup is added to the Group activity and all mandatory fields are filled in, the status badge in the Group activity details screen changes to Complete. Click on the Save button to save the Group activity. 

14. Group activity is in status "Complete"

A success message displays and you are redirected to the list of Group Activities. It is now in status Complete. Once items are added to the list, the following icons become available under the Actions column:

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.