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.
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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.
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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.
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:
- 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.
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.
- 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.
- 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.
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.
Here is an 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.
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.
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:
- 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.
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.
The list of activities may have a different layout once activities are added, depending on the call year of your project.
2. Edit an activity
Click on the Edit icon to open the details of the selected activity in edit mode.
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.
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.
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.
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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