This page provides an overview on how to download submitted Participant Reports and/or Reports on Recognition for a project in the Beneficiary module.

After the participants fill in and submit the relevant report, the beneficiary can download the responses provided, either individually, for each participant, or in bulk, in XLSX format or in PDF format.

  • The download of a single report is possible from the mobility activity, group mobility activity, participant or participation details and the List of participant reports;
  • All submitted reports can be downloaded in a zip archive from the List of participant reports and from the Participants Feedback screen (KA121, KA122).

Both options are explained on this page.

For general information on how the Participant report is managed, please see the page Manage participant reports in projects. For general information on how the Report on recognition is managed, please see the page Manage Report On Recognition.

The illustrations on this page are based on examples from Erasmus+ KA1 projects. 


This page is relevant for:

  • Erasmus+:
    • KA121 - Mobility for learners and staff of accredited organisations (SCH, ADU, VET)
    • KA122 - Mobility for learners and staff (SCH, ADU, VET)
    • KA131-HED - Mobility of higher education students and staff
    • 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 
    • KA155-YOU - DiscoverEU inclusion action
    • KA171-HED - Mobility of higher education students and staff supported by external policy funds
    • KA182-SPO - Mobility of Sport Coaches and Staff 
  • European Solidarity Corps: 
    • ESC30 - Solidarity Projects 
    • ESC51 - Volunteering, Traineeships and Jobs Projects

Steps


Download a single report from the mobility activity, group mobility activity, participant or participation details

In our example, we will use a mobility activity and download a participant report.

Click on "Mobility Activities" in the Content menu to view the list of mobilities

Identify the participant whose report status is "Participant report submitted" and click on the "Edit" or "View" button

Only reports in status Participant report submitted can be exported. See Participant Report statuses for additional details. 

Access the Participant Report section from the List of mobility activities

Go to the "Participant Report" or "Report on Recognition" section and download the individual report

For better view, you can collapse the other sections, by clicking on the section title or the arrow on the right.

In the details screen, navigate to the Participant Report (or Report on Recognition) section, as applicable. Here, you can view the current status of the relevant report and download it:

  • in XLSX format: click on the Answers button
  • in PDF format: click on the Report button

Follow the on-screen instructions to download the file. 

Nothing will be displayed in the Participant report or Report on Recognition section if the participant was not sent a request to submit feedback.

Download the individual participant report

Download a single report from the "Participant Reports" tab

Click on "Mobility activities" in the Content menu and select the "Participant reports" tab

In ESC30 and ESC51 projects, access the Participant Reports screen from the Content menu.

Download the report from the Participant reports tab

In the List of Participant reports, select the report with the status "Participant report submitted"

The List of Participant reports will display the list of all the participants who are supposed to submit a report. Choose the ones for which the status column indicates Participant report submitted. For more information, see Participant Report statuses.

Click on one of the download buttons to retrieve the individual participant reports

Once you click on a Participant report in the list, a new section will be displayed on the right-hand side of the screen - the Participant Report panel. Here, you can view the current status of the individual participant report and download it:

  1. in XLSX format: click on the Answers button
  2. in PDF format: click on the Report button

The downloaded file will contain the submitted report in the specific format. 

Download the report from the Participant report tab

Download all submitted reports from the "Participant Reports" screen

You can also download all the submitted participant reports and/or reports on recognition, in a zip archive, from the Participant Reports screen.

  1. in XLSX format: click on the Submitted answers button
  2. in PDF format: click on the Submitted reports button

Follow the on-screen instructions to download the file. The downloaded file will contain all the reports submitted for the project. If no submitted reports are available, the downloaded zip archive will be empty. 

The buttons allowing you to download the participant reports in bulk are displayed on the Reports management tab and the Participants feedback tab (KA121, KA122 only). They are available at all times.

Download participant reports in bulk

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