This page gives an overview of the process for importing and exporting mobility activities or participations in beneficiary projects. The Import-Export functionality is available for:
- Erasmus+, Call year 2021 onward
- KA121 - Accredited projects for mobility of learners and staff in school education, vocational education and training, and adult education
- KA122 - Mobility for learners and staff in school education, vocational education and training, and adult education
- KA131-HED - Mobility of higher education students and staff supported by internal policy funds
- KA151-YOU - Accredited projects for youth mobility
- KA152-YOU - Mobility of young people
- KA153-YOU - Mobility of youth workers
- KA154-YOU - Youth participation activities
- KA155-YOU - DiscoverEU inclusion action
- Erasmus+, Call year 2022 onward
- KA171-HED - Mobility of higher education students and staff supported by external policy funds
- European Solidarity Corps, all Calls
- ESC51 - Volunteering Projects
See the page Import organisations from other projects in KA121 projects for details. See the page Import organisations from other project in KA131 projects for details. |
For a quick overview of the import and export of mobility activities or participations in Beneficiary module, please view the eLearning video.
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Import and export of mobility activities or participations
The bulk import and export of mobility activity/participation data is done in the Import-export section of the project. When importing or exporting the list of mobility activities/participations for a project, the file extension options available for download are CSV and XLSX. Both draft and/or complete records can be used when importing or exporting. If there are no mobility activities/participations in the project, an empty file template is exported. Please see the user documentation on how to export and import mobility activities using XLSX files. |
It is advisable to export the latest file after each IT release, to ensure that any changes (e.g. added or removed fields) are also reflected in the file you intend to import. |
After the export, you can add new data in the specific fields and columns in the file. See Edit the import file for details. Use the Data dictionary and Mobility Import-Export templates for details on the data relevant for your project, including formatting specifics.
To avoid errors when importing, please adhere to the layout of the CSV or XLSX templates.
If the import does not succeed, an ERROR status is displayed and you can view the import error log. The error log allows the user to understand the fields that need to be corrected in the imported file, so that the import is successful. The import error log allows the beneficiary user to locate the lines or cells with incorrect values in the imported file. These need to be corrected before the file can be re-imported successfully. See View mobility activity import error logs for details.
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The Unique Mobility Activity ID (Erasmus+)
Each mobility activity in the project must have a unique identification code, the Mobility Activity ID.
This is an alphanumeric field in the import file, and it must be filled in by the beneficiary when using the import-export functionality.
When importing a file with duplicated Mobility Activity IDs, the import will fail. |
Be careful when importing mobility activities: using an existing Mobility Activity ID for a different mobility activity will result in overwriting the original mobility activity data in your project.
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Updating Mobility activity/Participation details
If there is a need to update details for a mobility activity, for example, the contact details, this can be done using the import functionality. First update the details in the spreadsheet and then import it into the project.
In ESC51 projects, the personal details for participants of the type Young person cannot be updated using the import file, as all their personal data is retrieved from the European Youth Portal and can only be changed there.
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The Unique PRN (ESC51)
In the imported file, this field must be filled in for participants of the type Young person when using the import-export functionality.
Before participations can be imported, the participants of the type Young persons must be first retrieved from EYP. This will import their basic information, including the PRN in the project. See Participants in ESC51 projects for details. |
Young persons can only be added to a single individual volunteering activity, but they can participate in several team activities, therefore the same PRN may be used multiple times in the file, as applicable for the participant.
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The organisation and its associated Organisation ID, OID and Erasmus Code (ECHE)
Each organisation in the project has an assigned Organisation ID, an associated OID and, if applicable, an Erasmus code for Higher Education (ECHE). Each of the these identifiers must be associated correctly, they can be updated in the spreadsheet, and then imported back into the beneficiary project.
The Organisation ID is alphanumeric, if auto-generated (for example, 123456-ORG-00001), but it can be overwritten via the imported file.
Do not confuse the Organisation ID in the import-export file with the Organisation ID retrieved from the Organisation Registration system. In beneficiary projects only, the Organisation ID refers to the organisation identifier auto-generated within a given project, and can differ from one project to another, for the same organisation. The Organisation ID retrieved from the Organisation Registration system (i.e., the unique organisation identifier) is referred to as OID and is unique for the same organisation, across all projects. It is not possible to have multiple organisations with different Organisation IDs associated to the same OID. It is also not possible to have the same Organisation ID associated with different OIDs. Both scenarios will result in an error. |
When adding a new mobility activity, the Organisation ID for the sending and receiving organisations as well as the Mobility Activity ID, are checked. A new Mobility Activity ID creates a new mobility activity in the project and, similarly, a new Organisation ID creates a new organisation in the project, as long as the associated OID is also unique for that project.
The ECHE accreditation is required for all higher education institutions from Programme Countries acting as sending organisations, as well as for those from Programme Countries acting as receiving organisations for activities of type HE-SMS (Student mobility for studies) and HE-STA (Staff mobility for teaching).
For higher education institutions holding an ECHE code, it is suggested to use the ECHE Code as the identifier in the Sending Organisation ID and the Receiving Organisation ID fields.
Download the latest list of higher education institutions holding an ECHE.
When adding a new participation using the import functionality in ESC51 projects, the Organisation ID and OID for the Supporting organisation are checked. A new Supporting Organisation ID in the file creates a new organisation in the project, as long as the associated OID is also unique for that project.
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View the imported records in the project
Beneficiaries can consult the list of imported records in the Mobility activities/Participation section of their project. Key details are provided in the list view for each entry.
In the case of imports with errors, the Import log can be consulted for details, to assist you in correcting the import file.
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Check imported data
After importing the file, export it again to consult and verify the complete mobility activity/participation information, in particular the calculation of partial grants and unit costs for each record based on the imported information.
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