The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation.

This page is relevant for the following key actions, call 2024:

KA121 - Mobility for learners and staff of accredited organisations (SCH, ADU, VET)
KA122 - Mobility for learners and staff (SCH, ADU, VET)
KA182 - Mobility of Sport Coaches and Staff

This page provides an overview on how to manage mobility documents for a project in the Beneficiary module, using a KA121 project as an example. A mobility document is

An agreement between the sending and receiving organisation and the participating individuals, defining the aims and content of the mobility period in order to ensure its relevance and quality. It can also be used as a basis for recognition of the period abroad by the receiving organisation.
_{Source: Erasmus+ Programme Guide Online, Glossary}

In the case of individual mobility activities, before the activity starts, the sending organisation, hosting organisation, and the participant must agree on a learning agreement (or a similar document) specifying the participant’s expected learning outcomes. After the activity, the participant’s achieved learning outcomes must be recognised by issuing a Europass Mobility or a similar document. The beneficiary organisation must keep a copy of the issued document as proof of having completed the activity.

In the case of group mobility activities, a learning programme must be defined for the whole group (individual learning agreements are not required). After the activity, beneficiary organisation must keep the learning programme and a list of participants (including accompanying persons) as proof of having completed the activity.

In the Beneficiary module, learning/mobility agreements can be managed in KA121, KA122 and KA182 projects from call year 2024.

Mobility documents are created in the Beneficiary module always at the mobility level (individual or group), and can then be managed further from the Documents tab. The mobility documents are created in a two-step process:

Create the draft document from the individual mobility activity details or the group mobility activity details, as applicable
Provide the required document details until the document is in status fully-encoded and save it in pdf or docx format.

The following types of documents can be created and managed in a project:

Learning agreement,
Europass Mobility certificate,
Accompanying person certificate, and
Learning programme for group mobility

Documents can only be created by project contacts with edit rights while the project is in status Project ongoing. Once the final beneficiary report is submitted, the Beneficiary is not able to edit the documents further, only view them and/or generate a pdf/docx copy.

For information regarding the management of mobility activities, see Mobility activities in KA121 and KA122 projects and Mobility activities in KA182 Mobility of sport staff projects.

For details regarding the management of Group mobility activities, see the page Group mobility activities in KA121 and KA122 projects.

Steps

1. Access the mobility activities tab

1.1. Click on "Mobility activities" in the Content menu

1.2. Choose the appropriate mobility activities tab, if applicable

The Individual mobility activities (1) tab will be displayed by default. Click on the Group mobility activities (2) tab (KA121, KA122 only), to display it, if applicable.

2. Open the mobility activity or group mobility activity in "Edit" mode

In the Individual mobility activities tab, choose an individual mobility activity from the List of mobility activities. Click on the Edit button, to open the mobility activity for which you wish to generate a document.

In the Group mobility activities tab, choose a group mobility activity from the List of group mobility activities. Click on the Edit button, to open the mobility activity for which you wish to generate a document.

For a specific mobility, there cannot be more than one active document with the same name. If you set the same name for a document in the same mobility, an error will be displayed. If you delete a document from a mobility, then you can use the same name for another active document.

3. Create the mobility document

3.1. Click on the "Create Draft Document" button

Mobility documents can be created for all mobility activities, regardless of their status, i.e. Draft or Complete.

To start creating mobility documents, click on the Create Draft Document button, as follows:

3.2. Choose the document type from the pop-up window

After you click on the Create Draft Document button, a pop-up window will be displayed, where you can choose the documents to create. The Document type dropdown list will propose documents based on dedicated conditions for each type of mobility and participant:

Document type	Mobility	Individual
Learning agreement	Individual mobility	Participant
Europass Mobility certificate	Individual mobility	Participant
Accompanying person certificate	Individual mobility	Accompanying person
Learning programme for group mobility	Group mobility	-

3.3. Change the document title, if required

The document title will be pre-filed and editable. You can modify this title, but it needs to be unique for the respective mobility, for example: Learning agreement_18888-MOB-001.

For a specific mobility, there cannot be more than one active document with the same name. If you set the same name for a document in the same mobility, an error will be displayed. If you delete a document from a mobility, then you can use the same name for another active document.

However, you can use the same name for a document for different mobilities.

3.4. Click the "Create draft" button

Once you have filled the required fields, the Create draft button will become available.

For a mobility, there can be multiple versions of documents, but a document cannot exist without a mobility. That is, if a mobility is deleted, then all its attached documents will be deleted, as well.

4. The "Document Editor" screen opens

The Document Editor screen opens in a new tab and the relevant mobility document information can be provided. You may be asked to confirm your EU Login.

You can fill in the newly-created draft mobility document immediately. See below for the next steps. If you do not want to finalise the document at this time, close the screen in your browser. It is possible to edit and save the document details in several stages, and the document can be updated as many times as necessary.

After a document was created, it is listed in the Documents tab, in status Draft, and can be further managed from there later on (viewed, edited, exported, deleted).

5. Provide the required information for the mobility document

5.1. Open the document for editing from the "Documents" tab

To open a document from the Documents tab, click on the Edit option under the Actions button.

5.2. Fill in the document form

The document opens in Document Editor, where you can start filling in the required fields. The information to provide in a mobility document depends on the type of document and the type of person. See the templates available at the bottom of the page.

Certain information in the form is pre-filled with the relevant data from the mobility activity/group mobility activity details, and is read-only.

Mandatory fields are marked with a red asterisk (*). Check boxes may be available which, when selected, will display additional fields to fill in, allowing you to provide additional information, as applicable.

6. Save the changes

After filling in the fields in the Document Editor, click on the Save button at the bottom of the page. You will receive a confirmation message that changes have been saved.

The document will remain in Draft status in the Documents list until all the mandatory fields have been filled in.

Use the Cancel changes button to revert all changes made.

7. Generate document in pdf or docx format

Once all mandatory fields have been filled in:

the document can be exported into pdf or docx format
the document status in the Documents list changes from Draft to Fully encoded

Click on the Generate PDF or Generate Word button, available at the bottom of the document screen, as required, to export the mobility document in the appropriate format.

The documents can be also exported in pdf or docx format later on, from the Documents er on. See below for details.

8. The list of mobility documents in the "Documents" tab

The mobility documents can be found in the Documents tab from the Mobility activities section. Basic list options such as Search, Bulk Actions and More filters, as well as Column sorting, Items per page and Browsing are available.

See the page List functionality in projects for additional information on the list functionalities, such as Search, Filters and the Bulk Actions.

Based on the document status, the certain options are available when clicking the Actions button in line with each document in the list.

Options available under the Actions button:

Delete
Edit
View - only active for the users without edit rights