From June 4 to 6, 2025, nearly 300 Mobility-Online users from 20 countries gathered in Vienna for the 12th Community Event - three dynamic days of learning, collaboration, and networking.
Users from across Europe came together to explore the latest developments in Mobility-Online, share practical experiences, and strengthen ties within the growing international user community.
Annual Release Presentation: What’s New in Mobility-Online
As every year, a highlight of the event was the release presentation, unveiling major innovations and enhancements across the system. This year’s release focuses on user experience, flexibility, and efficiency, including a redesigned interface, improved performance, and enhanced workflows.
One of the most anticipated features of the release is the completely reworked Document Manager - a powerful new tool for simplifying document handling throughout the application and review process. It enables applicants to upload, edit, and submit all required documents in a single step, while coordinators benefit from an integrated review view with customizable status labels, color coding, comments, and correction workflows.
Key improvements include:
An updated upload interface with progress bar, file size indicator, and improved usability for large uploads
This year also brought significant improvements to the Erasmus Without Paper (EWP) module. The biggest update was the upgrade to IIA version 7. Other notable enhancements included a completely redesigned timeline for DLAs and IIAs, a smoother process for handling outgoing DLAs after rejection, and a new mobility-type filter in the DLA interface. We also introduced automated email templates for DLA workflows, a tool to easily view local agreements linked to IIA conditions, a new correction tool for IIAs, a “Version mutually approved” column in overview screens, and automatic notifications when factsheets are incomplete or out of date.
The Eligibility Check module has been significantly enhanced, giving institutions much greater control over the application process. Key improvements include validation within application forms, integration with the allocation module, and configurable logic tailored to each institution’s policies.
Sneak Peek: Internationalisation Portal in Development
Participants also got an exclusive first look at the new Internationalisation Portal, currently in development by the SOP team. In addition to a completely refreshed design, the portal will offer a more intuitive user experience and significantly improved performance. The beta version introduced during the event previewed the updated interface and navigation. Further development is ongoing, and we’ll keep the community updated.
A Program Tailored to Every User Level
At Community Event 2025, we offered sessions designed to meet the needs of every participant - from beginners to seasoned experts. Each session was clearly marked by user level to help attendees choose what suited them best or attend sessions which were open to everyone.
Over three days, the program featured a rich mix of presentations, workshops, and discussions. Highlights included the Release Presentation, hands-on workshops with the Report Generator, insights into digital signatures, eligibility checks, scholarship and partnership management, as well as sessions on data protection, system integrations, and much more.
Users also shared their own stories and solutions, with inspiring presentations from institutions like OTH Regensburg and UCLL. The variety of sessions made sure everyone could find something useful, no matter their background or experience level.
To wrap up, participants enjoyed informal networking during a relaxed rooftop evening with stunning views over Vienna.
Experience the atmosphere and relive the best moments from this year’s Community Event!
