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Platform

The back office behind our projects

We built our own software to run our Erasmus+ youth projects, from the open call to the final report. This page describes what it does today.

Everything listed here exists in our code. Much of it is recent and is still being tested before we rely on it in a live project.

What it does Talk to us

Where it comes from

Dreaming Awake built it for its own youth exchanges and training courses, and keeps developing it as those projects need.

What it does today

In the order a project goes through. The team works in a private back office, with access by role; participants use private links sent to their email.

  1. Open calls and selection

    • Open calls published on our website, in English, with their own questions (the team can also write the questions in Spanish, shown when the page is in Spanish).
    • An inbox of applications with filters, team notes, and status changes with a reason and a history.
    • Applications collected with a Google Form can be imported.

  2. Stage 2 and logistics

    • Selected people get a private link to give the details the project needs, or answer a Google Form that we import.
    • Health information is only kept with the person's explicit consent.
    • Partner organisations for each project, rooms, arrivals and departures, and an emergency list for the group leaders.

  3. Travel documents

    • A Google Drive folder for each participant, where they upload their tickets, invoices and boarding passes.
    • Documents are read automatically; anything doubtful goes to a person, who always takes the decision.
    • A travel plan for each participant, with the cost of each leg and the reimbursement within the distance band.

  4. Reimbursements and budget

    • Reimbursements approved by the finance team and paid in SEPA batches, as a file for online banking.
    • The grant for each budget item, the expenses, each with an optional link to its invoice, and what was granted compared with what was spent.
    • A travel calculator with the distance bands and an approximate CO₂ figure for each means of transport.

  5. Compliance

    • The project's obligations, filled in from what is already recorded, with manual confirmations and their evidence.
    • A log of controls and an audit file in Excel.
    • A project cannot be closed while a critical obligation is still open.

  6. Closing and certificates

    • Certificates of attendance in PDF, with a number and a SHA-256 fingerprint, saved in each person's Drive folder.
    • Youthpass followed person by person, and an encrypted learning diary for each participant.
    • An Excel file to help fill in the participant list of the Beneficiary Module.

Other organisations

We are considering offering it to other Erasmus+ youth organisations that run projects like ours.

It is not for sale today: there are no prices, plans or customers yet, and no other organisation uses it.

Security and data protection

  • The application and its database run on a server in the European Union (Oracle Cloud, Marseille region, France).
  • Travel documents are kept in Google Drive folders, on Google's servers, which are not necessarily in the European Union. The association keeps its own copy of each document.
  • Sensitive data, such as health information, ID numbers, bank accounts and learning diaries, is stored encrypted.
  • When someone in the team views participants' health information in the back office, it is recorded.
  • Personal data is not removed by a machine on its own when its retention period ends: a list shows what has reached the end of its period, and a person reviews it at least once a month and confirms each removal. Only a few technical things are deleted automatically, as the privacy policy explains.
  • An optional AI feature for documents the rules cannot classify is built and off by default. It would only receive anonymised text.

How we treat personal data is explained in our privacy policy.

Talk to us

If you run Erasmus+ youth projects and would like to know more, or to hear from us if we decide to offer it, write to us. Tell us a little about your organisation and the projects you manage.

Use the contact form

Or write to info@dreamingawake.eu

Not affiliated with the European Commission. This is DreamingAwake's own software, not an official Erasmus+ tool.