Online collaboration tools for working with DiscoverEU participants
Quote from AdminTravelLearn on 2026-07-20, 23:53We’re curious to learn which online collaboration tools other organisations use when working with DiscoverEU Inclusion Action participants.
In our projects, we mainly use:
- Trello for project management and task tracking (although some groups are initially reluctant to use it),
- Google Workspace for sharing documents, schedules, and resources,
- WhatsApp and Messenger for day-to-day communication.
Are there any other tools that have worked well for you? For example, for communication, project management, document sharing, travel planning, or participant engagement? We'd love to hear your recommendations and learn about tools that have made collaboration with participants easier and more effective.
We’re curious to learn which online collaboration tools other organisations use when working with DiscoverEU Inclusion Action participants.
In our projects, we mainly use:
- Trello for project management and task tracking (although some groups are initially reluctant to use it),
- Google Workspace for sharing documents, schedules, and resources,
- WhatsApp and Messenger for day-to-day communication.
Are there any other tools that have worked well for you? For example, for communication, project management, document sharing, travel planning, or participant engagement? We'd love to hear your recommendations and learn about tools that have made collaboration with participants easier and more effective.
Quote from MagBed on 2026-08-10, 12:49Hi,
We have exactly the same experience with Trello. Young people generally do not see much value in using too many additional tools, so we try to keep the digital environment as simple and practical as possible.
In addition to our face-to-face meetings, we also arrange regular Zoom meetings to monitor the young participants’ preparations and progress.
Regarding digital tools, we mainly use Padlet in a column-based layout. For example, if we have five groups, each group has its own clearly titled and numbered column. Using a shared link, participants can upload their results directly to Padlet. At the same time, they can see what the other groups are doing, compare their progress and get inspiration from one another.
We also use Google Workspace to store materials and results that are too large or not suitable for Padlet, even though we have purchased additional Padlet storage. Google Workspace also serves as a resource library. For example, we upload PDFs such as our Cultural Nomad Toolkit, as well as other useful documents and valuable guides about the countries the participants will be visiting. This gives them easy access to practical and cultural information before and during their mobility.
For everyday communication, we always create a group on Messenger or WhatsApp. This is the quickest and most natural communication channel for the young people and works very well for daily updates, questions and organisational matters.
Another important tool is our shared Youthpass document. We use an editable document in Google Workspace where participants can reflect on and describe their development in relation to the eight key competences of Youthpass. They can complete it during the mobility or after returning home.
This is particularly useful because their own reflections and descriptions then help us prepare personalised Youthpass certificates according to their individual experiences and preferences. At the final evaluation meeting, which concludes the project, we can present them with Youthpass certificates that genuinely reflect what they feel they have learned and achieved.
Hi,
We have exactly the same experience with Trello. Young people generally do not see much value in using too many additional tools, so we try to keep the digital environment as simple and practical as possible.
In addition to our face-to-face meetings, we also arrange regular Zoom meetings to monitor the young participants’ preparations and progress.
Regarding digital tools, we mainly use Padlet in a column-based layout. For example, if we have five groups, each group has its own clearly titled and numbered column. Using a shared link, participants can upload their results directly to Padlet. At the same time, they can see what the other groups are doing, compare their progress and get inspiration from one another.
We also use Google Workspace to store materials and results that are too large or not suitable for Padlet, even though we have purchased additional Padlet storage. Google Workspace also serves as a resource library. For example, we upload PDFs such as our Cultural Nomad Toolkit, as well as other useful documents and valuable guides about the countries the participants will be visiting. This gives them easy access to practical and cultural information before and during their mobility.
For everyday communication, we always create a group on Messenger or WhatsApp. This is the quickest and most natural communication channel for the young people and works very well for daily updates, questions and organisational matters.
Another important tool is our shared Youthpass document. We use an editable document in Google Workspace where participants can reflect on and describe their development in relation to the eight key competences of Youthpass. They can complete it during the mobility or after returning home.
This is particularly useful because their own reflections and descriptions then help us prepare personalised Youthpass certificates according to their individual experiences and preferences. At the final evaluation meeting, which concludes the project, we can present them with Youthpass certificates that genuinely reflect what they feel they have learned and achieved.
Quote from Nati on 2026-08-12, 11:21My approach is to use only the tools that are really necessary and that the young people will actually use. In our case, a large part of the communication and organisation happened via WhatsApp.
We planned the trip together during face-to-face meetings, while much of the research was done online and then shared and discussed via WhatsApp. During the trip, the young people also stayed in contact with me through WhatsApp and knew that they could reach out at any time if they had questions, needed support or faced an unexpected situation.
For us, keeping the digital setup simple worked very well and made communication easy and accessible for everyone.
My approach is to use only the tools that are really necessary and that the young people will actually use. In our case, a large part of the communication and organisation happened via WhatsApp.
We planned the trip together during face-to-face meetings, while much of the research was done online and then shared and discussed via WhatsApp. During the trip, the young people also stayed in contact with me through WhatsApp and knew that they could reach out at any time if they had questions, needed support or faced an unexpected situation.
For us, keeping the digital setup simple worked very well and made communication easy and accessible for everyone.
Quote from AdminTravelLearn on 2026-08-12, 12:45I agree that simplicity and ease of use are important. However, given the priority placed on developing young people’s digital skills, such projects should also introduce them to new solutions and tools they may not yet know, but which could prove useful in their future social, educational, and professional activities.
I agree that simplicity and ease of use are important. However, given the priority placed on developing young people’s digital skills, such projects should also introduce them to new solutions and tools they may not yet know, but which could prove useful in their future social, educational, and professional activities.
Quote from SUMA on 2026-09-15, 10:48I agree with the point about developing digital skills. I would introduce a tool through something the group needs to do for the trip.
For example, one person checks train connections, another compares accommodation, and another adds the costs. They put their findings in a shared document and use them to decide together.
In SUMA’s trip documentation, we have files for the schedule, budget and reservations. These could also be tasks for participants, with support where needed.
Before adding another app, I would check whether everyone can use what we already have on their phone.
Have you had a tool that participants continued using after the project?
I agree with the point about developing digital skills. I would introduce a tool through something the group needs to do for the trip.
For example, one person checks train connections, another compares accommodation, and another adds the costs. They put their findings in a shared document and use them to decide together.
In SUMA’s trip documentation, we have files for the schedule, budget and reservations. These could also be tasks for participants, with support where needed.
Before adding another app, I would check whether everyone can use what we already have on their phone.
Have you had a tool that participants continued using after the project?