# EXPA 101 Tutorial {% hint style="info" %} **Responsible MCVP:** *Pending MC TM Manager input* · Contact: <_pending_@aiesec.dk> {% endhint %} ## EXPA 101 Tutorial EXPA is AIESEC's global exchange and member management platform. Every AIESEC entity worldwide uses EXPA to manage exchange participants (EPs), Traineeships (TNs), applications, approvals, and organizational data. If you are involved in any exchange-related function (oGX, iCX, or BD), EXPA is a tool you will use daily. Even if you work in a support function like Marketing or TM, understanding EXPA helps you see how the organization tracks its core product delivery. ### What is EXPA? EXPA (short for Exchange Participant Application) is a web-based platform maintained by AIESEC International. It serves as: * **The global exchange marketplace** — where opportunities are posted, discovered, and applied to by young people around the world * **The application management system** — where LC teams review, shortlist, interview, and approve exchange participants * **The status tracking engine** — where every exchange moves through defined stages (Open, Applied, Accepted, Approved, Realized, Finished, Completed) * **The member and entity database** — where AIESEC tracks its membership, LC structures, and organizational data You can access EXPA at [expa.aiesec.org](https://expa.aiesec.org). ### How to Get Access 1. **Ask your LCVP or Team Leader** to create an EXPA account for you. Only existing EXPA users with the right permissions can add new members. 2. You will receive an email invitation with a link to set your password. 3. Log in and make sure your profile is complete: name, LC assignment, functional role, and contact details. 4. Your permissions in EXPA depend on your role. A new member typically starts with basic access; your LCVP can upgrade your permissions as needed. {% hint style="info" %} If you cannot log in or your permissions seem wrong, contact your LCVP first. If they cannot resolve it, escalate to the MC oGX or iCX Manager. {% endhint %} ### Navigating the Platform #### Dashboard When you log in, you land on the EXPA dashboard. This gives you a high-level view of your LC's exchange activity: how many EPs are in each stage, recent applications, and pending actions. #### Opportunities The Opportunities section is where Traineeships (TNs) are listed. If you work in iCX, this is where you create and manage your LC's TNs. If you work in oGX, this is where you search for opportunities abroad for your EPs. #### People The People section lets you search for exchange participants and AIESEC members across the global network. You can filter by country, programme, status, and more. #### Applications This is where you manage the flow of applications: review incoming applications for your TNs (iCX), or track the status of your EPs' applications to opportunities abroad (oGX). ### Making APDs (Accepted, Approved, Realized) APD stands for the key status transitions that move an exchange from "someone applied" to "someone completed their experience." Understanding these stages is critical: | Stage | What it means | Who does it | | ------------- | -------------------------------------------------------------- | ------------------------------- | | **Applied** | An EP has submitted an application to an opportunity | The EP (automatically via EXPA) | | **Accepted** | The host organization has reviewed and accepted the EP | iCX team marks this in EXPA | | **Approved** | Both sides (sending and receiving LC) have confirmed the match | Both LCs approve in EXPA | | **Realized** | The EP has arrived and started the experience | Receiving LC marks this | | **Finished** | The EP has completed the exchange period | Receiving LC marks this | | **Completed** | All post-exchange steps are done (surveys, reintegration) | Sending LC marks this | {% hint style="warning" %} Moving an exchange to "Approved" or "Realized" without all required documentation (contract, insurance, payment) violates AIESEC's Global Compliance Standards. Always verify that all prerequisites are met before updating statuses. {% endhint %} ### Training Materials {% hint style="warning" %} The EXPA training PDF (`04e — oGX & iCX/Phase 2/1. EXPA.pdf`) was referenced in the implementation plan but no embed URL could be located in the current Drive URL index. Contact the MC oGX/iCX Manager to verify the file location and generate an embed link. {% endhint %} {% hint style="info" %} :file\_folder: **Full resource folder:** `04e — oGX & iCX/Phase 2/` in the shared Google Drive contains the EXPA guide alongside other Phase 2 training materials. {% endhint %} ### Tips for New Users * **Bookmark EXPA** — You will use it frequently. Save [expa.aiesec.org](https://expa.aiesec.org) in your browser bookmarks. * **Learn the status flow first** — Before clicking anything, understand the full lifecycle: Open, Applied, Accepted, Approved, Realized, Finished, Completed. Every action you take in EXPA moves an exchange along this path. * **Ask before you update** — If you are unsure whether to change a status or approve something, ask your LCVP. Incorrect status updates can cause problems across entities. * **Use filters** — EXPA has powerful filtering options. Learn to filter by status, programme, date range, and LC to find what you need quickly. * **Check EXPA daily** — Pending applications and status updates require timely action. A delayed response in EXPA can mean a lost match for an EP. *Last updated: April 2026 · Maintained by: MC oGX/iCX Manager* --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. 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