Accounts

In the Accounts area, admins manage the access of families, organizers and the team.

Visible to: admins; only super admins see and edit admin accounts. Account types and roles: Roles and permissions.

List

Element	Content
Account type	Segment beside the search: All, Participant accounts, Organizers, Admins (super admins only), each with its number. Only one account type at a time. If Organizers is off under Fields, Organizers is missing; the list of this account type, its export and its creation answer with 404.
View	Table (columns below) or List (List view)
Columns of the table	Participant accounts: name, Email address, Participants. Organizers: name, email, Organizer profiles. In the mixed list All, the Organizer profiles column is missing if Organizers is off under Fields. Admins: name, email, Roles (Super admin, Participants, Payments, CMS).
Marks at the name	Account type, sign-in methods, disabled, unsubscribed from emails (Marks)
Search	First name, last name, email address; for organizers also the name of the profile; global with `@`
Sorting	Sort by date, Sort by first name, Sort by last name, Sort by last active
Export	Excel file
New account	Opens the side panel New account; if an account type is selected, it is already selected there. The drop-down menu beside it lists Participant account, Organizer, Admin (super admins only), each with a line on what the account type is for, and opens the side panel with the chosen account type selected.
Name of a row	Opens the content of the Activity tab as a side panel above the list, without tabs. Edit in the row actions opens the account with tabs.

Marks

Mark	Meaning
Person icon red, blue, green	Account type admin, organizer, participant account
Keyhole	“Passkey set up”
Open envelope	“No password and no passkey – sign-in by link only”
Red dot	“disabled”: account blocked
Orange dot	“unsubscribed from emails”

List view

Row	Content
Name	Followed by the state, where it applies: blocked, email blocked, invitation pending (created by someone else, never signed in yet)
Email address	Followed by the sign-in methods as icons: password, passkey or the sign-in link alone
Account type	With its coloured circle and what is attached to it: for participant accounts the participants, for organizers the organizer profiles, for admins the roles or “all rights”
Right	Last active; below it, since when the account exists, or the date of the invitation

Row actions

Action	Effect	Visible
Edit	Opens the Details tab	Admins; for admin accounts only super admins
Sign in as	Session as this account (Sign in as)	Super admins
Activate email address	Dialog Activate email address? (Dialogs)	Only for an unsubscribed address
Send password link	Dialog Send password link (Dialogs); likewise in the preview of the global search	Admins; for admin accounts only super admins; for participant accounts only with the role Participants (Participant accounts); only for accounts with a password and an email address that are not blocked
Send sign-in link	Sends a one-time sign-in link that is valid for 10 minutes. The dialog shows whether a password and passkeys are set up. Participant accounts receive a link for the website.	Admins; for admin accounts only super admins; for participant accounts only with the role Participants; only with an email address; for admin accounts only if the installation allows sign-in links for admins
Release to support	Time-limited release for the installation support	Only with several tenants
Delete	Dialog “Delete account “{name}”?” (Deleting)	Admins; for admin accounts only super admins; for participant accounts only with the role Participants

Participant accounts

For accounts with the account type Participant account, even beside another account type, the Accounts area shows the participants and the ways into the account only with the role View and create participants (Roles and permissions).

Element	With the role	Without the role
Participants of the account: column Participants of the list, tab Activity, preview of the global search	visible	hidden
Tab Participants	visible	hidden
Send password link, Send sign-in link, Delete, in the actions menu and in the tab Access	present	hidden
Email address under Details, Discard for a pending address	can be changed	read-only, with the note “Can only be changed with the Participants role.” The family changes its address on the website itself (New sign-in address).

Create an account

Location: side panel New account.

Section	Fields	Appears for
Account type	Participant account, Organizer, Admin (super admins only); several are possible. Organizer is missing if Organizers is off under Fields; an account that already is one keeps the choice.	always
Person	First name, Last name, Email address (required), Phone, Mobile number	always
Assigned organizers	Search Search for or create an organizer …; “Without an assignment the account sees no offers.”	Organizer, admin
Postal address	Street, Postal code, City, Country; “Can be added later.”	Participant account
Scope of access	Super admin, Roles	Admin; for super admins only
Access	Send the invitation by email right away or Only create, do not invite yet (“The account stays blocked until you invite from the “Access” tab.”)	only when creating; organizer, admin, also beside participant account

After creating	Content
View	Tab Activity
Message	“Your changes have been saved.” For organizer or admin, also “The invitation is on its way to {email}.” or “{name} is created and blocked. Send the invitation from the “Access” tab.”
Only account type Participant account	The account is Active; fepli sends no email. The family signs in on the website.
Invitation	For organizer or admin: email “Your access to the admin panel” with a sign-in link. It is valid for as long as Invitations valid for sets (Settings), 14 days without an entry, and can be used only once. Every sign-in to the account makes it invalid.

Tabs of an account

Tab	Content	Appears for
Activity	History and comments	always
Details	Account type, person, postal address, scope of access, on one page	always
Organizers	Assignments to organizer profiles	Account type organizer
Participants	Assigned participants, read-only; note Date of birth missing	Account type participant account; only with the role Participants
Access	Sign-in methods, blocking, deleting	always

The header shows Active or Blocked and “last signed in on {date}” or “never signed in”.

Details

Element	Effect
Account type	Display only, with Change. Whoever removes an account type that has data sees the question “Remove account type “{role}”?”: An organizer loses memberships and individually shared offers; a participant account stays assigned to the participants but no longer sees their registrations and receipts. Remove account type. Only super admins assign and remove the account type Admin; with it, Super admin and the roles lapse.
Email address	Whoever changes the address sees the question Change sign-in identifier: “The new address applies only once confirmed by link. Until then the previous one applies; it is informed about the change.” Turn on “I understand what {name} will no longer be able to do afterwards.”, Apply change. The other details apply immediately. Message: “{email} awaits confirmation, the link is valid for 24 hours. Until then the previous address applies.” While it is waiting, the note “{email} is waiting to be confirmed. Until then, the address above stays.” appears below the field. Procedure: New sign-in address. For participant accounts only with the role Participants (Participant accounts).

Element

Effect

Account type

Display only, with Change. Whoever removes an account type that has data sees the question “Remove account type “{role}”?”: An organizer loses memberships and individually shared offers; a participant account stays assigned to the participants but no longer sees their registrations and receipts. Remove account type. Only super admins assign and remove the account type Admin; with it, Super admin and the roles lapse.

Email address

Whoever changes the address sees the question Change sign-in identifier: “The new address applies only once confirmed by link. Until then the previous one applies; it is informed about the change.” Turn on “I understand what {name} will no longer be able to do afterwards.”, Apply change. The other details apply immediately. Message: “{email} awaits confirmation, the link is valid for 24 hours. Until then the previous address applies.” While it is waiting, the note “{email} is waiting to be confirmed. Until then, the address above stays.” appears below the field. Procedure: New sign-in address. For participant accounts only with the role Participants (Participant accounts).

Organizers

Element	Effect
Assign membership	Makes the account a Member of an organizer profile: master data, team and all offers, including future ones.
Share offers	Dialog Share individual offers, then “Share offers of “{profile}””: a checkbox per offer, Save shares. The account may edit exactly these offers, not the master data, not the team and no future offer.
Table	Organizer, Access (Member or “{count} offers”), Applies to, Since, Remove assignment
Team of the organizer profile	Shows the assignment as well. Changes take effect immediately.

Access

“How this account signs in”

Row	Content	Action
Email address	Address; blocked if unsubscribed	Re-enable
Pending address	Below the address, “New address {email} is waiting to be confirmed until {date}.” or, after 24 hours, “New address {email} was not confirmed by {date}.” (New sign-in address)	Discard: “The new address {email} is discarded.” Only for whoever may change the address.
Sign-in link	“One-time link by email”	Send link, where the actions menu shows Send sign-in link
Password	set or not set	Trigger reset opens the dialog Send password link, where the actions menu shows Send password link
Passkeys	“{count} devices” or “no device set up”	–
Block and delete	Block account (“Sign-in is refused. The data stays.”, Block account), Unblock account (“Sign-in is currently refused.”, Unblock account), Delete account (“Personal data is deleted, registrations are kept pseudonymised. Cannot be undone.”, Delete), where the actions menu shows Delete	–
Unblock account for a registration without an invitation	Account that registered itself and is not enabled yet: “Registration without invitation. Unblocking sends a sign-in link to {email}, valid for {count} days.” Then the messages “{name} can sign in again.” and “{email} has received a sign-in link by email.”	Unblock account
Unblock account for an account that was never invited	Account of the account type Organizer or Admin, created with Only create, do not invite yet or created blocked through the API: “Not invited yet. Unblocking sends the invitation to {email}, valid for {count} days.” Then “The invitation is on its way to {email}.”	Unblock account
Validity of these links	Like Invitations valid for, 14 days without an entry; once only. An account that has been enabled before receives no link when unblocked.	–
Open sessions	If the team blocks an account, every open session of the account ends with its next request. Whoever was already in the account with Sign in as before the block keeps their session.	–
Registration with the address of a blocked account	Does not lift the block. fepli sends no email, and the page after the registration looks the same as usual.	–

Dialogs

Dialog	Content
Send password link	“Sends {email} a link to set a new password, valid for 60 minutes.” “Nobody in the team sees the password. Who requested the link is logged.” Send link shows Password link sent: “A link was sent to {email}, valid for 60 minutes.”
Email with the password link	“Set a new password” with the button Set a new password. fepli creates the link when it sends the email; if the email can be sent only 60 minutes after the request or later, it is dropped, as it is for an account that has been blocked in the meantime. For participant accounts the link opens the page for setting a new password on the website, otherwise in the admin panel (Reset password). A new link makes earlier links and open requests through Forgot password? invalid. The log records Password link sent.
Activate email address?	“The account has unsubscribed from emails. Re-enable the address only at the holder's express request.” Activate email address removes the address from the block list. An unsubscribed address does not block signing in.
Sign-in link	“Sends a one-time sign-in link to {email}.” If the person has switched off the sign-in link: “The account has disabled the sign-in link. The link is sent anyway and logged.” Every link sent this way appears in the log as Sign-in link sent.

Applies to every change of the email address of an existing account: under Accounts > Details, in your own profile under Personal data (Signing in and profile), on the website under Personal data and through the API.

Rule	Content
Pending address	The new address applies only once it is confirmed with the link it receives by email. Until then, the account signs in with the previous address, and all emails go there. The other details of the form apply immediately.
Only upper and lower case changed	Applies immediately, without confirmation.
Email to the new address	“Confirm your new sign-in address” with Confirm address. The link is valid for 24 hours from the entry and can be used once. Whoever enters the address again makes earlier links invalid and triggers a new one.
Email to the previous address	If the team enters the address, fepli sends “New sign-in address entered” immediately. After the confirmation, fepli always sends “Your sign-in address was changed”.
Counts as team	Whoever changes another person's account under Accounts, a call through the API and Sign in as on the website
Page of the link	Confirm your new sign-in address: “Sign in with {email} from now on? Messages and sign-in links then go to this address.” Only Confirm address switches the account over, then Address confirmed: “From now on, you sign in with {email}.” Participant accounts confirm on the website, all other accounts in the admin panel. Nobody has to be signed in for this.
After the confirmation	Open links for resetting the password and sign-in links no longer apply. Whoever is signed in with the account is signed out and signs in again with the new address.
Address meanwhile taken	Address already in use: “Another account is now linked to {email}. …” The previous address stays valid, the new one is discarded.
Invalid link	Link no longer valid: “This link has expired or no longer applies. …” After 24 hours, after the confirmation, after Discard and after an address that was entered again
Display	Under Accounts in the field Email address and in the tab Access (Access). On the website below the field: “{email} is waiting to be confirmed. Until you open the link in the email to that address, the address above stays.”
Log	If the team enters the address: New sign-in address entered, without the addresses (Log)

Deleting

Dialog “Delete account “{name}”?”: “The account's personal data is deleted. Cannot be undone.” The erasure is the same as on the website, in the data subject rights, through the API and in the erasure run (Why fepli does not erase some data).

Element	Effect
Note on participants	“The participants are deleted as well.”, with “First detach the participants from this account.”
Note on upcoming offers	“{count} registrations are for offers that are still ahead. They are withdrawn, the places go to the waiting list.” Concerns registrations for offers that have not started and are not cancelled; they receive the status withdrawn. The family receives no email about it. Their payment obligation stays or lapses as for a withdrawal by the family.
Note on paid registrations	If cancelled registrations are already paid and their fee lapses: “One of them is paid, and its fee lapses.” or “{count} of them are paid, and their fees lapse.”, plus “The money is not refunded automatically. After deletion the registration is under “Payments › Refund due”.” Below it, per registration, “{participant}: {offer}, {date} – {amount} paid” with the receipt number. The message after the deletion contains the link Refund due only with the role View and create payments.
Note on open fees	If a fee remains unpaid after the erasure: “One fee is still open.” or “{count} fees are still open.”, plus “After the erasure it can no longer be billed, because the registration then belongs to no account. Bill it first or remove the payment obligation.” Below it, per registration, “{participant}: {offer}, {date}”. Unpaid registrations with a payment obligation are open, except for upcoming offers whose payment obligation lapses with the withdrawal. The erasure is possible nevertheless.
Note on registrations	“The {count} registrations are kept pseudonymised — without a name, for places, statistics and receipts. Receipts stay as they are.”
Note on organizer profiles	“The organizer profiles are kept.”
Consents that remain in force	“One consent stays in force” or “{count} consents stay in force”, plus “An erasure is not always a withdrawal. Tick what the person withdraws along with it.” Per consent a checkbox “Withdraw “{title}”” with person, offer or season and “given on {date}”; none is preselected. Below it: “Without a tick the consent stays in force and is kept as proof, with the name of the person. The organizers are told of every withdrawal by email, and the team too for a consent of the season.” Appears only if consents remain in force (Consents: After the person is erased).
Delete account	Deletes the account and the participants with addresses, passkeys, wishlist, comments, activity and sent emails. Given consents stay in force; fepli withdraws the ones you selected with the name of the person in the team. Declined declarations are deleted. An objection to the measuring of email opens is kept with a hash of the email address, without the address. A consent to measuring ends with the account. If the account had made a decision, fepli deletes its contact at Brevo. The registrations stay under a pseudonym with offer, status, status history, fee and age; answers, files, comments and the address of a registration without an account lapse. Receipts stay unchanged. Writes an entry to the log with “Delete in the admin”. If cancelled registrations were paid and their fee lapses, the message “One paid registration was withdrawn” follows with “The money has not been refunded. The registration is listed under “Refund due”.” and the link Refund due; it stays until you close it.
Processing restricted	Appears instead of Delete account if processing is restricted for the account or one of its participants: “Processing is restricted (Art. 18 GDPR). Erasure only at the person's request, under Data subject rights.” The dialog offers only Close.

On the website

Location: on the website in your own account under Delete account. There the family deletes its participant account with all participants itself.

Element	Content
Extend account	Appears only if Erase after is entered (Settings); if the default period applies, the section is missing. The text depends on When the period is over. For Notice by email, then erase automatically and Erase automatically without notice: “Privacy is our standard: we delete your account {period} after your last season. …”, the mark “Deleted after the season” and “Your account will be deleted automatically {period} after your last season. …”. For Flag for deletion: “Privacy is our standard: {period} after your last season we mark your account for deletion. …”, the mark “Marked for deletion after the season” and “Your account will be marked for deletion {period} after your last season and deleted once we confirm the deletion. …”. Extend account by {period} keeps the account out of the erasure list and the erasure run for the duration of the period from today, in both cases. Then “Account active”, “Your account has been extended and will not be deleted before {date}. …” and Extend again by {period}.
Notes	“This cannot be undone.”, upcoming registrations (“Your registration for an upcoming offer is withdrawn, the place goes to the waiting list.”), fees that remain (“One registration can no longer be withdrawn free of charge; its fee is not refunded.”) and paid registrations whose fee lapses (“This registration has already been paid:”)
Consents that remain in force	“One consent stays in force” or “{count} consents stay in force”, plus “Deleting your account is not in itself a withdrawal. Please decide for each consent whether it stays.” Per consent Stays in force or Withdraw, nothing preselected. Below it: “What stays we keep with the name as proof, until you withdraw it. We tell the organizers of a withdrawal. It applies from now on, not to the past.” Without an answer for every consent: “Please decide for each consent whether it stays or is withdrawn.” For an account with a password in the dialog Delete account now, for an account without a password on the page of the link. Appears only if consents remain in force (Consents: After the person is erased).
Account with a password	Dialog Delete account now: “Confirm the deletion with your password.” Delete account deletes the account. Wrong password: “The password is not correct.”
Account without a password	Dialog Delete account now: “Your account has no password, so we will send a link to {email}. Your account is deleted only via this link; it is valid for 60 minutes.” After Send deletion link: “We have sent a link to {email}. Open it within 60 minutes to delete your account. Until then your account stays.”
Email with the link	Notification Confirm account deletion (Notifications), subject “Please confirm the deletion of your account”, button Delete account. fepli creates the link when it sends the email; from then on it is valid for 60 minutes. If the email can be sent only 60 minutes after the request or later, it is dropped.
Page of the link	Delete account with “Account: {email}.”, the notes and Delete account now. Only this button deletes the account. The family does not have to be signed in for this.
Invalid link	“This link has expired or is no longer valid. If you want to delete your account, sign in and choose “Send deletion link” under “Delete account” again.” After 60 minutes, after the erasure and after a change of the email address of the account.
Open fees	Instead of the button: “A fee is still open for this registration:” or “Fees are still open for these registrations:”, per registration “{participant}: {offer} on {date}”, plus “Please pay it under Payments before you delete your account. Once it is deleted, we could no longer bill you. Write to us if you have questions.” Likewise on the page of the link and on the page “Your account is unsubscribed”. Unpaid registrations with a payment obligation are open, except for upcoming offers whose payment obligation would lapse with the withdrawal.
Restricted processing	Instead of the button: “Processing is restricted for your account (Art. 18 GDPR): the data stays stored until the restriction is lifted. That is why you cannot delete the account yourself here. Write to us if you want it deleted.”
Log	Trigger “Delete account on the website”, Carried out by “The person themselves” (Log)

Notifications & privacy

Location: on the website in your own account under Notifications. The page carries the heading “Notifications & privacy” and the text “Decide what we tell you about by email and what we may measure while doing so.” Visible to: participant accounts.

Field	Content
Emails about replies and questions	“You get an email when a reply or a question arrives for one of your registrations.” Default: on
Measure whether emails are opened	Only where the app Delivery tracking measures opens and clicks. If Measure only with consent is on: “Allow us to see whether you open our emails and which links in them you follow. For this a tiny, invisible picture is loaded when you open one. This is voluntary: without your consent we measure nothing, and you can withdraw it at any time.” Otherwise: “We see whether you open our emails and which links in them you follow. For this a tiny, invisible picture is loaded when you open one. If you do not want that, untick the box: we then measure nothing any more.” The checkbox is ticked if the account is measured.
Save settings	Saves the selection. With it the note “Your settings apply to you alone and can be changed at any time.”

Rule	Content
Decision	For Measure whether emails are opened, the account stores 3 states: never asked, refused, granted, plus time and source, the page in the account or the link in the email. Saving without a change records no decision. As long as the app is running, fepli reports every decision to Brevo. If the account changes its sign-in address, fepli deletes the contact of the old address at Brevo and reports the decision under the new one.
Objection after the erasure	If someone deletes the account, an objection is kept with a hash of the email address. A new account with that address, or an account that enters it as its sign-in address, takes it over with time and source: Measure whether emails are opened is then empty, also where measuring applies until somebody objects. The selection can be changed there.
Link in the email	Every email to a recipient who is measured carries the link “Stop measuring whether these emails are opened” in the footer. It is signed and expires. Its page reports “Opens are no longer measured”, plus “From now on we no longer measure whether you open our emails. Your decision is saved.” and the link To the notification settings.

Account	Effect
Organizer or admin	The admin panel appears as this person sees it. Yellow banner “You are signed in as {email}. You cannot make declarations or give consents this way.” with the address of this account and ✕; in the user menu “Back to {email}” with your own address.
Participant account	fepli redirects to the website as this person. Every page shows the banner “You are viewing the website as {name}. You cannot give or withdraw consents this way.” with Back to the admin panel. The link and signing out on the website end only this view and open the account in the admin panel in the tab Activity. If the website is on another domain, this does not work.

Rule	Content
Sign-in methods	The account's passkeys, password, sign-in link and API tokens cannot be changed in this session. On the page Security in the admin panel the states stay visible, the controls are gone, and the top reads “You are signed in as somebody else. Only the account holder changes its passkeys, password, sign-in link and API tokens.” The family's security page on the website shows “You are viewing the website as this family. Only the family itself changes its passkeys, password and sign-in link.” and offers no form for changing the password. The endpoints refuse the change as well.
Log	Start and end appear in the log of the data subject rights. Events that the log records meanwhile appear under the name of the person who signed in as someone else.
Declarations and consents in the admin panel	fepli rejects the confidentiality declaration before the participant list and newsletter, as well as consents on a registration and at New registration. Message: “While signed in as somebody else, you cannot make a declaration or record a consent.”
Consents on the website	In the registration form, under Consents and on the consent page of a registration, the website accepts no decision. Notes: “You are viewing the website as this family. Only the family itself gives consents. A registration that includes a consent cannot be sent this way.” in the registration form, “You are viewing the website as this family. Only the family itself gives or withdraws consents.” under Consents, “You are viewing the website as somebody else. Only the person themselves gives consents.” on the consent page.