Allocation and committing

During allocation, the places of the offers are given out by lottery or by hand; committing makes the result valid.

Note

fepli gives out places in two ways: automatically by lottery or by hand by the team, for a whole season on the Allocate places page or for one offer in the Allocate tab. Both ways collect their decisions in a batch until they are committed. This page lists every interface of both ways, from the Allocate places page through the automatic allocation to committing.

“Allocate places” page

Location: Season > Allocate places. Visible to: admins.

The Summer holidays 2027 with the Canoe trip, which takes place on two Thursdays. Alex Beispiel has got date 2 and is still waiting for date 1.

Element	Content
Decisions	Collect first (“Emails go out only when you send.”) or Notify right away (“Every decision triggers an email immediately.”). Default: Collect first. The same choice as in the Allocate tab of an offer; it applies until you sign out. Effect: Mode.
“{count} to decide in {count} offers”	Registrations with the status new in all offers of the season with Registration via the website, regardless of search and filter
Automatic allocation	Opens the dialog Automatic allocation. Only for everyone who may edit the season.
Collection bar	Appears as long as registrations of the season are in a batch, in both modes: “{count} changes collected” – “{confirmations} · {waiting list} · {rejections} · {reset} in {count} offers, not sent yet.” Send & notify opens the message of the “Commit registrations” page for the season's batch.
Search, Open, All	Search by title and organizer, placeholder “Offer or organizer”. Open: offers with registrations on new in at least one of their dates, plus the selected offer. All: every offer of the season with Registration via the website. If a participant was chosen under All, the list shows only their offers; the chip “only {first name}” removes this.
Row of an offer	Offers with registrations in the status new are at the top (“open ones first”). Per offer: title, struck through with a red dot for a cancelled offer; first day and organizers; allocated places out of the maximum, red when the offer is full; “{count} open” or, on a green background, “decided”; group icon and number of friend registrations; envelope with the number of registrations with a pending email confirmation; number of comments. The right mouse button opens the offer's action menu.
Further dates	If an offer has several dates (variants), they are indented under the first, each with “Date {number}”; “Date 1” is yellow. The numbers count by the first day.
Head of the offer	Title, for several dates “Date {number} of {count}”, the icon Open for the detail view. Below it first and last day, time of the first date, organizers and age range “{from}–{to} yrs”. Without a selected offer: “Select an offer to display.” with New registration (New registration).
Transfer participants, Add participant	Open Transfer participants and New registration for the selected offer
Dates	For several dates, per date: first day, allocated places with a bar, “{count} open” or “all decided”. Selecting switches to the date.
Board	The Allocate view of the selected offer with Allocated, Waiting list and To decide. In To decide: Confirm all, Waitlist all and “Demand {percent} %”, the ratio of allocated, waiting and open registrations to the places.
Friend registration	Participants with the same friend code appear as one box (Friend registration).
Card	One registration (Card)
Hint on the dates	For registrations for several dates of an offer, what to do next (Dates of a registration)
Show not taking part · {count}	Shows the column Not taking part as the fourth column; Hide not taking part hides it again.
Of the offer, All, search	Of the offer · {count}: participants of the selected offer, first new, then allocated, then waiting list, within these by choice. All · {count}: all participants of the season, first those with the most new registrations, then those with the most confirmations, then by name. The column initially shows 60 and, with Show more, 60 more each time; below it stands “{count} of {count}”, with a search “{count} of …”. The opened participant stays in the column, even beyond the limit. Of the offer is not limited. Search by first and last name; it reaches all participants of the season. Above it the legend of the bars: allocated, waiting list, open, no place.
Row of a participant	Dot in the colour of the status in the selected offer, name, group icon for a friend registration, warning triangle for an overlap, choice “W{number}”. Below it age, with Preferred postal codes set “Postal code {postal code}” or “no postcode”, and “{count} registrations” in the season; anyone who does not count as a local resident has an orange background. The bar shows the registrations of the season by status, its length the number in relation to the participant with the most registrations; on the left the number of confirmations, on the right of all registrations. Selecting opens the participant in the list; a second selection closes it.
Opened participant	Registration in the selected offer and everything the participant stated in the season (Opened participant)

Opened participant

Section	Content
Head	Age, “born {date}”, open → to the participant. With Preferred postal codes set, the postcode with “preferred postcode” or “outside the preferred postcodes”.
“In “{offer}” · date {number}”	Status in the selected offer, plus “· {ordinal} choice” or, as long as the decision is in the batch, “· not notified yet”. Confirm, Waiting list, Withdraw work as on the card, also with the follow-up question of a friend registration. Below it when and by whom the registration was made. Missing if the participant is not registered for the offer.
Friend code	For a friend registration Registering with a friend with the code, “Shared friend code: in the lottery, all get a place or none.” and all participants of the code with their status; selecting a name opens it. If the group is spread over different statuses: “The group is split; it registered as “only together”.” If nobody has redeemed the code: Friend code shared with “Friend code not redeemed. Counts as a single registration.”
Dates chosen	For registrations for several dates: “all dates” (“Wants to take part on every chosen date.”) or “at least 1 date” (“One date is enough. After a confirmation, withdraw the others.”), below it every date with its status. Selecting a date switches to it.
“All choices this season”	All registrations of the season by choice, each with date, day and time, status and an overlap: “Clashes with {offers}”. Selecting switches to the offer.
“Answers given when registering”	The season questions and the additional questions of the selected offer with the answers of the registration, “Not answered” without an answer. On the right “{count} of {count} answered” or, in orange, “{count} required answers missing”. The heading folds the answers in and out; the choice stays when switching to the next participant. An uploaded file opens in the side panel.
“Account”	Name of the participant account with open →, email address and phone number; below it, for each earlier season, “{season}: {count} participations” or “First season”

Allocate view of an offer

Location: on the Allocate places page, and in the offer the Allocate tab or the action menu Allocate places. Only with Registration via the website. Visible to: admins; in the offer also organizers, if the season allows Allocate places under What organizers may do themselves (Seasons), as soon as they may see the participant list and have confirmed a required confidentiality declaration. Not for people with Participant list only (Roles and permissions).

The Canoe trip after the lottery, in the **Allocate** tab of the offer.

Column	Content
Allocated	Registrations with takes part; “{count} places left” or “Overbooked by {count} place”; Minimum reached or “{count} short of the minimum”
Waiting list	“The order decides who moves up.” Below it whether the waiting list is currently moving up: “Moves up as soon as a place becomes free.” or “Not moving up at the moment: {reason}”. If places are free, a warning appears instead: “{count} places stay free, nobody moves up automatically: {reason}”. If the reason lies with the season (switch Waiting list moves up automatically off, lottery phase, allocation or a later registration phase), hint and warning link to Go to the season setting; everyone who may edit the season sees the link. The reasons correspond to the situations under Moving up. Every card carries its place in the order.
To decide	Registrations in the status new. As long as there are any: Confirm all, Waitlist all and, for an offer with a maximum, “Demand {percent} %”
Not taking part	“Withdrawn, rejected and no place.” With date and reason for the decision. On the Allocate places page folded in under the other columns.

Element	Meaning
Drag and drop	Changes status and order. A card lands before the card it is dropped on. Within the waiting list the order determines moving up. Moving a card makes nobody move up automatically. When dragging, fepli does not ask about a friend registration.
Card menu	Opens with the right mouse button: Show participant, Comment on this registration or “Comments on this registration · {count}”, Confirm, Put on the waiting list, Withdraw; in the mode Collect first additionally Not fulfilled. It shows only the changes the status of the card allows. As long as the pointer is on a card, the card shows Confirm, Put on the waiting list and Withdraw as icons.
Collection bar	Only in the Allocate tab of an offer: “{count} changes collected” – “…, not sent yet.” Send & notify opens the message to the families concerned; with sending, fepli commits the collected decisions of this one offer. The allocation phase keeps running. On the Allocate places page the collection bar of the season is above the lists.

Mode

Mode	Effect of a change
Collect first	Goes into the batch of the season. No email, no payment obligation.
Notify right away	Is committed immediately: confirmations create the payment obligation, the family receives an email right away.

Card

Element	Meaning
Name, comments	If the registration has comments, their number is next to the name and opens the comments of the registration in the side panel.
Details	Age, postcode, friend code outside a friend registration; in Waiting list “{count} registrations currently”, otherwise “registered {time}”. If Preferred postal codes is set, “— outside the preferred postcodes” appears there in orange, if the postcode is missing “no postcode”. If a participant with an account has an own address with a different postcode, additionally in orange “Own address: postcode {postal code}” appears, with the hint “Different postcode. For preference, the address in the account counts.”; not for registrations with withdrawn, rejected or no place.
Not notified yet	A collected change shows the card in the colour of its target with “newly confirmed · not notified yet”, “moved to the waiting list · …”, “reset · …” or “rejected · …”; only in the Allocate tab of an offer.
“W{number}”	The choice the participant gave the registration: “Wish {number} of {count}”. W1 filled red, W2 light red, the rest outlined. Only if the registration phase limits Maximum registrations per participant.
Warning triangle	The participant has a place or an open registration in another offer at the same time in the same season: “Clashes with {offers}”. Other dates of the same offer do not count; neither do cancelled offers and registrations with withdrawn, rejected or no place.
“Consent outstanding”	The registration was created with open consents; with an icon for Send the link to the family (Registrations).

Friend registration

Participants who hold the same friend code appear in every column except Not taking part as one box at the position of the first of them. The lottery draws them in the same way: as one block of places (Friend code). A code that only one participant holds forms no box.

Element	Meaning
Head	Registering with a friend, the code and “{count} registered together · all or none”
“Parted — {first name} {status}, …”	Not all participants of the code are in this column; the box has a red outline. Status e.g. allocated, on the waiting list, open, not taking part or “not registered”.
“Needs {count} places · {count} free”	In To decide, if the group needs more places than are free
Confirm all {count}, Put all {count} on the waiting list	In To decide. Confirm all {count} is missing if the places are not enough. If the other participants are already allocated, the button is called Confirm {first names} too.
Bring in {first names}	In Allocated, if participants of the code are still on new; confirms them.
Follow-up question	If you confirm a participant individually or put them on the waiting list while others of the code have the same status, you see: “{first name} is registered only together with {first names}.” with Confirm all {count} (with too few places “Confirm all {count} ({count} free)”), “Confirm only {first name}” and Cancel; for the waiting list accordingly.

Dates of a registration

If a participant has registered for several dates of the same offer, the card says “For {count} of {count} dates”, plus “· wants all” or “· one is enough”. The family chooses this when registering for the second date.

Hint	When	Action
“Got date {number}. One is enough.”	One date is enough, another date is allocated, and this registration is neither allocated nor withdrawn.	Withdraw here
“Wants all dates — {count} of {count} confirmed.”	All dates wanted, this registration is allocated, the others are not.	Confirm everywhere confirms the remaining dates. If a date is full, the hint reads “Wants all dates — {count} of {count} confirmed, date {number} is full.”, without an action.
“Wants all. Date {number} already confirmed.”	All dates wanted, this registration is on new, another date is allocated.	Confirm here too

“Automatic allocation” dialog

The dialog opens via **Automatic allocation** on the **Allocate places** page.

Field	Meaning	Values	Default	Effect
Registrations without a place	What happens to registrations that lose in the lottery	put on the waiting list, set to “no place”	put on the waiting list	Waiting list: up to the size Waiting list overbooking of the next first-come-first-served phase that has not begun yet, per offer; without such a phase unlimited. Otherwise: status no place.
Also allocate offers that do not reach the minimum number of participants	Include offers below their minimum number	on, off	off	Off: Such offers stay unprocessed, their registrations remain on new.

Element	Content
Hint in the dialog	“Only registrations marked “new” are allocated.”
Follow-up question	“Start automatic allocation now?” – “Cannot be undone.”
After the start	Message Allocation started. The page is locked until the lottery is finished: “Editing is locked right now. Reload the page in a moment.”
Phases	The automatic allocation checks no phase. It can be started at any time, also during a running lottery phase.

Rules of the automatic allocation

Rule	Content
Scope	Offers of the season with online registration, not cancelled, with registrations. Only registrations in the status new.
Storage	Every result goes into a batch. Families learn nothing until the batch is committed.
Offer that is not overbooked	All registrations in the status new receive takes part. Exception: If a participant already has a place in another variant of the same offer, the registration is withdrawn (reason “Clashes with an allocated variant”). Registrations with restricted processing (Data subject rights) stay unprocessed.
Overbooked offer	The places are drawn by lot. Offers with the most unprocessed registrations come first.
Friend code	Participants with the same friend code receive places only together: all or none (Friend code). The allocate view shows them as a friend registration.
Weighting	Choice priority (45 %), compensation for bad luck in this run (25 %), few registrations (30 %). Chance decides between registrations with equal weight.
Preferred postal codes	Applies only if Preferred postal codes is set (Settings). Participants from these postcodes receive a place first, as far as the places go; among them the weighting decides. The remaining places go to everyone else by weighting.
Postcode of a participant	Comes from the first address of their participant account, even if they have their own Address. Without an account from their own address, otherwise from the address of the registration. If the postcode is missing, the participant does not count as a local resident.
Order of the waiting list	Whoever gets no place goes on the waiting list in the order in which the lottery gives out places: first participants from preferred postcodes, then by weighting; with a tie chance decides. They stand behind everyone who is already waiting. If the waiting list is limited, the first in this order get the places on the waiting list. The order can be changed by dragging in the Allocate view.
Exclusion	Excluded registrations receive no place. The reasons are listed under Decision reasons.
Log	Every decision is in the area History of the registration with its reason; actor “Lottery”.

Decision reasons

Only the admin panel shows the reasons, e.g. in the column Not taking part of the Allocate view.

Reason	Meaning
“Not drawn in the lottery”	No place; option set to “no place”
“Waiting list exhausted”	No place because the waiting list is full
“Already allocated another variant”	The participant already has a place in another variant
“Clashes with an allocated variant”	The participant already has a place in a variant; for an offer that is not overbooked
“Outside the preferred postcode area”	Only in entries of earlier lotteries. The lottery no longer excludes anyone because of the postcode.
“No eligible registration in the lottery”	The registration exceeds Maximum registrations per participant

Batch

Feature	Content
Content	Status changes that are not committed: results of the automatic allocation, changes in the mode Collect first and changes without Commit registration status
New changes	Go into the batch of their season, which is named like the season. If it does not exist, fepli creates it. This applies to the automatic allocation and to changes in the mode Collect first.
Status of a registration in the batch	Visible in the admin panel. Families see “Waiting for allocation”.
Email	None
Payment obligation	None; the column confirmed shows unconfirmed

“Commit registrations” page

Access: Batch icon in the header. Visible to: admins.

Overview2

Batch2 registrations · 1 offer

Families see the changes only after committing.

Canoe trip14.07. · Sportverein Elmsbrück1 confirmed

On the board →

Commit batches

beispiel.fepli.eu/admin/anmeldungen-festschreiben

☀️

Commit registrations2New⌘ ↵

Commit registrationsBatch 1 · Summer holidays 2027Batch 2

Families see the changes only after committing.

Participant or offer …

ParticipantOfferChange

☀️ Summer holidays 20272

Alex BeispielCanoe tripWed 14.07.newconfirmed

Noah BeispielCanoe tripWed 14.07.newWaiting list

Message to 2 families

The changes per participant are added.

2 changes · 2 emailsSee preview

A batch with the results of the lottery of the Summer holidays 2027.

Element	Content
Batch icon	In the header, with the number of registrations in all batches. Only with at least one open registration. The menu shows per offer the number of registrations by status; the row leads to its Allocate tab. On the board leads to the Allocate places page of the season, with registrations from several seasons to this page. Commit batches leads to this page; if there is only one batch, the button is called Commit & send and opens its message right away.
Dashboard tile “Commit registrations: {season}”	Appears for admins for each season that is not archived and whose registrations are waiting in a batch, and leads to this page (Interface).
Segment of the batches	One segment per batch: “Batch {number}”, for a batch with a name “Batch {number} · {name}”, e.g. with the name of the season
Introduction	“Families see the changes only after committing.”
List	Search (placeholder “Participant or offer …”), per season the registrations of the batch: child, offer with first day, previous and new status with an arrow between them, ⇄ moves the registration to another batch: “Move to {name}”, with more than one other batch “Move to another batch …” with a section of its own, otherwise “Move to a new batch”. A multiple selection offers the same for all selected registrations.
Key figures of the batch	Registrations, families, confirmed, waiting list, rejected (only above 0); if registrations lack the email address, a hint about it
Notify families	Commit and notify (“Each family gets one email with all changes.”) or Commit only (“Status applies immediately, no email.”). Default: Commit and notify
Button	“Send to {count} families …” (opens the message) or “Commit {count} …” (opens the dialog Commit only)
After committing	“Batch committed” – “The emails arrive within a few minutes.” with See the dispatch in the outbox, or without a newsletter “The changes apply now, without email.”
Empty	“All families are informed” – “No batch is waiting.”

Message and preview

“Send to {count} families …” opens the message on the right as a newsletter, with subject and text from Communication > Notifications > Admission notices; the changes per child and the unsubscribe link are added automatically. See preview saves the message as a draft and shows it family by family; Edit text opens the message again. Send to {count} families sends the newsletter and commits the decisions with sending.

Commit only

The mode Commit only opens the follow-up question “Commit {count} registrations?” – “The status applies immediately, without email. Cannot be undone.” – Commit.

Committing acts on the selected batch:

Effect	Content
Payment obligation	Arises for confirmed registrations with a fee, unless the offer has Do not bill online.
Batch	Is emptied.
Newsletter	Only in the mode Commit and notify: one email per family with all changes of their children, afterwards in the outbox.
Phases	Every currently running Allocation of places phase ends now.
Waiting list	If no registration phase is upcoming any more, the waiting list of an offer moves up automatically again as soon as every one of its registrations is decided and nothing about it is left in the batch (Moving up).

“Increase places” dialog

☀️

Offers/Summer holidays 2027/Canoe trip/Participant listNew⌘ ↵

Canoe tripView offer page ↗Copy link

Status

Publishedchange

Date

Wed, 14.07.2027, 09:00

places

12 / 12

DetailsEdit EParticipant listAllocateProofAccess

Copy offer…

Date variants…

Renew private link…

Increase number of places…

Transfer participants

Newsletter

Cancel

Delete offer…

Increase places

New maximum and whether the waiting list moves up.

New maximum number of participants14

Move up automaticallyThe waiting list moves up into freed places.Commit registration statusA payment obligation arises immediately.Notify participantRequires an email address.

CancelIncrease places

The three settings under the maximum appear only for an offer with a waiting list.

Element	Content
Increase number of places	In the More actions menu of an offer. Only with online registration and for everyone who may edit the offer.

Field	Meaning	Default	Effect
New maximum number of participants	New number of places	previous number + 1	Sets Maximum places.
Move up automatically	Fill up the waiting list	on	People on the waiting list move up into free places, regardless of the phase and of the switch Waiting list moves up automatically of the season. Not for cancelled offers and not after the start of the first date. Visible only if there is a waiting list.
Commit registration status	Commit the moving up immediately	on	The payment obligation arises immediately.
Notify participant	Email to those moving up	on	“Moved up from the waiting list to the participant list”

Element	Content
Follow-up question “Fill up from the waiting list?”	Appears when you save an offer with a higher number of places: “Places have become free. Should the waiting list move up?” – Fill up participant list
Condition of the follow-up question	There are free places and a waiting list, and the offer is not over yet.