Trainers & credentials

With the app Trainers & credentials, a tenant records who leads an offer and whether the credentials asked for are there.

Location: Settings > App-Store > card Trainers & credentials. Visible to: super admins.

Group: Team & child protection, included. Provider: fepli.

Catalogue, states and structure of an app are described in App-Store.

What the app does

In the section What it does
“Organizers enter for each offer who leads the course.”
“Trainers upload their credentials themselves, organizers confirm them. The certificate of conduct is only inspected.”
“A traffic light shows for each person whether everything is there. Nothing is blocked.”

In the section How to use it
“Which credentials you ask for is set under Settings › Credentials.”
“The offer has the tab “Team”, the organizer the tab “Credentials”.”
“Trainers find theirs in their account under “My credentials”.”

Card in the catalogue: “So that it is settled before the course that every credential is there. In the offer under Team and at the organizer. One traffic light per person – it blocks nothing.”

Behaviour

Feature	Content
Access	No credentials
Default	Switched off
Switched on	The settings have the tab Credentials, an offer the tab Team, an organizer profile the tab Credentials and My account the tab My credentials. The offer list shows the column Team and the filter Team incomplete.
Switched off	The app shows “Team, Credentials and “My credentials” are hidden. What was entered is kept.” The addresses of these pages answer with 404, and the app sends no emails.
Credentials count for the whole tenant	Switch in the app. Default: off. “On: whoever leads for several organizers shows each credential once, and all these organizers see it. Off: each organizer checks for itself.” The switch moves no entries. It determines which entries a table reads.
Without organizers	If the field Organizers under Fields is off, credentials count for the whole tenant, whatever the switch says.
Credentials asked for	Switched on, the row in the app leads to Settings > Credentials and names the number of credentials.

Credentials asked for

Location: Settings > Credentials. Visible to: super admins. “They hold for every trainer of this tenant. Each credential becomes a column in an offer’s Team and under Organizer › Credentials.”

beispiel.fepli.eu/admin/einstellungen/nachweise

☀️

Settings/CredentialsNew⌘ ↵

Settings

GeneralRegistrationOffersCredentialsPaymentsPrivacy

Credentials asked for

Add credential

NameKindValid

Extended certificate of conductInspection60 monthsChange

First-aid courseSubmission24 monthsClose

NameFirst-aid course

KindSubmissionInspection

Valid, months24

Delete …CancelApply

The list with one credential opened.

Element	Content
Add credential	Opens the fields for a new credential above the list. Add saves: “{name} has been added.”
Name	Text, at most 255 characters. Placeholder: “e.g. child protection commitment”
Kind	Submission or Inspection. Default: Submission. “Submission: the trainer uploads an image or PDF, the organizer confirms. Inspection: the organizer sees the original and enters two dates; no file is stored.”
Valid, months	Number of months from the date of issue, 1 to 1200. Empty: “no expiry”
Edit	Opens the row. Apply saves: “{name} has been saved.” A changed validity applies at once to every credential entered without an expiry date of its own.
Delete	Confirmation in the row: “Delete {name}?” with “{count} credentials entered for it are deleted with it.” or “Nothing has been entered for it yet.” Delete removes the credential, the entries for it and their files: “{name} has been deleted.”
Empty list	“No credential is asked for yet.”

State of a credential

Every cell of a table shows the state of one credential of one person. The validity ends with the date of issue plus the months of the credential. If Valid until is entered at the credential, it ends on that day.

State	Cell	Light	Meaning
valid	“until {month/year}” or “no expiry”	green	Confirmed or inspected and valid on the reference date
expires before the date	“until {day.month.}”	yellow	Valid today, expired on the reference date
submitted, to review	“review”	yellow	Uploaded, neither confirmed nor sent back
expired	“since {month/year}”	red	The validity is over.
missing	“missing”	red	No entry
sent back	“sent back”	red	Sent back, no new file yet

In addition	Content
Reference date	In the team of an offer the first date of the offer. At an organizer profile and under My credentials the next date on which the person leads an offer. Without a date, today.
Light of a person	Red as soon as one credential is red, otherwise yellow as soon as one is yellow, otherwise green with “complete”. Red and yellow name what is open, e.g. “1 missing · 1 to review”.
Effect	The light blocks nothing. An offer can be submitted, approved and published with a red light.
Several entries	If a person has several entries for the same credential, the cell shows the one that is furthest: valid before submitted before sent back before expired.

Team of an offer

Location: offer > tab Team. Visible to: whoever sees the tab Access of the offer (Offers: Tabs).

beispiel.fepli.eu/admin/angebote/…/team

☀️

Offers/Summer holidays 2027/Canoe trip/TeamNew⌘ ↵

Canoe tripView offer page ↗Copy link

Status

Publishedchange

Date

Wed, 14.07.2027, 09:00

places

12 / 12

Team

1 of 2 complete

DetailsEdit EParticipant listAllocateProofAccessTeam

Who leads the offer

Add trainer

PersonExtended certificate of conductInspectionFirst-aid courseSubmissionState

Kim BeispielMemberuntil 03/2032until 05/2029complete

Sam Beispielinvited directlymissingreview1 missing · 1 to review

validexpires before the datesubmitted, to reviewexpiredmissing“expires” is measured against the date of this offer, 14.07.2027.

The team of the canoe trip; Sam Beispiel lacks one credential, a second one awaits confirmation.

Element	Content
Tab Team	With the number of people who lead the offer and a dot in the colour of the worst light
Add trainer	Menu “With access to this offer” with the members of the organizer profiles of the offer (“Member · through {organizer profile}”) and the accounts with access to this offer (“directly · this offer only”). A row enters the person or takes them off: “{name} leads the offer.”, “{name} was taken off the team.” An open invitation is greyed out. Below: “Somebody missing? Invite them under Access first, then enter them here.”
Column Person	Name, below it “Member” or “invited directly”
Column per credential	Name and kind (“Inspection”, “Submission”). The cell opens the credential (Entering and reviewing a credential).
Column State	Light of the person
Take off the team	Takes the person off. Their credentials and their access stay.
Below the table	Legend of the states and ““expires” is measured against the date of this offer, {date}.”
Without a team	“No trainer entered yet” with “Enter who leads the course. Then you see here whether every credential is there.”
Without credentials asked for	“No credentials are asked for yet.” with “Which credentials trainers need is set under Settings › Credentials.”
Head of the offer	Under Team: “{count} of {count} complete” with a dot in the colour of the worst light, without a team “nobody yet”. The entry leads to the tab Team.
Narrow window	One card per person with their light and the open credentials; if all are valid, “All {count} credentials valid”.

Leading an offer gives no access. Access is granted on the tab Access.

Offer list

Element	Content
Column Team	View Table: dot in the colour of the worst light and “{complete} / {team}”, e.g. “2 / 3”. The tooltip names the first person with an open credential. Without a team grey “no team”.
Filter Team incomplete	Only offers in whose team at least one light is red or yellow. Offers without a team are not among them. Chip: “Team incomplete”

Credentials of an organizer profile

Location for admins: Organizers > profile > tab Credentials. Location for members: Master data > tab Credentials. The tab counts in red the people whose light is not green.

beispiel.fepli.eu/admin/stammdaten/nachweise/…

Master data/Sportverein ElmsbrückNew⌘ ↵

Sportverein Elmsbrück

Master dataTeamCredentials1

You confirm the credentials of your people yourself. Your own are confirmed by somebody else of your organization or by the office.

Search person …All3Incomplete1To check1counts for Sportverein Elmsbrück only

PersonLeadsExtended certificate of conductInspectionFirst-aid courseSubmissionState

Kim BeispielYouMember1 offeruntil 03/2032until 05/2029complete

Luca BeispielMember–until 01/2031until 09/2028complete

Sam BeispielGuest · invited directly1 offermissingreview1 missing · 1 to review

validexpires before the datesubmitted, to reviewexpiredmissing

“expires” is measured against the person’s next date.

The tab as a member sees it under Master data.

Element	Content
Rows	The members of the organizer profile and everybody who leads one of its offers
Search	“Search person …” Searches name and email address.
All, Incomplete, To review	Each with the number of people. Incomplete: light red or yellow. To review: at least one submitted credential
Badge on the right	“counts for the whole tenant” or “counts for {organizer profile} only”
Column Person	Name, below it “Member” or “Guest · invited directly”. One's own row carries “You”.
Column Leads	Number of offers of this organizer profile that the person leads and whose first date is not over; otherwise “–”
Column per credential, column State	As in the team of an offer
Below the table	““expires” is measured against the person’s next date.”
Note for members	“You confirm the credentials of your people yourself. Your own are confirmed by somebody else of your organization or by the office.”
No results	“Nobody found.”

Entering and reviewing a credential

Location: a cell in the team of an offer or in the credentials of an organizer profile. The credential opens in the side panel.

Element	Content
Who enters and reviews	Admins and the members of the organizer profile. If each organizer checks for itself, only the members of the profile the credential was submitted at decide. Members of other profiles of the same offer see the state without Confirm, Send back and the file link; the actions answer with 403. If credentials count for the whole tenant, everyone who may review decides. Nobody reviews their own credential: “This is your own credential. Somebody else of your organization or the office can confirm it.”
Notice at the top	State with what follows: “Missing.”, “Awaiting confirmation.”, “Valid.”, “Expires before the date.”, “Expired.”, “Sent back.”
Valid until	Date or “no expiry”, below it “holds on the date {date}” or “expires before the date on {date}” and the rule, e.g. “24 months from the date of issue”, with an expiry date entered “Expiry date as the document says”
History	Submitted, Confirmed or Inspected, Sent back, each with person and date; without an entry “Nothing yet”

Inspection

Canoe trip/Extended certificate of conduct

Extended certificate of conduct

Inspection·Sam Beispiel

Missing.

Not inspected yet.

Inspected on10.06.2027

Certificate of20.05.2027

No document is stored. Only that you saw the original, and its date, is recorded.

Valid until (optional)If the document names an expiry date. Empty: 60 months from the date of issue.

History

Nothing yetIs shown at the organizer.

CancelEnter

A certificate of conduct that has not been inspected yet.

Element	Content
Inspected on	Date, default: today, not in the future
Certificate of	Date of issue, not after Inspected on
Note	“No document is stored. Only that you saw the original, and its date, is recorded.”
Valid until	Optional, not before Certificate of. “If the document names an expiry date. Empty: {count} months from the date of issue.” Without months at the credential: “Empty: holds without expiry.” Message: “The expiry date cannot lie before the date of issue.”
Enter	Saves the dates and who inspected: “{name} has been entered.” Invalid dates: “Please give both dates. The certificate cannot be newer than the inspection, and the inspection cannot lie in the future.”
Enter again	For a credential that has been entered: opens the two fields again. The new entry replaces the previous one.
Older than 3 months	If the certificate was older than 3 months when it was inspected: “The certificate was older than 3 months when it was inspected.”

Submission

Canoe trip/First-aid course

First-aid course

Submission·Sam Beispiel

Awaiting confirmation.

Check the file and the date.

erste-hilfe.jpgsubmitted 09.06.27, 18:42Open full screen ↗

Issued on08.05.2027As the trainer stated it. Check it against the document.

Valid until (optional)If the document names an expiry date. Empty: 24 months from the date of issue.

History

SubmittedSam Beispiel · 09.06.27, 18:42

Send back …Confirm

A submitted credential before it is confirmed.

Element	Content
File	Name, “submitted {date}” and Open full screen. Images and PDF open in the browser.
Issued on	For a submitted credential. “As the trainer stated it. Check it against the document.”
Valid until	Optional, not before Issued on: the expiry date the document names, e.g. on a Juleica. Left empty, the rule of the credential applies. A new file resets it.
Confirm	Only for people who may decide (see Who enters and reviews). Saves the date of issue, an expiry date entered and who confirmed: “{name} has been entered.”
Send back	Only for people who may decide (see Who enters and reviews). Opens the field Reason, at most 500 characters. Placeholder: “e.g. photo blurred, date not legible”. “{name} gets an email with the reason and can upload again.” Message: “{name} has been sent back.”

Reminder

Element	Content
Send reminder	At a submission with the states missing, expired, expires before the date and sent back, for whoever may enter and review. An inspection shows the fields for entering it in these states. Sends the email “A credential is still missing” to the person: “{name} was reminded by email.”

My credentials

Location: account menu > Personal data > tab My credentials. Visible to: every account of the admin panel.

Element	Content
Groups	If credentials count for the whole tenant, one list For all organizers: “Your credentials count at every organizer you lead courses for. You show each of them once.” Otherwise one list per organizer profile the person leads for or is a member of: “Each organizer checks your credentials itself. Whoever leads for two shows them to both.”
Row	Name of the credential, kind and validity (“holds {count} months”, “no expiry”), state, for one sent back the reason
Upload, Replace	For a submission, as long as the credential is not valid. Replace stands at a submitted credential. Opens in the row the file (“Photo or PDF, up to 10 MB”) and Issued on.
Submit	Saves file and date of issue: “{name} has been submitted.” The state is “submitted, awaiting confirmation”. An earlier file is deleted.
Inspection	No upload: “Show the original to the organizer”, after the inspection “inspected on {date}”
Messages	“Please choose a file.”, “Please give the date of issue. It cannot lie in the future.”

Emails

The app sends three emails. Their text is fixed and is not listed under Notifications.

Type in the Outbox	Occasion	Recipients	Subject	Button
“Credential submitted”	A person submits a credential.	The other members of the organizer profile it was submitted at. If credentials count for the whole tenant: the members of all organizer profiles the person leads for or is a member of. If none has another member, the admins. Never the person themselves, no blocked account	“A credential is waiting for your confirmation”	Review credential
“Credential sent back”	A credential is sent back.	The person, with the reason	“Your credential was sent back”	Upload again
“Credential reminder”	Send reminder	The person	“A credential is still missing”	My credentials

Data subject rights

Area	Content
Data held	Category Trainers & credentials with the number of credentials and of offers led, for accounts with at least one entry (Data subject rights)
Access	Per credential: name, kind, organizer profile, date of issue, validity, day of inspection or submission, who confirmed it or sent it back and when, the reason it was sent back. Submitted files are enclosed in the folder “Nachweise”. In addition the offers led
Data export	Per credential: name, organizer profile, date of issue, day of inspection, time of submission, file name. In addition the offers led
Erasure	Credentials, their files and the assignment to offers are deleted with the account.

Data protection

Row	Content
Where to	Local
Data category	— (no transfer)
Category of data subjects	—

In addition	Content
Transfer	None. Credentials and their files lie on fepli's storage.
Inspection	“two dates only, no file”
Submission	“image or PDF, until the credential is replaced or deleted”
Who sees it	For the whole tenant: “the person, the office and every organizer they lead for”. Otherwise: “the person, the office and the organizer concerned”