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ManualReferenceOffers

Completion forms

With completion forms, fepli asks after an offer's last date how it went: first the organizers, then the team.

Location: Season > Edit > Payment & completion > Manage forms. Visible to: admins. The forms belong to the instance and can be reused in every season.

Forms

Location: tab Forms.

The tab Forms with three forms, the actions menu on the right.

ElementContent
New formOpens a new form for organizers. If Organizers under Fields is off, it opens a form for the team.
Without forms“No completion forms yet” with the buttons Form for organizers and Form for the team; if Organizers under Fields is off, only the second
Note below the list“A form with answers can only be extended.”
ColumnContent
FormName; below it the number of questions, “can be skipped” or “required”, “with attendance”, “archived”
Filled byOrganizers (“Step 1 · when completing”) or Team (“Step 2 · afterwards”). Archived form without a season: “not in use”
Used inSeasons that provide the form, at most 3, then “+ {count} more”; plus “all offers”, “with online registration” or “without online registration”. Each season leads to its page Payment & completion.
AnswersNumber of answers; opens the Evaluation.
Action in the actions menu (⋮)Effect
EditOpens the form (Structure of a form).
EvaluationOpens the evaluation of the form.
Archive“The form “{name}” is archived.” An archived form cannot be assigned anew in any season. An existing assignment stays.
Restore“The form “{name}” is available again.”
DeleteDialog “Delete the form “{name}”?” (Deletion)

If Organizers under Fields is off, the area lists, opens and evaluates only forms for the team. A form for organizers, and creating one, answer with 404. Existing forms and their answers stay saved.

Deletion

CaseDialog
Form without answers“The form is removed. Cannot be undone.” If seasons provide the form: “The seasons {seasons} will then ask nothing when an offer is completed.” Button Delete form
Form with answersDeleting is not possible: “The form has answers. Archive it instead.” Button Archive

Structure of a form

Location: New form or actions menu Edit. At the foot of the page are Discard and Save. Message after saving: “The form “{name}” is saved.”

A form for organizers that can be skipped, with the preview on the right.

FieldMeaningValuesDefaultEffect
Name of the formField of its own; the title bar of the page shows the same name, and “New form” while it is emptyText–Required field: “Please give the form a name.” Appears in the area Complete offer and in the selection of the season.
Who fills itWho fills in the form. If Organizers under Fields is off, the choice is missing and the form belongs to the team.Organizers, TeamOrganizersOrganizers: “Appears when organizers choose “Complete”.” Team: “Appears to the team as “Follow up” once the organizers are done.” With answers the choice is locked: “The form already has answers.”
Can be skippedWhether the form may be skippedon, offoffOn: “The form can be skipped.” Off: “Completing requires the form to be filled.”
Ask for a reason when skippingOnly with Can be skippedon, offon“Shown in the evaluation next to “skipped”.”
QuestionsList of the questions with their number, for each question Move up, Move down and Remove question–“No questions yet.”The form asks the questions in this order.
Add questionCreates a question of the chosen type (Question types).–––
Preview“Preview”, beside it “how the form appears on completion”––Shows the form with sample participants.
Field of a questionMeaningValuesDefaultEffect
QuestionWording, placeholder “e.g. What worked well?”Text–Required field: “Please word the question.”
HintExplanation below the questionTextemptyoptional
Answer typeQuestion typeQuestion typesType at creationIf the question has answers, the type is locked: “The question already has answers.”
AnswersOnly for Choice and Multiple choice: “one per line”Text“Answer 1”, “Answer 2”At least 2: “A choice needs at least two answers.”
Required questionThe answer is requiredon, offoffThe question carries a star in the form. Without an answer: “Please answer this question.” Does not apply to Attendance.
Remove questionRemoves the question.––If the form has answers and the question was saved, the action is called Archive question: The question is no longer asked, its answers stay in the evaluation with the addition “archived”.
Hint for AttendanceExplanation in the form editor––“Lists the allocated participants with “present / absent”. Walk-ins can be added. Only for offers with online registration.”

Question types

The menu Add question, above it the question Attendance with its hint.

TypeDescription in the interfaceAnswer in the formSummary in the evaluation
Short text“one line”A line of textIndividual answers, “All {count} answers”
Long text“several sentences”A text fieldIndividual answers, “All {count} answers”
Rating“scale 1–5”1 to 5, “1 = not at all · 5 = very”Distribution, “Ø {average} from {count}”
Yes/No“two answers”Yes, NoNumber of Yes and No
Choice“one of several”One of the AnswersNumber per answer
Multiple choice“several possible”Several of the AnswersNumber per answer
Number“e.g. number of visitors”A number“Total {sum} · Ø {average}”
Attendance“tick off the allocated participants”Participants with a place, each present or absent (Question “Attendance”)“{present} of {allocated} participants”, “{count} without registration”

Assignment in the season

Location: Season > Edit > Payment & completion > Completion forms (Seasons).

The section Completion forms on the page Payment & completion of a season.

StageWith online registrationWithout registrationWho fills it
1 · Organizers, “when completing”a form for organizers or “— no form —”a form for organizers or “— no form —”Organizers; the team on their behalf
2 · Team, “afterwards, to follow up”a form for the team or “— no form —”a form for the team or “— no form —”Team
RuleContent
Which offersWith online registration: offers with Registration via the website. Without registration: all other offers of the season.
ValidityThe assignment applies to every offer of the season that is not completed yet.
Without a form in stage 1“Without a form in stage 1, “Complete” completes immediately.” The reminder Event has taken place does not apply. The form of the team is then due right after the last date.
Remind to completeWhom fepli reminds of open forms (Seasons, Reminders)
Changing the formOffers for which the previous form was answered are missing in the evaluation of the new form.

The area “Complete offer”

Location: Offer > More actions (⋮) > Complete, or status menu > Complete. The area opens in a wide side panel. The link in the emails Event has taken place, Team's completion form open and Offer completed opens the same area as a page of its own.

The area for organizers with a form that can be skipped.

ElementContent
Heading“Complete offer”; for the form of the team after completion “Follow-up”; when nothing is open any more, “Completion forms”
OfferRight column: Date, Organizer, with online registration Allocated or after completion Took part, Status; for the team also “follow-up open”
Answers of the organizersAppear in the right column for the form of the team.
SituationWhoDisplayButtons
Form in stage 1 openOrganizersName and questions of the form. Note “After sending, the offer is completed.”; if the season has no form for the team, “After sending, the offer is completed.”Cancel, Complete; for a form that can be skipped Skip
Form in stage 1 openTeam“The organizers' feedback is still missing.”Remind, Fill in yourself, Later
Form on behalfTeam, after Fill in yourselfThe form of the organizers with “Filled in on behalf of the organizers”Cancel, Complete
No form in stage 1Organizers; team, if the season has no form for the team either“The offer is marked as completed.”Cancel, Complete
No form in stage 1, form in stage 2TeamThe form of the team; sending it completes the offer.Cancel, Complete
Offer completed, stage 2 openTeamThe form of the teamCancel, Complete follow-up; for a form that can be skipped Skip
Cannot be completed yet or cancelledeveryone“Completing is possible only once the offer was published and its last date has passed.”Close
DoneeveryoneThe answers to read. Organizers see only their own. Without answers: “The offer is completed.”Close

Question “Attendance”

The question exists only for offers with registration via the website. For the other offers it does not apply.

On the left the list of participants, on the right the form after Add someone who came without registering.

ElementContent
ListParticipants with the status takes part, sorted by name, with age; each present or absent, preselected present
Counter“{count} present · {count} allocated”, plus “{count} without registration”
all presentSets all participants to present.
Nobody with a place“Nobody had a place.”
Add someone who came without registeringFields Name (“First and last name”) and Age (“e.g. 9”), buttons Add and Cancel. “Counts as participation without registration.” The person appears with “walk-in” and “without registration” and can be removed again until sending.

Skipping

At the back the area with Skip, in front the same area afterwards.

ElementContent
SkipOnly for a form that can be skipped. Replaces the questions with “The offer is completed without feedback.” or, for the form of the team, “The follow-up is completed without answers.”
Why skip?Reason, placeholder “e.g. feedback received by phone”. If Ask for a reason when skipping is on, the field is required: “Please give a reason.” Otherwise it carries “optional”.
ButtonsComplete without feedback or Skip follow-up; Fill in after all shows the questions again.

After sending

WhatEffect
OfferStatus Completed, as soon as the form of stage 1 is sent or skipped. Without a form in stage 1, Complete is enough.
presentRegistration status took part
absentRegistration status did not show up
Came without registeringNew participant without participant account and without contact details, with a registration in the status took part
NotificationOn completing, the team receives Offer completed with the answers (Notifications)
Answers and attendancecan no longer be changed
Who sendsMessage
Organizers“Offer completed” – “Thank you!”
Team, offer completed with this“Offer completed” – “The answers are in the evaluation.”
Team on behalf, stage 2 follows“The offer is completed. The follow-up comes next.”
Team without a form in stage 1, stage 2 follows“The offer is completed. The follow-up comes next.”
Team, stage 2“Follow-up completed” – “The answers are in the evaluation.”
Entry under More actions (⋮) of a completed offerVisible to
Follow upTeam, if the season has a form for the team for the offer
View feedbackOrganizers; team, if the season has only a form for organizers for the offer

Evaluation

Location: Completion forms > tab Evaluation, actions menu Evaluation of a form, or Evaluate completion forms in the details of a past season.

The header of the evaluation of a form for organizers.

ElementContent
SelectionForm and season; only seasons that provide the form can be chosen. If nothing is chosen, the evaluation shows the first form and the newest season that provides it. If no season provides the form: “Not assigned to any season. Assign under “Edit › Payment & completion” of the season.”
ViewSummary or Individual answers
Export as CSVCSV file with one row per offer: Offer, Organizers, Status, Filled by, Filled on, Reason for skipping and the answer for each question
Filled“{count} of {expected}”
OpenOffers whose form is due and unanswered; for forms for organizers with remind (Reminders)
SkippedNumber; for a form that cannot be skipped “form cannot be skipped”
AttendanceOnly with the question Attendance: “{present} of {allocated} participants” and “{count} without registration”
Nothing due“No offer due yet.”
FormDue when …
for organizersthe offer is published, not cancelled and not completed, and its last date has passed. A last date without an end counts as not passed.
for the teamthe offer is completed. If the season has no form in stage 1 for the offer: as soon as the offer is published and not cancelled and its last date has passed.

At the back the Summary, in front the Individual answers.

ViewContent
SummaryFor each question the type, number of answers and summary (Question types). Archived questions carry “archived”.
Individual answersOne row per offer. Offer: name, opens the area Complete offer; below it the organizers. Filled: name of the person who filled it in, with “on behalf”, “skipped · {reason}” or “open”. Present, if the form has the question Attendance. Plus the first question of the types Rating, Yes/No and Choice. If the season also has a form for the team, a form for organizers shows the column Team: “done”, “open”, “waiting” or “skipped”.

Reminders

WayTriggerRecipients
Automatic, organizersDaily run if Remind to complete of the season includes the organizers: The form for organizers is due (Evaluation), the last date is at most 30 days ago, and the season is not archived. Once per offer. Notification Event has taken place with a link to the area Complete offer.All accounts of the organizer profiles of the offer
Automatic, teamDaily run if Remind to complete of the season includes the team: The form for the team is due, the organizers filled in or skipped their form at most 30 days ago, and the season is not archived. Without a form for organizers, the 30 days count from the last date. Once per offer. Notification Team's completion form open with a link to the area Complete offer.Recipient address of the notification
remind in the EvaluationOnly for forms for organizers; independent of Remind to complete and of the date of the last date. Dialog “Remind {count} offers”: “The organizers get the request for “{form}” for {season} again by email.” Button “Send {count} reminders”. Message: “{count} reminders sent.”Organizers of all open offers
Remind in the area Complete offerOnly for the team, as long as the organizers have not answered the form. Message: “The organizers have been reminded by email.”Organizers of the offer
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