Glossary
For each term of the manual, the glossary fixes the name that the interface uses.
A
Access code – Code without which a registration phase accepts no registration. Not to be confused with the friend code. → Settings
Account – A person's access. The account type determines whether it is a participant account, an organizer or an admin. → Accounts
Admin – Account type for the team. Which areas an admin may use is determined by the roles. → Roles and permissions
Admission notice – Newsletter after committing, with all confirmations and rejections of a family. → Allocation and committing
AI label – Mark that identifies an image as AI-generated. The website writes “AI-generated” under the image. The image generator sets it; in the side panel of a file it can be turned on and off. → Files
Allocation – Distribution of the places, automatically by lottery (Automatic allocation) or by hand. → Allocation and committing
Allocation committed – Committing the results of the allocation of places; in the admin panel, for example in the history of a registration: “Allocation committed”.
App – A function that fepli provides through a provider's service or by its own means, e.g. SMS through Brevo. Super admins connect and disconnect it in the App-Store. → App-Store
App-Store – Page of the settings with all apps of the instance and their state. → App-Store
Approve – Transition from Submitted to Approved after the team has reviewed the offer.
Attendance list – PDF of the participant list with an empty column for marking people off on site. → Participant list
B
Batch – Collection of status changes that have not been committed yet, without emails and without payment obligation. → Allocation and committing
Booking template – Preset for the manual booking, e.g. for BuT: direction, abbreviation, booking text. → Settings
C
Cancel – Transition of a published offer to the status Cancelled; informs the families of the registrations with takes part and lets the payment obligation lapse. → Offer status
Commit – Makes status changes valid: the payment obligation arises, emails are sent, and the batch is emptied. → Why decisions are committed only later
Complete – Transition of a past offer that has not been cancelled to the status Completed; the organizers fill in the season's completion form, if it has one. → Offer status
Completion form – Questionnaire for completing an offer. Organizers fill in stage 1 when completing the offer, the team stage 2 afterwards for follow-up. The season determines which form applies. → Completion forms
Consent form, consent – Declaration that families give when registering for an offer or for a season. After the first consent given, its text is locked. A consent that has been given remains in effect when the person is erased. → Consents
Organizers’ consent – Confidentiality declaration of a season that organizers confirm once before they see participant lists in the admin panel. → Seasons
Continuous offer – Offer without a date.
Create palette – Menu for creating records, reachable from any page with Ctrl+Enter or ⌘+Enter. → Understanding the interface
Credential – Document a tenant asks of everybody who leads an offer, e.g. a certificate of conduct. As an Inspection it is shown and recorded with two dates, as a Submission it is uploaded and confirmed. → Trainers & credentials
Credit – Amount on a debtor's account, e.g. after a reversal or from a manual booking for BuT; it is offset against the next receipt.
Creditor ID – Short form of the Creditor identifier of the organisation that collects by direct debit. It appears on the mandate, the receipt and the list for the treasury. → SEPA direct debit
D
Data subject rights – Area for requests under the General Data Protection Regulation (GDPR), case file, erasure runs and log. → Data subject rights
Debtor – Payment account of a participant account with balance, open items and credit. → Payments
Decision reason – Reason for a decision of the automatic allocation, visible only in the admin panel. → Allocation and committing
Delivery tracking – App that records what Brevo reports back about a sent email. When it is switched off, the outbox shows only Sent. The button that leads to the delivery history of a newsletter is called Track dispatch. → Delivery tracking
Direct debit – Payment method in which the organisation's treasury collects the amount of a receipt from an account of the family. The family gives a mandate for it. The filter Payment method calls it direct debit, the column “SEPA-Lastschrift”. → Payments
Dispatch log – Record of who received which message and when, without its text. Before the nightly dispatch of reminders and lists, fepli checks in it what has already been sent. → Data subject rights
Duplicate – Two participants with exactly the same first and last name. → Participants
E
Editing phase – Phase Editing phase for organizers; only in it do organizers create, edit and delete offers. → Phases
Education and participation benefits (BuT) – Benefits with which a benefit provider covers costs for children and young people from low-income families. In fepli they are booked as credit that covers the payment obligation. → Book education and participation benefits as credit
Electronic signature – Data with which someone signs an electronic declaration. The EU regulation eIDAS distinguishes simple, advanced and qualified signatures. A decision on the website is a simple electronic signature. → Which form does a consent need?
Embed – Piece of code with which another website shows offers from fepli: a season's offer list, the registration card or an offer with all details. → Embeds
Export template – Own output of the offers of a season that super admins create under Settings > Exports: PDF, XML, Word file or spreadsheet. With Offer in the export it appears in a season's export under Own templates. → Export templates
F
Family – In the manual, a collective word for participants and the holders of their participant accounts.
First come, first served – Registration procedure in which the order of the registrations decides. → How the lottery and first come, first served allocate places
Folder – Subdivision of a storage under Files. Everyone who sees the area creates folders; a file keeps its offers when it is moved between folders. → Files
Font – Font that a PDF template can set. fepli supplies some; super admins upload more as TrueType files. → Export templates
Font style – Variant of a font: Regular, Italic, Bold or Bold italic. Each style needs a file of its own. → Export templates
Friend code – Code with which up to four participants join together for the same offer; the lottery gives them places only together. Not to be confused with the access code. → Rules of registration on the website
G
Gap – Mark in the PDF studio: space stays free before an offer because a block that is not split moves on to the next column. → PDF studio
Group link – Link to the website's offer list, filtered to all variants of an offer. → Links and visibility
I
Instance – The installation of fepli for an organisation, e.g. a municipality, a club or a library, with its own address.
L
Link to the registration – Personal link of a single registration with which the family can view, add to and withdraw it. Valid for 14 days. Whoever sees the participant list sends it with Send the link to the family. → Registrations
List recipient – Account that receives the emails about the participant list of an offer, for example a link to the list shortly before the first date. The emails are sent only as long as the account may open the list. → Offer form
M
Manual booking – Credit or charge on a debtor's account without a receipt, e.g. the credit for BuT. → Payments
Mandate – SEPA direct debit mandate: the authorisation that a family gives on the website so that the treasury collects amounts. It is valid for one season or until revoked. → Payments
Mandate reference – Identifier of a mandate, made of the prefix of the app and ten characters. It appears on the receipt and on the family's bank statement. → SEPA direct debit
Master data – Profile of an organisation; for organizers also the menu item for it. → Organizers
Member – Account with full access to an organizer profile: master data, team and all offers. → Roles and permissions
Move up – A person on the waiting list receives a place that has become free. Automatically in a first-come-first-served phase and after the last registration phase, as soon as everything has been decided and committed; never during a lottery phase, the allocation, before an upcoming registration phase or for cancelled offers. Can be switched off per season with Waiting list moves up automatically. → Rules of registration on the website
N
Newsletter – Email to many participants or organizers at once. → Newsletter
No objection – Status of an earlier opt-out declaration for everyone who had not objected until the switch to Choose yes/no and has not decided since. Not a consent. → Consents
O
Organizer – Organisation that runs offers, and the account type of its people. Its record is called organizer profile. → Organizers
P
Participant – Person who takes part in offers, usually a child. → Participants
Participant account – Account type for people who register themselves or others on the website, e.g. parents.
Participant list – All registrations of an offer, grouped by status. → Participant list
Passkey – Signing in by fingerprint, face or device PIN, without a password; recommended by fepli. → Signing in and profile, Why fepli recommends passkeys
Payment obligation – Amount that a registration owes. Arises with the committed confirmation for an offer with a fee. → Payments
PDF studio – Page where admins check the export of an own PDF template page by page and adjust single offers, by hand or with the AI. → PDF studio
Phase – Period of a season that controls a behaviour. → Phases
Private link – Signed link that shows an offer regardless of status, phase and visibility. Registering through it is possible only for published offers. Renew private link invalidates the previous link. → Links and visibility
Pre-notification – Notice to the family of the amount and the day on which the treasury collects. The receipt of a direct debit carries it; the app sets the period in days. → SEPA direct debit
Proof – Preview of an offer for the website and print, with a proof check. → Offer list and offer view
Proof check – Checks in the proof, e.g. No date entered.
Pseudonymise – When an account or a participant is erased, their registrations stay under a pseudonym, with offer, status, fee and age, for places, statistics and receipts. Names and contact details are removed; a paid registration can still be assigned to the paying person through its unchanged receipt. This happens at every erasure; there is no separate action for it. fepli removes the pseudonym only if a period is entered under Retention in the row Pseudonyms. → Why fepli does not erase some data
Public key – Key in the code of an embed. It determines on which websites the embed runs and can be revoked individually. → Settings
Publish – Transition from Approved to Published. Whether the offer appears on the website also depends on phase and visibility. → Links and visibility
R
Receipt – Payment document. An unpaid receipt is called Invoice as a PDF; a receipt gets its number with the payment. → Payments
Reduction – The organisation's own price reduction. Lowers the payment obligation and appears as a line of its own on the receipt. The team grants it when settling, per line or as a fixed amount for the participant. Where the settings allow it, families state it themselves in their account, with a number, a date and a copy of the evidence; it lowers the fee only once the team has confirmed it. → Settings, Evidence and status
Registering with a friend – Participants who hold the same friend code; the Allocate view shows them as one box. Also the name of the setting that allows friend codes. → Allocation and committing
Registration deadline – Field Registrations possible until on the offer, or the season's registration deadline; ends registration on the website. → Offer form
Registration phase – Phase of the type Registration process; determines period, procedure and rules of online registration. → Phases
Registration status – State of a registration, e.g. takes part or on waiting list. → Registration status
Revocation – Taking back a consent that was given, for the future. Final: whoever consents again gives a new consent. Every revocation appears in the log of the data subject rights, and the organizers or the team receive an email. → Consents
S
Saved list – List of offers that a family has saved for itself on the website. → Data subject rights
Season – A programme with its own offers, phases and settings, e.g. the summer holidays of a holiday programme or a course term. → Seasons
Season questions – Extra questions that the application form asks for every offer of the season, before the offer’s own questions. The answers are filled in at the next registration of the same child. → Seasons
Side panel – Area that opens on the right over a page or list: an entry from a row of a list, a form for creating a record or another task. → Understanding the interface
Sidebar – Navigation at the left edge of the admin panel, with the areas that account type and roles allow. → Understanding the interface
Sign-in link – One-time link for signing in to the admin panel without a password. The personal link of a registration is the link to the registration. → Signing in and profile
Submit – Transition from Draft to Submitted: the offer is complete and goes to the team for review. → Offer status
Super admin – Admin with all roles and access to settings, outbox and data protection. → Roles and permissions
Surcharge – Amount that an option of a question of the type Choice adds to the participation fee, e.g. for a lunch. A participant’s reduction does not apply to it. → Payments
T
Team – The admins of an instance. On an offer, the tab Team is named after the people who lead the offer. → Trainers & credentials
Trainer – Person who leads an offer. A member of an organizer profile or an account with access to the offer. → Trainers & credentials
V
Variant – The same offer at another time, with its own dates, places and participant list. In the actions menu, the entry is called Date variants. → Offer list and offer view
W
Waiting list – Registrations with the registration status on waiting list that can move up. Waiting list overbooking of the registration phase determines how large it may become. → Phases