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Understanding the interface

Through the interface of the admin panel, organizers and the team reach every area of fepli.

Layout of every page. Each region leads to its section.

Address

RuleContent
AddressAddress of the instance with the suffix /admin, e.g. https://beispiel.fepli.eu/admin
Own admin domainThe admin panel is then served directly under this domain. Under /admin of the public website it no longer responds (Settings: System configuration).
Sign-inOnly accounts of the account types Organizer and Admin (Roles and permissions)

The sidebar on the left edge leads to every area. Which entries it shows depends on account type and roles.

On the left the sidebar of an admin with all roles, next to it that of an organizer and on the right the collapsed sidebar.

EntryContentVisible to
Name of the instanceLogo of the instance, without a logo its page title (Settings). Global admins switch the tenant here. Not a link.all
Search …Opens the global search.all
OverviewDashboardall
OffersOffer listall
Master dataOwn organizer profile and team (Organizers)Accounts without the account type Admin
ParticipantsParticipantsRole View and create participants
OrganizersOrganizers. Missing if Organizers is off under Fields.Admins
PaymentsPaymentsRole View and create payments, if payments are active
AccountsAccountsAdmins
FilesUploaded images, logos and attachments (Files). Organizers see their own.all
SeasonsEvery season that is not archived, with its emoji, the newest on top (Seasons). The dot beside it has the colour of the phase that is running today. All beside the heading appears when you point at it with the mouse and leads to the list of all seasons.Admins
CommunicationTabs Outbox, Compose newsletter, Notifications and Unsubscribed contacts, and with the app Delivery tracking also Delivery errors (Outbox and delivery problems, Newsletter, Notifications); the menu item opens the Outbox for super admins and Compose newsletter for other adminsAdmins; Outbox only super admins
Web statisticsPlausible dashboard of the public website: visitor numbers, page views, origin. The entry is there as long as the app Web statistics is connected.Admins, as long as the app is connected
ComplianceTab Consents (Consents) and the tabs of the data subject rights Requests, Find a person, Retention and Log (Data subject rights)Super admins
SettingsBehaviour of the whole instance (Settings)Super admins
InstallationTenants of this installation and the values they shareGlobal admins, only with several tenants
WebsiteOpens the public website in a new tab. Appears only if the instance has a website.Admins
CMSOpens the content management system of the website. The link is only shown while the app CMS is switched on. Only super admins get in, with several tenants only into the website of their tenant; global admins get into the website of the tenant they have switched to (Roles and permissions: Content management system). Otherwise the call ends with “Access denied”.Admins
fepli logoLeads to the website of fepli. Missing if the fepli logo is hidden (Settings).all
Own nameOpens the account menu.all
RuleContent
CollapsedShow or hide the sidebar in the top bar collapses the sidebar to a bar of icons. Every page starts with the sidebar open. fepli remembers the choice once for each browser, for all pages.
Pages without an entryCommit registrations via the batch in the top bar, the completion forms via a season > Edit > Payment & completion > Manage forms (Completion forms)

Top bar

The top bar above every page shows where the page is and holds the tools that apply everywhere.

ElementMeaningVisible to
Show or hide the sidebarCollapses or expands the sidebar. In narrow windows it opens the sidebar over the page.all
PathWhere the page is, e.g. “Seasons / Summer holidays 2027 / Allocate places”. The leading parts lead back. Pages without a path name their area.all
Page actionsWhat only the particular page offers, e.g. Focus on Allocate places and Proofsdepending on the page
Batch icon with counterNumber of registrations in batches. Opens the overview Batch with one row per offer. On the board leads to Allocate places if all registrations belong to one season, otherwise to the page Commit registrations. With one batch, Commit & send opens the message to the families with which it is committed; with several, Commit batches leads to the page Commit registrations (Allocation and committing). Appears only if at least one registration is in a batch.Admins
BellA red dot shows unread items. The menu has the tabs All, Exports and Mentions and says “{count} new”. Mark all as read marks all notifications of the account as read, including those the menu does not show. The gear Settings opens the tab Notifications (Signing in and profile: Notifications). Without notifications the menu shows a sleeping bell and “All quiet.” Accounts that are neither admin nor organizer have only the list of exports, without tabs.all
NewOpens the create palette.all
AccountContent of the bell
allThe account's own exports (Exports)
AdminsComments, mentions, replies by email and reminders of the system. In addition accepted invitations to the team of an organizer profile or to an offer that no admin sent (Organizers: Team, Offer form: Access). If Organizers is off under Fields, no notification leads to the team of an organizer profile. Admins with the role View and create participants also see “Evidence submitted” when a family states a reduction (Participants: Evidence and status).
OrganizersComments that address an organizer profile of the account. Every member sees them under their own bell, even if the profile has a shared inbox. In addition replies to messages the account has written, by email and in the admin panel. The bell shows a notification only as long as the account may read the comment and can open the offer it is attached to. It does not show comments on participants, accounts and organizer profiles. Invitation notices and reminders of the system belong to the team.

Account menu

The account menu opens above your own name at the bottom of the sidebar.

Robin Beispiel is signed in as Kim Beispiel. Entry 5 appears only during Sign in as.

EntryContent
Name and email addressDisplay
Account type“Admin” or “Organizer · {organizer profile}”; for global admins also “Global”
Personal dataMy account with contact details and, as a tab of its own, notifications (Signing in and profile)
SecurityPage Security: password, passkeys, sign-in methods, API tokens (Signing in and profile)
“Back to {email address}”Only during Sign in as: ends the session as another account and names your own address. Above every page then stands “You are signed in as {email address}.” with End, which does the same.
Help & manualOpens the help in a new tab.
Sign outEnds the session.

Display

RuleContent
Dark modeThe admin panel follows the device setting for a light or dark design.
Narrow windowsBelow 1024 px width the sidebar is hidden above the page; Show or hide the sidebar opens it. Page lists become a selection. Below 640 px New is missing from the top bar.

Dashboard

Overview in the sidebar opens the dashboard. Admins see the tasks on the left and the activity on the right, organizers only the tasks.

In front the checklist Setup as a new instance shows it.

AreaContentVisible to
GreetingWeekday and date, below it, depending on the time of day, “Good morning, {first name}”, “Good afternoon, {first name}” or “Good evening, {first name}”; while the setup is open, “Welcome, {first name}”all
SetupChecklist of a new instance as long as it is not done: Identity & appearance, Create the first season, Invite organizers, Create the first offer, Check email delivery. The step Invite organizers is missing if Organizers is off under Fields; the checklist can be completed without it. It takes the place of To do. Hide hides it.Admins
To doOne row per task with a button, beside it “{count} open”. Without a task it says “Nothing to do.”; if a season is running and nobody is waiting for allocation, below it stands “All places allocated.”all
Registrations per dayRegistrations per day of the last 26 weeks, from less to more in shades of the primary colourAdmins
ActivityThe 20 newest changes to offers, registrations and comments, with actor: person, “Lottery”, “First come, first served”, service account or “System”Admins
TaskAppears if …ButtonVisible to
“Commit registrations: {season}”Registrations of a season that is not archived are waiting in a batch. Text: “The families then get a newsletter.”Commit, leads to the page “Commit registrations”Admins
“Allocate places: {season}”Registrations with the status new are waiting, or people on the waiting list stand beside free placesAllocateAdmins
“Approve offers: {season}”Offers of a season that is not archived have been submitted and are not yet completedApproveAdmins
“{count} emails had delivery problems in the last 30 days”Deliveries have failed. Only with the app Delivery tracking.View, leads to Communication > Delivery errorsAdmins
“Create new season”no season has an event period in the futureCreate seasonAdmins
“Review and submit “{offer}” now!”an offer with a date in the future is still in DraftReview, leads to the proof, where it is submittedOrganizers
“Participant list of “{offer}””participant lists are visible (the first 5, further ones under “Show {count} more participant lists”)OpenOrganizers
“New offer in {season}”the editing phase of the season is runningCreateall who may create offers
“Erase data”personal data is marked for deletionReview, leads to Compliance > RetentionSuper admins
MarkerMeaning
“Date missing”A date of the offer has no start yet.

A prefix before the search term narrows the hits, here > to offers and seasons.

RuleContent
OpenSearch … in the sidebar, Ctrl+K (Windows) or ⌘K (Mac)
Before typingFilter with inserts a prefix. Shortcuts leads to the entries of the sidebar.
Startfrom 2 characters after the prefix
HitsOn the left sorted by type: offers, seasons, participants, accounts, receipts, organizers. Organizers are missing if Organizers is off under Fields. On the right the preview of the selected hit with Open and, depending on the type, one further action, e.g. Participant list for an offer with online registration.
PermissionsOnly what your own role may see. Organizers find only their own offers and the seasons in which they may create offers.
Keys↑ and ↓ select, ↵ opens, Esc closes.
PrefixMarkerSearches onlyPrerequisite
@AccountsaccountsAdmin
#ParticipantsparticipantsRole View and create participants
>Offersoffers and seasons–
€ReceiptsreceiptsRole View and create payments

Create palette

The palette opens with New in the top bar, with Ctrl+Enter or with ⌘+Enter.

On the right the palette explains the selected entry; Create or ↵ opens it.

EntryCreatesVisible to
Registration (quick entry)A registration, in the form of the palette (New registration)all
ParticipantA participant, in the side panelRole View and create participants
OrganizerAn organizer profile, in the side panel. Missing if Organizers is off under Fields.Admins
SeasonA season, in the side panelAdmins
“Offer in {season}”An offer in the season, under Create an offer for each season with its emojiall who may create offers in the season

Lists

ElementMeaning
Season switcherNext to the title. Selecting a season or All seasons switches at once. When you point at a season, a checkbox with the title “Choose several” appears at the end of its row; if one is selected, the footer shows “{count} seasons chosen”, Cancel and Show. If the page shows several seasons, the switcher opens with these seasons selected. Each season shows the running phase as a dot and a word, archived seasons “Closed”. Archived seasons stand collapsed under Archived; the search “Search season …” finds them there as well. Without hits “No season found.” appears. The keys ↑ ↓ and Enter work from the search field. In the footer, admins see the link Manage seasons to the season list; only for offers do they also see the number of offers per season, and the total for All seasons. Every variant is counted, as it also has a row of its own in the list.
New offer, Create newCreates an entry. New offer opens a dialog with 3 ways (Wizard “New offer”). Participants, organizer profiles, accounts and seasons are created in the side panel.
Search fieldFilters the list by text. The placeholder names the list, e.g. “Search offers…”.
SortingOrder of the entries, next to the search field
ExportThe menu names the formats and “Active filters and the season are applied.”, for offers and participants “Active filters are applied.” The file is created in the background (Exports). Without entries: “Nothing to export”
ViewTable, List, for offers also Calendar. The selected view shows only its icon.
FiltersShows and hides the filters to the right of the list; the number at the funnel gives the active filters. Clear removes the filters, at the foot stands “{count} results”. With closed filters the active ones stand as chips above the list; the ✕ of a chip removes it.
TabsShortcut filters with count: for offers the statuses, for participants All, Waiting list and Payment open
RowOpens the entry in the side panel. The right mouse button opens the actions menu of the row.
SelectionCheckbox per row; “{count} selected”, the bulk actions and Clear selection. In the offer list, the status changes that the selection allows stand there, e.g. “Approve · 3 of 4”.
Actions menu (⋮)Actions of the row, matching your own permissions. Open comes first and opens the page of the entry. To the right of an action stands its key (Keyboard shortcuts). “No actions available” if none is allowed.
CountBelow the list the number of entries, e.g. “{count} offers”, with several pages also “{from}–{to} of {total}”

Entries

Selecting a row of a list shows the entry in the side panel above the list. Open as page and Open in the actions menu show it as a page of its own with tabs.

ElementMeaning
Side panelShows an entry on the right above the list. The row stays highlighted in the list. Forms for creating also open in the side panel.
PathList and entry, e.g. “Offers / Canoe trip”
Paging“{position} / {count}” and the arrows to the previous or next row, in the order in which search, filters and sorting show the list
Open as pageOpens the entry as a page of its own.
Close panelCloses the side panel.
EditOpens the edit page of the entry.
Actions menu (⋮)The other actions of the entry, as in the actions menu of its row
HeaderOn the page of an entry: name, below it details such as Status, Date and Registration deadline, on the right the actions
TabsViews of the entry. The selected tab is underlined in the primary colour. Beside Edit stands the key E.

Forms

In front the dialog on leaving, above it the save bar of a form with Save and continue.

ElementMeaning
Page listLong forms are split across pages, as a list on the left. If something is missing on a page, it carries a yellow marker (“Something is still missing on this page”), if something is wrong, a red one (“Something is wrong on this page”).
Save barAt the foot of the page. On the left it says what is unsaved, e.g. “2 unsaved changes · Title, Text”, for an offer otherwise what is still missing.
DiscardDiscards unsaved changes.
SaveSaves the page (Ctrl+S, ⌘S).
Arrows, Save and continueIn some forms with several pages: the arrows open the previous or next page (Alt+←, Alt+→). Save and continue saves and opens the next page (Ctrl+→, ⌘→).
Unsaved changesAnyone who leaves the page with unsaved changes sees the dialog Unsaved changes with Keep editing and Continue without saving.

Buttons and dialogs

Colour, shape and icon of a button show what consequences it has.

Consequences of an action

Actions in the admin panel have consequences of different weight: some can be undone, others cannot. This determines how the admin panel shows an action, whether a dialog asks first and what colour the button has.

LevelThe action …ExamplesIn the interface
0 Viewopens or shows something and changes nothing.Details, Exportis carried out at once, without a dialog
1 Changechanges data; the change can be undone.Save, Archiveis carried out at once; a message confirms the result
2 With consequencessends messages, moves money, fixes a decision or has an effect beyond the page. Often it cannot be undone.Newsletter, Refund, Cancel, Allocation, Commitopens a confirmation dialog with a coloured icon, a side panel with a preview or a question before saving; the button in it is in the primary colour; the label ends with “…”
3 Deleteremoves data or an access permanently.Delete, Revoking a token, Withdrawing an accessalways a white button with red text, in the actions menu a red entry at the end; opens a confirmation dialog with a red icon; only its dark red button carries out the action

Buttons

ExampleMeaning
Main actionMost important action of a window, e.g. Save. At most one per window. It is in the primary colour, which every instance sets; without a colour of its own it is the red of fepli (Settings: Identity & appearance).
Further actionAll other actions, including Cancel
Start deletingOpens the dialog for deleting or revoking. Deleting happens only there.
Carry out for goodOnly in a dialog, dark red regardless of the primary colour. Deletes, revokes or discards changes for good; if it deletes, with a trash can.
“…” at the endOpens a dialog. The action is carried out only there. The manual names the label without “…”.
Without labelIn the rows of a list, for closing (✕) and for the actions menu (⋮). When you point at it with the mouse, the label appears.

Symbols on buttons

These symbols mean the same on every button. Buttons such as Save carry no symbol.

SymbolMeaningExample
PlusCreates or adds something.
Paper planeSends a message.
Trash canDeletes.
Arrow pointing up and to the rightOpens a page outside the admin panel in a new tab.
Box with an arrow pointing upOpens an export. You select what and in which format; it is created only afterwards.
Arrow pointing down into a trayDownloads a file.
SparkleCreates something with AI.
Arrow pointing right or leftLeads to another page.

Actions menus

In the actions menu (⋮) every action carries an icon, some carry their key on the right. Actions that delete or revoke stand at the end in red.

SymbolActionExample
Two arrows pointing outwardsOpen: the page of the entry
PencilEdit
Two sheetsCopy
Paper planeSends a message.
Trash can, redDelete
Prohibition sign, redRevoke, e.g. an access

Dialogs and messages

In front the confirmation dialog for deleting an offer, below it the question before saving the API settings.

ElementMeaning
Confirmation dialogAsks before deleting or revoking, and before other actions of level 2. It names what is affected, who receives a message and whether the action can be undone. If something prevents the action, it names the reason and offers only Close.
Icon beside the titleRed before deleting or revoking, yellow before other consequences, orange before a refund, green after something done, in the primary colour before sending or approving
Buttons in the dialogCancel closes the dialog without consequences. Beside it the action with the same label as in the menu, e.g. Delete offer.
Question before savingFor changes that can be undone but have an effect beyond the page, Save does not save at once. The dialog shows each change with the old and the new value and the entries affected. Apply change can be selected only when the checkbox above it is turned on. Examples: Fields when turning off Organizers, email address of an account (Accounts)
NoticeStands on the page above what it concerns: blue informs, green confirms, yellow warns, red blocks, grey names a state that needs no action. The bold part says what is the case, the text what follows. At most one action as a link.
MessageAppears at the bottom right and confirms the result after an action or names the error. After sending it gives the number of messages. Some offer Undo. It disappears after 5 seconds; an error message stays until you close it.

Exports

Files that the admin panel creates are created in the background; the page stays usable meanwhile. This applies to the exports of the lists, the participant list and payments as well as to receipts, proofs, disclosures and the export of a season.

ElementContent
Entry in the menuShows “creating · {seconds} s” while the file is created. A second selection does not start a second export. Afterwards it offers Download for 10 seconds, after an error “Failed · Retry” for 30 seconds.
Button of the menuWith the menu closed, it gives “{count} running” after its name.
Single buttonShows “Creating …”, then Download.
Done within 2 secondsThe browser downloads the file at once. Message: “{file} is being downloaded.” with “Listed under Notifications for 24 hours.”
Done after more than 2 secondsMessage “{name} is ready.” with Download
ErrorMessage “{name} could not be created.” with Try again. An export that is not done after 15 minutes counts as failed.
BellShows the exports of the account, in the tab All the 4 newest, in the tab Exports all: “{name} is being created …” with “for {seconds} s”, “{name} is ready” with “available until today, {time}” or “available until tomorrow, {time}” and the button of the file type, “{name} could not be created” with Retry. The name leads to the page of the export. Without exports: “No exports yet.”
Availability“Finished files stay available for 24 hours.” After that fepli deletes the file. Only the account that created an export sees it.

Page of an export

The address of an export leads to a page of its own, e.g. from a new tab, a bookmark, the name under the bell or the link in the email about the export of a season.

StateContent
“Being created”“{name} is being created.” with “This page updates by itself.” and “You can keep working. When the file is ready, the bell tells you – and this page downloads it if it is still open.” Cancel discards the export.
“Ready”“{name} is ready.” On the first call the download starts by itself: “The download has started. If not, download the file here. It stays available until {day}, {time}.” Download downloads the file again.
“Failed”“{name} could not be created.” with Try again
“Expired”“This export has expired.” with “Finished files stay available for 24 hours. Create it again – with the same filters as on {date}.” and Create again. For the export of a season Create again is missing. After 30 days and for any other account the address shows only “Expired”.
Foot“Export {number} · started {date}, {time} by {name}”
BackLeads to the page on which the export was started; otherwise To the overview.

Activity and comments

Offers, registrations, participants, accounts, organizer profiles and seasons have an area Activity & comments; for an offer it is in the tab Details.

ElementMeaning
FilterEverything, Notes or Events. Events are status changes and changes with actor and time. There is no version history with restore.
Note fieldText with formatting, e.g. “Internal note … notify someone with @”. With @ you mention someone, who is then notified. Below the text it says who is told. The button is then called Send, otherwise Save note.
Internal noteNote of an admin without a mention: “Only the team sees this”, marker internal
Comment of an organizerWithout a mention “Goes to the team”. Organizers cannot write internal notes.
View of the organizersOnly own messages and messages to them or their organizer profile; never internal notes, never status changes
Include registration detailsFor comments on a registration, when someone is notified: the email contains a short overview. Only the email to the family contains the link to the registration; organizers and colleagues receive the link to the admin panel.
Replies by emailReplies to notifications from a conversation appear in the history, marked with an envelope and “Reply by email” (Outbox and delivery problems).

If Organizers is off under Fields, the emails about comments on an organizer profile contain no link to the profile.

Keyboard shortcuts

Single keys such as E or F do not work while you are typing in a field.

Ctrl+K⌘KGlobal search
Ctrl+Enter⌘+EnterCreate palette
EEdit page of the entry shown, also from the side panel
↑↓Previous or next row in the side panel, likewise K / J
EscCloses side panel, palette or dialog.
↵ECXIn the open actions menu: open, edit, copy, delete
FFocus on Allocate places and Proofs
Ctrl+S⌘SSave form
Ctrl+→⌘→Save and next page
Alt+←Alt+→Previous or next page of a form
← BackHow a season runsNext →Set up a passkey