Notifications
Notifications are the emails and SMS that fepli sends automatically on certain events.
Location: Communication > Notifications. Visible to: admins.
Types
Groups in the interface: Participation, Offer, Organizers · global only, Account & payment · global only. Each card names the trigger and the recipients of a type in short form. Unfolded, it shows the subject and the text that the type brings along, with its placeholders.
per seasoncan be adapted per seasonSMSis also sent as an SMSalwaysis always sent
Participation
Confirm email addressper seasonalwaysBuilt-in textTriggerRegistration without an accountToRegistration without an account
You registered {{ participant.firstname }} for the offer “{{ offer.name }}”.
Please confirm your email address with the following link so that the registration takes effect. Only then do we reserve the place or put the registration on the waiting list. If you did not make this registration, please ignore this email.
ButtonConfirm registrationComplete registrationper seasonalwaysBuilt-in textTriggerThe team creates a registration with outstanding required detailsToRegistered by the team
We registered {{ participant.firstname }} for the offer “{{ offer.name }}”.
To complete the registration, some details are still missing, for example outstanding consents of the legal guardians. Please open the following link and complete the registration. The place stays reserved for you until then.
ButtonComplete registrationConfirm withdrawalper seasonalwaysBuilt-in textTriggerWithdrawal without an accountToRegistration without an account
You asked to withdraw {{ participant.firstname }} from the offer “{{ offer.name }}”.
Please confirm the withdrawal with the following link. Only then is the place released and available to others again. If you did not request this withdrawal, please ignore this email — nothing happens then.
ButtonConfirm withdrawalRegistration confirmed (first come, first served)per seasonBuilt-in textTriggerRegistration with immediate confirmationToRegistering account
We confirm the registration for the following offer.
ButtonOpen offerMove-up confirmedper seasonSMSBuilt-in textTriggerMoving up from the waiting list, or a later confirmation with notificationToAccounts moving up; SMS only if the start is within the next 30 hours
{{ participant.firstname }} was on the waiting list for {{ offer.name }} and is now registered for this offer after someone else dropped out.
The registration of {{ participant.firstname }} is now binding. If you no longer want to take part, please withdraw {{ participant.firstname }} on the page mentioned above, so that others get the chance.
Registration cancelledper seasonBuilt-in textTriggerWithdrawal or rejection with notificationToAffected account
We are sorry to tell you that we had to cancel your participation in the offer {{ offer.name }} for organisational reasons.
Thank you for your understanding. If you have questions or feedback, we are happy to help.
Admission noticesper seasonBuilt-in textTriggerCommitting with admission noticesDispatchOne e-mail per address with all confirmations and rejectionsToAll registered accounts
Today you receive the confirmation for your registrations.
If your participants can no longer or no longer want to take part, please withdraw them from the offer. You can do that online. This gives others the opportunity to take part in the offer.
Reminder before the eventper seasonSMSBuilt-in textTriggerBefore the first dateDispatchHourly run, once per registration; lead time from the settings, otherwise 36 hoursToParticipant, otherwise their participant account; SMS to the mobile number
The time has come: {{ participant.firstname }} will soon take part in the offer {{ offer.name }}.
{{ participant.firstname }} is registered. If {{ participant.firstname }} cannot attend, please withdraw {{ participant.firstname }} on {{ baseUrl }} without delay, so that others get the chance.
Offer
Participant list before the eventper seasonBuilt-in textTriggerRegistration deadline, at the earliest 24 hours before the startDispatchHourly run, once per offerToList recipients
{{ offer.name }}Your event {{ offer.name }} is coming up.
The button opens the current participant list. There you also print the attendance list.
ButtonOpen participant listChanges to the participant listper seasonBuilt-in textTriggerChanges after the first dispatch of the participant listDispatchDailyToList recipients
{{ offer.name }}The participant list for your event has changed since the last message.
Please open the list with the button and compare it with your records. You can fill places that have become free from the waiting list.
ButtonOpen participant listOrganizers
Invitation to an offerBuilt-in textTriggerInvitation through “Access”ToInvited person
{{ offer.name }}Please select the following link to accept the invitation. If you have no account yet, you create one when accepting.
ButtonAccept invitationOffer submittedBuilt-in textTriggerSubmittingToTeam
A new event has been entered. Review it and approve it.
ButtonApprove offerEvent has taken placeBuilt-in textTriggerLast date over, offer not completedDispatchDaily run, once per offerToAll accounts of the offer’s organizer profiles
Your event has taken place. Sign in and mark it as “completed”.
ButtonTo the offerTeam’s completion form openBuilt-in textTriggerThe organizers have completed the offerDispatchDaily run, once per offerToRecipient address
{{ offer.name }}The team’s completion form for the offer {{ offer.name }} is still open. You fill it in with the following link.
Offer completedBuilt-in textTriggerCompletingToTeam
An event was marked as “completed”.
ButtonTo the offerParticipant list availableBuilt-in textTriggerThe offer’s own registration deadline has passedDispatchHourly run, once per offerToList recipients
The offer {{ offer.name }} takes place soon. The registration deadline has been reached. Download the participant list now with the following link.
We wish you an enjoyable event.
ButtonOpen participant listOrganizer registeredBuilt-in textTriggerRegistration without an invitationToTeam
A new organizer has registered. Please go to the admin panel and activate the account.
ButtonActivate accountMessage from a conversationBuilt-in textTriggerMention, notification or reply in a conversationToPeople involved
{{ subjectLabel }}The type does not bring a text of its own.
ButtonOpen conversationAccount & payment
Account createdBuilt-in textTriggerRegistration of a participant accountToParticipant account
{{ baseUrl }}Thank you for registering on {{ baseUrl }}.
Please select the following link to complete your registration and activate your account. If you did not request an account, please ignore this email.
ButtonActivate accountAccount activatedBuilt-in textTriggerActivation of a participant accountToParticipant account
You are now registered on the website {{ baseUrl }} and can register participants for offers. In your account you can see at any time which offers your participants are registered for and for which offers they are on the waiting list.
When someone moves up from the waiting list to the participant list, you are contacted automatically. If you add a mobile number to your personal details, we can also contact you by SMS. Please withdraw your participants from offers they can no longer or no longer want to attend.
Account already registeredBuilt-in textTriggerRegistration with an existing addressToAddress
{{ baseUrl }}It looks as if you were just trying to register on the website {{ baseUrl }}. However, there is already a user account for your email address {{ user.email }}.
Please sign in on {{ baseUrl }} and reset your password there if necessary. If you have any questions, you are welcome to contact us.
Notice before erasureBuilt-in textTriggerThe retention period is about to expireToAccounts with an expiring period
{{ deletesOn|format_date('short') }}we erase data that is no longer needed. Your account on {{ baseUrl }} has not been used for a long time, so it is marked for erasure on {{ deletesOn|format_date('long') }}. Your account and the data of the participants entered in it will then be erased.
If you would like to keep the account, sign in once — that is enough, the period then starts again. If you do nothing, there is nothing more for you to do.
ButtonSign inConfirm account deletionalwaysBuilt-in textTrigger“Delete account” for a participant account without a passwordToParticipant account
You would like to delete your account on {{ baseUrl }}. Together with the account we delete the data of your participants; this cannot be undone.
Please confirm the deletion with the following link. It is valid for 60 minutes. Your account is only deleted through the link. If you did not request the deletion or would like to keep your account, please ignore this email — nothing happens then.
ButtonDelete accountOrganizer invitationBuilt-in textTriggerInvitation to an organizer profileToInvited person
{{ user.firstname }} {{ user.lastname }} has invited you to work on the offers of {{ host.name }} together.
Please select the following link to accept the invitation. You can then sign in or register.
ButtonCreate accountReset passwordalwaysBuilt-in textTrigger“Forgot password?”ToAccount
You requested a new password for the website {{ baseUrl }}. Please select the following link to create a new password for your account.
Reset password (account without password)alwaysBuilt-in textTrigger“Forgot password?” for an account without a passwordToAccount
You (or someone else) requested a new password for the website {{ baseUrl }}. Your account uses passkeys only and has no password, however — so there is no password that could be reset.
Please sign in on {{ baseUrl }} with your passkey.
If you no longer have access to your passkey: select “Send sign-in link by email” on the sign-in page. You then receive a one-time link with which you can sign in without a passkey and without a password. Afterwards you can add a new passkey or set a password in your account.
ButtonSign inReceipt createdBuilt-in textTriggerPaid receipt or reversalToBilling address
A new receipt has been created for you.
All types with trigger and recipients
| Notification | Trigger | Recipients | Per season | SMS |
|---|---|---|---|---|
| Confirm email address | Registration without an account; the link is valid for 14 days | Registration without an account | yes | – |
| Complete registration | The team creates a registration with outstanding required details (Create & send link); button Complete registration, the link is valid for 14 days | Registered by the team | yes | – |
| Confirm withdrawal | Withdrawal without an account; the link is valid for 24 hours | Registration without an account | yes | – |
| Registration confirmed (first come, first served) | Registration with immediate confirmation; with calendar attachment | Registering account | yes | – |
| Move-up confirmed | A person moves up from the waiting list (Moving up), or a later confirmation with notification | Accounts moving up | yes | only if the start is within the next 30 hours |
| Registration cancelled | Withdrawal or rejection with notification | Affected account | yes | – |
| Admission notices | Committing with admission notices; one email per address with all confirmations and rejections, with anmeldungen.ics for confirmations | All registered accounts | yes | – |
| Reminder before the event | Before the first date, to registrations with takes part in published, non-cancelled offers; only with Send reminders. Hourly run, once per registration. Lead time: Settings > Registration > Participants > Lead time; if the field is empty, 36 hours apply. Registrations with the same email address that fall due in the same run receive a joint reminder. Without an email address no reminder is sent, not even an SMS. | Email address of the participant, otherwise of their participant account; SMS to their mobile number | yes | yes |
| Participant list before the event | Registration deadline, at the earliest 24 hours before the start, only while the phase Participant lists public is running; with the button Open participant list, without attachments. Hourly run, once per offer. | List recipients who could open the list at this moment (Participant list) | yes | – |
| Changes to the participant list | Daily after the first dispatch, only when there are changes; with the number of confirmations, rejections and places on the waiting list (placeholders {{ added }}, {{ freed }}, {{ waitlisted }}) and Open participant list, without names | as for Participant list before the event | yes | – |
| Invitation to an offer | Invitation through Access | Invited person | – | – |
| Offer submitted | Submitting; with a link to the proof | Team | – | – |
| Event has taken place | Daily run: end of the last date at most 30 days ago, offer published, not cancelled and not completed, season not archived and with a completion form for organizers for this kind of offer. Only with Remind to complete set to Organizers only (default) or Organizers and team (Seasons). Once per offer, with a link to complete. Sent again through remind in the evaluation of the completion forms or Remind at the offer (Completion forms) | All accounts of the offer's organizer profiles | – | – |
| Team's completion form open | Daily run: as soon as the organizers have completed the offer, without a form in stage 1 after the last date. End of the last date at most 30 days ago, offer published and not cancelled, season not archived and with a completion form for the team for this kind of offer. Only with Remind to complete set to The team only or Organizers and team. Once per offer, with a link to the area Complete offer. | Recipient address; without it no email is sent | – | – |
| Offer completed | Completing; with the answers of the completion form and a link to the area Complete offer | Team | – | – |
| Participant list available | After the offer's own registration deadline (Registrations possible until), as soon as the phase Participant lists public is running and a list recipient could open the list, as long as the offer has not started; with the button Open participant list. Hourly run, once per offer. Only for published offers; cancelled and completed offers and offers without their own registration deadline do not receive it. | List recipients who could open the list at this moment (Participant list) | – | – |
| Organizer registered | Registration without an invitation | Team | – | – |
| Message from a conversation | Mention, notification or reply in a conversation | People involved. If an organizer profile is addressed, the email goes to its inbox, otherwise to the members. Under the bell the comment appears for every member who may read it. If someone replies to an organizer's message, the reply also appears in the admin panel under the organizer's bell, without an email | – | – |
| Account created | Registration of a participant account; with activation link | Participant account | – | – |
| Account activated | Activation of a participant account | Participant account | – | – |
| Account already registered | Registration with an existing address | Address | – | – |
| Notice before erasure | Retention period is about to expire; only with Notice by email, then erase automatically and its own period under Erase after; with Flag for deletion no notice is ever sent. The button Sign in opens the account on the website. | Accounts with an expiring period | – | – |
| Confirm account deletion | Delete account on the website for a participant account without a password; with the link, which is valid for 60 minutes from dispatch. Only through the link is the account deleted (Accounts). | Participant account | – | – |
| Organizer invitation | Invitation to an organizer profile | Invited person | – | – |
| Reset password | Forgot password?; with the link, which is valid for 60 minutes from dispatch. Not to blocked accounts (Signing in and profile). | Account | – | – |
| Reset password (account without password) | Forgot password? for an account without a password, instead of the reset link; explains signing in with a passkey or sign-in link | Account | – | – |
| Receipt created | Paid receipt or reversal; with PDF. Appears in the list only for active payments. | Billing address | – | – |
Applicable version
- 1The season has a version of its ownswitched onThe season version is sentswitched offThe notification is not sent
- 2There is a default versionswitched onThe default version is sentswitched offThe notification is not sent
- 3There is no versiontype that is always sent, “Invitation to an offer” or “Message from a conversation”The built-in text is sentany other typeThe notification is not sent
A type that is always sent is also sent with a version that is switched off.
- Mark next to the type
- alwaysThe type is always sent.
- activeIt is sent with the default version or the built-in text.
- offIt is not sent, or only in seasons with a version of their own.
All rules for sending
| Rule | Content |
|---|---|
| Applicable version | The season version, otherwise the default version. If the applicable version is switched off, the email is not sent. Exception: types that are always sent. |
| Type without a stored version | Is not sent. Exceptions: types that are always sent, Invitation to an offer and Message from a conversation |
| Always sent | Confirm email address, Confirm withdrawal, Complete registration, Reset password, Reset password (account without password) and Confirm account deletion. Without a stored version they are sent with their built-in text. They have no switch; instead the type's page shows Always sent. |
| Version of these types switched off earlier | Is sent with its text. The next time you save, the switch-off is dropped. A switched-off season version without its own text is ignored by fepli: the default version applies and, if there is none, the built-in text. |
| Invitation to an offer, Message from a conversation | Are sent with the built-in text as long as there is no version. A switched-off version stays switched off. |
| Mark next to the type | Lock with “always”: the type is always sent. Check mark with “active”: it is sent with the default version or the built-in text. Minus with “off”: it is not sent, or only in seasons with a version of their own. |
| Cancelling and restoring an offer | Not in the list and not adaptable per season: “Offer cancelled” to confirmed registrations and “Offer takes place again” to registrations whose status was takes part before the cancellation. The subject is fixed; the team enters the text when cancelling or restoring (Side panel “Cancel offer”, Side panel “Restore offer”). Without a text no email is sent. There is no SMS. |
| Not in the list | Emails with fixed text: sign-in links, “Your link to the registration” with the button Open registration (Send link to the family), the invitation “Your access to the admin panel”, “Sign-in link not available”, “Sign in to the admin panel” (without a link, to organizers and admins who request a sign-in link on the website), download links of finished exports, the copy of a direct debit mandate that was given “Your SEPA direct debit mandate {reference}” (SEPA direct debit) as well as “Help with signing in by email link” and “Help with resetting the password” when no account exists for an address |
| Password link and sign-in address | Also with fixed text, not in the list and always sent: “Set a new password” with the link from Send password link; the email states that the team requested the link (Accounts: Dialogs). For a new sign-in address, “Confirm your new sign-in address” to the new address, “New sign-in address entered” to the previous one when the team enters the new one, and after the confirmation “Your sign-in address was changed” to the previous one (New sign-in address). In the outbox they are called Password link from the team, Confirm sign-in address and Sign-in address changed. |
Fields
| Field | Meaning | Values | Effect |
|---|---|---|---|
| Recipient address | Address of the team | Email address | Only for types to the team |
| Reply-to address | Reply-To | Email address | Takes precedence over the Reply address of the settings. If empty, the Reply address of the settings applies (Settings). |
| Subject | Subject | Text with placeholders | – |
| Text | Content | Markdown with placeholders | “Salutation, registration details and footer are added.” |
| PDF attachment | File on every email | PDF, at most 1 MB | – |
| Text message | SMS | Text; an SMS holds 160 characters | Only for types with SMS; requires an SMS dispatch that has been set up |
| Is sent / Switched off | Switch in the header of the type for the version of the selected tab | on, off | If the default version is switched off, the notification is not sent, except in seasons with a version of their own. If a season version is switched off, it is not sent in this season. Missing for the types that are always sent (Types) and for a version that is not saved yet. |
| Element | Content |
|---|---|
| List | On the left: all types, with search, by group and with a mark for each type: a lock if it is always sent, a check mark if it is active, otherwise a minus. |
| Form | On the right: the chosen type with the form and the switch Is sent/Switched off; for the types that are always sent, it shows Always sent. |
| Tabs | Above the form, if a type can be adapted per season: Default, then each season with a version of its own, plus Version for a season to create a new one. A new, unsaved version carries the note “Not saved yet” and “New version for {season}. Until you save, the standard applies.”; an existing season version shows “Applies only in {season}.”, next to it Delete version. |
| Preview | Next to the form; it updates as you type. At the top the switch Sample/Placeholders, below it the email with sample data or with the placeholders themselves, addressed to {{ recipientEmail }}. If the type is switched off, “Does not go out. This is what it would look like:” appears above it. |
Placeholders
| Element | Content |
|---|---|
| Placeholders | Are replaced in subject and text on dispatch, e.g. {{ user.firstname }}, {{ offer.name }}, {{ participant.name }}, {{ baseUrl }}. |
| Placeholders | Opens the dialog of the same name with the columns Token and Example for the chosen type. |
Per season
Location: season > Notifications.
On the left are the types that can be adapted per season, with a switch: active or not, and whether the default text, an own version of this season or the built-in text goes out; a lock if the type is always sent. Below them are the types that can only be set globally, in the group Set globally only, grey with a link Edit in Notifications.
| Element | Meaning |
|---|---|
| Groups | Participation, Offer, Set globally only |
| Under the type | This season's own version, Default text, Off in this season; for a type that can be set globally applies to all seasons or switched off globally |
| Switch | Switches the type on or off for this season. Missing for a type that is always sent. |
| Header of the chosen type | Dot and text: “Sent · with this season's own version”, “Sent · with the default text” or “Switched off for this season”; for an always-sent type “Always sent · …” |
| Adapt for this season | Opens the editor of the notification, in the tab of this season (Fields). Without an own version it starts with the text that currently applies: the default version, otherwise the built-in text. Only Save creates the season version. |
| Edit own version | Replaces Adapt for this season when the season already has an own version, and opens the same editor. |
| Reset to default | Appears for an own version of this season and deletes it. Confirmation Reset to default: “Afterwards the standard text applies again.” If the default is switched off: “The standard is switched off: afterwards the notification is no longer sent in this season.” |
| Preview | On the right, as under Fields: the version that applies in this season, with the switch Sample/Placeholders. |