Offer status

The offer status shows where an offer stands between draft and completion.

Statuses

Select a status in the flow to see where it leads.

AdminOrganizer* only with Publish offers in the season† as long as the installation allows editing the participant list (default)

Solid arrows lead to publication, dashed ones are the ways back. Cancelling is possible only at “Published” and can be undone with “Restore”. “Completed” follows after the last date.

Rule	Content
Cancelled, Completed	Are added to Published: a cancelled or completed offer is still published as well. This affects the status filter of the offer list and the website.
Published offer on the website	Appears depending on the phase Publish offers and the Visibility (Links and visibility).

Transitions

In every place, fepli offers only the transitions that are allowed at that moment.

The header of a published offer with the status menu open.

Place	Transitions
Status menu in the offer's header (Status > change)	all that are allowed at that moment
Actions menu of the offer list	all that are allowed at that moment
Review view Proofs	all that are allowed at that moment
More actions (⋮)	additionally Cancel, Restore and Complete
Cancel or Restore not allowed	The side panel shows “Cannot be cancelled” or “Cannot be restored”.

Who may do what

Transition	Condition	Who
SubmitDraft → Submitted	Offer is saved	everyone with the right to view, also outside the editing phase
Mark as draftSubmitted or Approved → Draft	–	Admins; organizers with Publish offers
ApproveSubmitted → Approved	not completed	Admins; organizers with Publish offers
Withdraw approvalApproved → Submitted	–	Admins; organizers with Publish offers
PublishApproved → Published	–	Admins; organizers with Publish offers
UnpublishPublished → Approved	–	Admins; organizers with Publish offers
Canceladds Cancelled	published, not completed, last date not over	Admins; organizers, as long as the installation allows them to edit the participant list (default), they may send the participant list’s newsletter and, if the season requires a consent, the confidentiality declaration is confirmed
RestoreCancelled → Published	cancelled, not over	Admins; organizers, as long as the installation allows them to edit the participant list (default), they may send the participant list’s newsletter and, if the season requires a consent, the confidentiality declaration is confirmed
Completeadds Completed	published, not cancelled, not completed, last date with an end is over	Admins and organizers of the offer

Note

Publish offers is a setting of the season under Organizers > What organizers may do themselves (Seasons).

Editability

The status is one of the things that decide whether organizers can still change an offer.

Who	Can edit if …
Admin	always
Organizer	the offer is neither Approved nor Published, the editing phase of the season is running and the season is not restricted to other organizers. Offers approved individually stay editable in a restricted season as well.

Occasion	Display
No editing phase is running	“No editing phase is running in the season ‘{season}’.”
Offer locked for another reason	“Editing is locked. Changes go through the office.”
Outdated form submitted, no editing phase is running	“No editing phase is running in ‘{season}’. Your changes were not saved.”
Outdated form submitted, for another reason	“The offer is locked. Your changes were not saved.”

Side panel “Cancel offer”

The side panel opens via More actions (⋮) > Cancel or via the status menu. Restore opens the same side panel.

Canoe trip/Cancel offer

Cancel offer

Canoe trip · #142

Thu, 15.07.2027 · 09:00–12:00 · Sportverein Elmsbrück

Taking part

Waiting list

Open

Message to 6 familiesBedauerlicherweise müssen wir Ihnen mitteilen, dass das Angebot {{ offer.name }} leider aus organisatorischen Gründen abgesagt wurde.

Salutation, offer and date are added. Without text no email is sent.

CancelPreview

Canoe trip/Preview

Preview

Email to 6 families

The offer is cancelled as the mail is sent.

Edit textCancel & send to 6 families

The side panel with the prefilled text and, beside it, the email view after Preview.

Element	Content
Those affected	Taking part, Waiting list and Open, each with its number. The message goes only to Taking part.
Message to {count} families	Prefilled with the fixed text of the cancellation email; can be changed in the side panel. The number counts only confirmed registrations that are in no batch.
Preview	Shows the email as each family receives it, one at a time with ‹ ›. Edit text goes back; the text is kept.
Cancel & send to {count} families	Cancels the offer and sends the emails. Without text, or without a family with a valid address, the button reads Cancel without email.

Effect	Content
Status	Cancelled; the title appears struck through.
Registrations	Stay on the participant list in case the offer is restored.
Payment obligation	Lapses for all registrations with a payment obligation. fepli records for each registration that it had one. Amounts paid appear under Refund due (Payments).
Afterwards	The side panel reports the number of emails sent, with View in outbox, and offers To the participant list.

Side panel “Restore offer”

Element	Content
Those affected	Taking part, Waiting list and Open, counted as before the cancellation. The message goes only to the registrations that stood on takes part before the cancellation.
Message to {count} families	Prefilled with the fixed text of the restoration email; can be changed in the side panel. The number counts only confirmed registrations that are in no batch.
Restore & send to {count} families	Restores the offer and sends the emails. Without text, or without a family with a valid address, the button reads Restore without email.
Effect	Status Published; the payment obligation that the cancellation made lapse returns (Payments). Subject of the email: “Offer takes place again”.

Completing

Completing is possible when all four conditions are met:

01published

02not cancelled

03not completed

04last date with an end is over

Rule	Content
Place	More actions (⋮) > Complete or status menu > Complete. Opens the area Complete offer in a wide side panel; the link in the email Event has taken place opens it as a page of its own.
Completion form	Under Payment & completion, the season determines which form the organizers fill in when completing (stage 1) and which one the team fills in afterwards (stage 2), separately for offers with and without online registration. Completion forms describes structure and procedure.
With a form in stage 1	The offer is completed as soon as the organizer submits the form or, if allowed, skips it. The team can fill in the form on their behalf.
Without a form in stage 1	“The offer is marked as completed.” Complete completes at once. If the team opens the area and the season has a form for the team, submitting that form completes the offer.
Attendance	If the form asks the question Attendance, completing sets the registration statuses took part and did not show up (Registration status).
Answers	Go to the recipients of the notification Offer completed.
Reminder	The season determines under Remind to complete whom fepli reminds. Event has taken place reminds all accounts of the organizers once, if the season has a form in stage 1 for the offer, is not archived and the last date is at most 30 days ago (Completion forms: Reminders).
Not possible yet	“Completing is possible only once the offer was published and its last date has passed.”
Cancelled offers	Cannot be completed, receive no reminder and do not count as open.
After completion	Answers and attendance can no longer be changed. Cancelling, restoring and approving again are no longer possible. Admins can continue to edit the offer.

Change all offers with a status

Access: season > Proofs > Approve several …. Visible to: admins.

Change all offers with a status

All offers with statusSubmitted

becomes status / actionApprove

Number of offers affected: 24

CancelApply

The dialog from the proofs.

Field	Meaning	Values
All offers with status	Initial status	Draft, Submitted, Approved, Published, Cancelled
becomes status / action	Transition	all transitions except Complete
Number of offers affected	Display	Number
Apply	Carries out the transition.	–

Rule	Content
Transition not allowed	The offer is skipped.
Result	“{count} offers updated.”
Bulk Cancel, bulk Restore	Below the number appears “The families get no email. To send one, cancel or restore each offer individually.”

Notifications along the way

Every change of status is recorded in the Activity of the dashboard and in the history of the offer.

Event	Notification	Recipients
Submitting	Offer submitted	Team, with a link to the proof
Cancelling	Email “Offer cancelled” with the text from the side panel “Cancel offer”; not a type of the notifications	Confirmed registrations that are in no batch
Restoring	Email “Offer takes place again” with the text from the side panel “Restore offer”; not a type of the notifications	Registrations that stood on takes part before the cancellation and are in no batch
Completing	Offer completed	Team, with the answers of the completion form
Offer over, not cancelled, not completed, season with a form in stage 1 and a reminder to organizers	Event has taken place	Accounts of the organizers
Team's form open, season with a reminder to the team	Team's completion form open	Recipient address of the notification