Participants

In the area Participants, the team manages the people who take part in offers, together with their registrations.

Visible to: role View and create participants; super admins always have it.

List

Location: Participants in the sidebar.

Element	Content
Season switcher	One, several or all seasons
Search	First name, last name, email address, mobile and phone number; global with the prefix `#`
Shortcut tabs	All, Waiting list, Payment open, each with a count. Also Evidence submitted with a count, as soon as a reduction has Families state it themselves turned on (Evidence and status).
“{count} possible duplicates →”	Appears next to the title as long as there are undecided pairs. Global admins see it only in the tenant of their own account. Leads to Duplicates.
Columns	Name (with the flag Duplicate?, which global admins see only in the tenant of their own account, and the number of notes; also the label Evidence submitted as long as a family's statement waits for confirmation), Date of birth, Email address, Mobile number, Registrations (bar), confirmed (bar of paid registrations)
Name in a row	Opens the participant in a side panel, with the content of the tab Details. Open in the actions menu ⋮ opens the participant's own page with tabs.
Create new	Opens a side panel for a new participant; the account is searched for or created at the same time.
Export	Excel file, created in the background: ID, first name, last name, date of birth, phone, mobile number, email address, number confirmed, on the waiting list, new, rejected, paid, unpaid and totals. Participants with restricted processing are missing.

Profile

Tabs Details, Edit, Registrations (with the count).

Area	Content
Head	Name, below it age, date of birth and “Account {name}” or No linked account; flag Duplicate? as long as an undecided pair is open; global admins see it only in the tenant of their own account
Key figures	Registrations, Confirmed, Waiting list, Payment
Registrations (in the tab Details)	Registrations with status and actions menu ⋮; Registration creates a new one. When opened from the season switcher: tabs for this season and All.
Activity	Status changes, comments and notes for the team. Filters Everything, Notes, Events
Payment receipts	The participant's receipts; visible only if there are any. Only with the role View and create payments do they open the receipt; otherwise they have no link.
Right column	Account with email address (copyable) and mobile number or No linked account; Siblings; reductions with Number, “valid until”, the label Evidence submitted or Rejected, the uploaded copy and, as long as the status is “submitted”, the buttons Confirm and Reject (Evidence and status); “Created on {date}”. If “valid until” has passed: “Expired: the full fee applies again.”
Tab Registrations	Page of its own with the filters Attendance status, Payable, Unconfirmed offers; multiple selection Change participation status and, only with the role View and create payments, settle; New registration

Form

Section	Field	Meaning	Effect
Name and account	First name, Last name	Name	Required fields
	Account	Participant account	“The assigned account has full access to this person's data and registrations.” Without an account: No linked account (e.g. after a registration without an account).
Date of birth and age	Date of birth	Basis of the age	“Determines the age for age-restricted offers.”
Contact details	Email address	own address	“Used for notifications.” Without own details the account's contact details apply. The data is shared with the organizers.
	Mobile number	own number	“Used for SMS.”
	Phone number	own number	–
Address	Street and number, Postal code, City, Country	own address, optional	“Empty: the account's address. For preference in the lottery, the address in the account counts. Without an account, this address counts.” An address without street, postal code and city is not saved. Save to the participant in the side panel “Record payment” copies the billing address into these fields (Payments).
Important information	Important information for the organizers	Multi-line text	“What the organizers need to know about the participant.” Help text: “Health matters etc. Organizers see this.” The section appears only if Ask for important information is turned on (Settings). The participant's page shows the text under Important information as long as the switch is on and a text exists. The data export to the person contains it as “wichtige_infos”.
Reduction	Switch per reduction	a reduction with Applies to participants (Settings)	“Applies to every registration. Of several, the cheapest applies.” Under the switch are type, value and limits. The section is missing as long as there is no such reduction.
	Number, valid until	Evidence, depending on Evidence on the participant	Appear as soon as the switch is on. After the date under “valid until” the full fee applies again. Paid registrations do not change.
	Copy	File uploaded by the family, with Ask for a copy of the evidence	Shows the file name with View and Download. If the participant is shown masked, the links are missing and the download is blocked.
	Label	Status of the reduction	Evidence submitted (orange) or Rejected (red); no label for confirmed entries.
	Evidence	The team's decision	Open, Confirmed, Rejected. Appears only as long as the status is not “confirmed”.

Postal code	Origin
Place of residence, e.g. in the participant list	The participant's own address, otherwise the address of their participant account. Without an account the address from a registration via the online form.
Preferred postal codes (Settings)	Address of the participant account, even if the participant has an own one. Without an account the own address, otherwise the one from the registration. Without a postal code the participant does not count as a local resident.

If a registration phase with an access code is running, the field “Access code for {season}” appears in the website form (Settings).

Evidence and status

Families state a reduction themselves when the reduction has Families state it themselves turned on (Settings). In the account, the form of each saved child shows these reductions.

Field of the family	Content
Switch	Name of the reduction
Number	Only for evidence with a number. Required: “Please fill in.”
Valid until	Only for evidence with a date. Required; the form rejects a date in the past: “This date has already passed.”
Upload evidence	Only with Ask for a copy of the evidence: “PDF or photo”. If the copy is missing: “Please upload the evidence.”

Status	Label in the admin panel	Shown to the family	Effect
submitted	Evidence submitted (orange)	Submitted	Takes nothing off the fee.
confirmed	none	Confirmed	Applies.
rejected	Rejected (red)	Not accepted	Takes nothing off the fee.

Rule	Content
Statement of the family	Is “submitted” at first. Another number, another date or a new file sets the status back to “submitted”, even after a decision. Saved unchanged, the statement keeps the team's decision.
Entry by the team	What the team turns on in the participant's form applies at once.
Existing entries	Entries without a status count as confirmed.
Decision	On the participant's page: Confirm or Reject. In the form: Evidence with Open, Confirmed, Rejected.
Effect on the fee	Only confirmed entries lower the fee, as long as “valid until” has not passed (Payments).
Settling	The side panel Bill registrations shows the children's reductions with Number, “valid until” and the label of the status (Payments).
Notification	If a family states a reduction or uploads a copy, “Evidence submitted” with “Waiting to be confirmed.” appears under the bell (Interface, Profile: Notifications).
File	View opens the copy, Download saves it. If the participant is shown masked, the links are missing and the download is blocked. The copy is deleted when the reduction is switched off for the participant or the participant is deleted (Data subject rights).

Duplicates

Location: no entry of its own in the sidebar. Reachable via “{count} possible duplicates →” next to the title of the list, via the flag Duplicate? of a row or from the participant's side panel. Global admins reach the page only in the tenant of their own account; otherwise fepli answers with “403”.

Element	Content
Duplicate	Pair with exactly the same first and last name; “A/B Open record” opens the respective record. Below it a table compares date of birth, email, account and registrations, and marks same, different or not comparable.
Groups	To check (newest first), Keep both
Search	Name, in both groups
Actions	Only for unconfirmed pairs; pairs of the group Keep both get Check again.

Action	When	Effect
Not a duplicate	“Two different people, don't show again”	Removes the pair from the list. Both records remain independent. Message “{name}: marked as two different people.” with Undo
Keep both	“Same person, both records stay”	The pair moves to the group Keep both. Both records remain. Their registrations count together, also for the registration limit, and appear together in the admin panel. Message “{name}: both records stay.” with Undo
Merge	The same person was created twice	Dialog Merge {name}: “One record stays and takes over registrations, notes and consents. The other is deleted.” Under Which record stays? each option shows account or No account, the number of registrations, date of birth and email address, plus “stays” or “is dissolved”. Status changes, friend codes, access codes, objections and the entries in the log also move to the record that stays. The other record is deleted along with date of birth, contact details and account assignment. For the record that stays, the log notes Records merged with “from ID {id}…” (group Status). Cannot be undone.

Case when merging	Display in the same dialog
Both records are registered for the same offer	Red: “Both records are registered for {offers}. If it is the same person, choose “Keep both”.” Merge is missing; only Close.
The processing of one of the records is restricted	Red: “Processing of {names} is restricted (Art. 18 GDPR). Lift the restriction under Data subject rights to merge.” Merge is missing; only Close.
The records belong to different accounts	Yellow, “Two different accounts”: “The remaining account will then also see the other's registrations and consents.” Checkbox “Both accounts belong to the same family.”, required before Merge; if it is missing, “Please confirm that both accounts belong to the same family.” appears.
Both records in the same account or one without an account	No additional note; Merge takes effect immediately.

Deleting

Action Delete. Dialog “Delete “{name}”?”: “The personal data is deleted. Cannot be undone.” Below it are date of birth and account. It is the same deletion as on the website, in data subject rights, via the API and in the erasure run (Why fepli does not erase some data).

Element	Effect
Note on upcoming offers	“One registration is for an offer that is still ahead. It is withdrawn, the place goes to the waiting list.” Concerns registrations for offers that have not started yet and are not cancelled; they get the status withdrawn. The family receives no email about this. Their payment obligation remains or lapses as in a withdrawal by the family.
Note on paid registrations	If cancelled registrations are already paid and their fee lapses: “One of them is paid, and its fee lapses.” or “{count} of them are paid, and their fees lapse.”, plus “The money is not refunded automatically. After deletion the registration is under “Payments › Refund due”.” Below it per registration “{participant}: {offer}, {date} – {amount} paid” with the receipt number. The message after the deletion contains the link Refund due only with the role View and create payments.
Note on open fees	If a fee remains unpaid after the deletion: “One fee is still open.” or “{count} fees are still open.”, plus “After the erasure it can no longer be billed, because the registration then belongs to no account. Bill it first or remove the payment obligation.” Below it per registration “{participant}: {offer}, {date}”. Open are unpaid registrations with a payment obligation, except for upcoming offers whose payment obligation lapses with the cancellation. The deletion is possible anyway.
Note on registrations	“The {count} registrations are kept pseudonymised — without a name, for places, statistics and receipts. Receipts stay as they are.” Answers, files, comments and the address of a registration without an account are dropped; the status history stays.
Consents that stay in force	“One consent stays in force” or “{count} consents stay in force”, plus “An erasure is not always a withdrawal. Tick what the person withdraws along with it.” Per consent a checkbox “Withdraw “{title}”” with person, offer or season and “given on {date}”; none is preselected. Below it: “Without a tick the consent stays in force and is kept as proof, with the name of the person. The organizers are told of every withdrawal by email, and the team too for a consent of the season.” Appears only if consents stay in force (Consents: After the person is deleted).
Delete participant	Deletes the participant with contact details, address, comments and the emails to their own address. Granted consents stay in force and remain in the account's file; fepli revokes the ticked ones with the person's name in the team. Declined declarations are deleted. Writes an entry into the log with “Delete in the admin”. If cancelled registrations were paid and their fee lapses, afterwards the message “One paid registration was withdrawn” appears with “The money has not been refunded. The registration is listed under “Refund due”.” and the link Refund due; it stays until you close it.
Processing restricted	Appears instead of Delete participant if processing is restricted for the person or someone on the same account: “Processing is restricted (Art. 18 GDPR). Erasure only at the person's request, under Data subject rights.” Only Close.

Deleting after periods and on request: Data subject rights.