Phases

Phases control what is possible in a season at which time.

Location: Season > Edit > Phases; from the season list via the action menu Phases. Visible to: admins.

Phase types

Phase	Description in the interface	Effect	If the phase is missing	Multiple
Editing phase for organizers	“Organizers can create and edit offers.”	While it is running, organizers create, edit and delete offers. They may edit and delete an offer only while it is neither approved nor published, and delete it only without registrations. If it is not running, the season's offers are locked for organizers (Editability).	Organizers cannot create, edit or delete offers. The season does not appear under Create new.	no
Publish offers	“Offers are visible on the website.”	Published offers appear on the website, on the season page and in the public API.	Published offers are visible at all times.	no
Registration process	“Registrations for offers are possible.”	Families register online by the chosen process. Access codes apply only here.	No online registration.	yes
Allocation of places	“Run the lottery and allocate places.”	While it is running, families see “Waiting for allocation” and cannot withdraw themselves, and the waiting list does not move up. A following first-come-first-served phase starts only after its end. The automatic allocation and the allocate view do not depend on it.	No lock.	no
Participant lists public	“Organizers see their participant lists.”	While it is running, organizers see participant lists in the admin panel and, if allowed, the allocate view. After the end of the phase this access ends. If it is not running, the Participant list tab is greyed out for them (Participant list). The notifications Participant list available, Participant list before the event and Changes to the participant list are sent only while the phase is running (Automatic sending).	Organizers see no participant lists, and none of these notifications is sent.	no
Event period	“The offers take place in this period.” Hint: “Offer dates must lie within this period.”	Dates outside the period only produce a note in the proof check. The season list is sorted by the period.	The season is under No period.	no
Custom	“A custom phase without system behavior.” Field Title	None.	–	yes

Older seasons can contain a phase Online payment; it appears as Custom, has no effect and cannot be created again.

Planner

Element	Meaning
Timeline	Timeline of all dated phases, one row per phase type, with the marker Today. Hint: “Click a bar to jump to the phase.” Without a dated phase: “No phases set up yet”
Sections	One section per phase type, in this order: Editing phase for organizers, Publish offers, Registration process, Allocation of places, Participant lists public, Event period, Custom. Below the name stands the description from the interface.
“not set up”, set up	The section has no phase yet. set up creates one; for types that occur only once, the button disappears afterwards.
Another procedure	Creates another Registration process phase.
Another phase	Creates another Custom phase.
Remove phase	Wastebasket next to a phase. The event period has it only if there is more than one.
Remove procedure	Wastebasket in the card of a Registration process phase
Period	Start and end of the phase in one field (Period). New phases begin today at 09:00 and end in 7 days at 23:59.
Always active	Checkbox next to the Period field, not for the event period. Turns the field off. Effect per phase: Always active
Status display	“Running · {count} days left”, “Starts in {count} days”, “{phase} from {date}” for several phases of one type, Past, Always active
Save	In the save bar of the page (Seasons). If fepli rejects a phase, Save saves nothing from the page, not even Waiting list moves up automatically (Messages on saving). “{name} is saved.” then does not appear, and the save bar continues to name what is not saved.

Period

Element	Meaning
Period field	Closed, it shows the phase as “Mon, 19.07.2027, 00:00 – Tue, 31.08.2027, 23:59” with the length in days, for example “44 days”. Without a value it shows “Choose a period”. The field opens a calendar and times.
Calendar	Selecting a day for the first time sets the first day, selecting the next sets the last. Under the pointer the calendar previews the period. Without a value it says “Click the first day.” below, after the first day “Click the last day.” with Cancel. There is no Several days. If you select the same day twice, the phase lasts one day.
Previous month, Next month	Page through the calendar. It opens in the month of the first day, or without a value in the current month.
Start, End	Times in the calendar, for example `9` for 09:00 or `1430` for 14:30. The placeholders are 00:00 and 23:59. Without times the period runs from 00:00 on the first day to 23:59 on the last.
Done	Closes the calendar. The value applies when it closes, and only if it has changed.

Always active

Phase	Effect of Always active
Registration process	The phase applies without a time limit and waits for no other phase (Dependencies).
Allocation of places	The phase applies without a time limit and waits for no other phase.
Editing phase for organizers, Publish offers	The phase applies without a time limit.
Participant lists public	The phase applies without a time limit. Access to a participant list ends when the period Access after the offer ends has elapsed after the offer's last date (Settings).

Settings of a registration phase

Setting	Meaning	Values	Default	Effect	Applies to
Title	Unlabelled field at the top of the card	Text	empty; shows the name of the process	Appears instead of the process in the bar of the timeline.	both
Registration process	Process of the phase	Lottery (“Registrations are collected and drawn at the end.”), First come, first served (“Places in order of registration.”)	Lottery	See Rules of registration on the website and Rules of the automatic allocation.	both
Maximum registrations per participant	How many registrations a participant may submit in this phase	empty, number	5	The website rejects further registrations. The number also determines which choices go into the draw. Empty: no limit; the field shows “unlimited”.	Lottery
Allow more registrations	Lift the limit	on, off	off	“Any number of registrations; only the number above is prioritised.”	Lottery
Maximum registrations per day	Daily limit per participant	empty, number	99	Counts registrations of the same phase on the same day. Empty: no limit; the field shows “unlimited”.	First come, first served
Waiting list overbooking	Size of the waiting list per offer	empty, 0, number	empty	“0: no waiting list. Empty: unlimited.” If the waiting list is full, a registration gets no place. The automatic allocation uses the value of the next first-come-first-served phase that has not begun yet.	First come, first served
Allow registrations without an account	Registration without an account, with a confirmed email address	on, off	off	“A confirmed email address is enough. Paid offers require an account.”	both
Registration with access code only	Access code strategy	Strategy, “— No access code —”	no access code	Only someone who has stored a valid code in their profile can register (Settings).	both
Always active	Phase without a time limit	on, off	off	Effect per phase: Always active	both

Dependencies

Phase	Becomes active only when …
Allocation of places	its period is running and every Registration process phase with a lottery that does not begin after it has ended.
Registration process with first come, first served	its period is running and every Allocation of places phase that does not begin after it has ended. A first-come-first-served phase before the lottery phase therefore does not wait for the later allocation.

Action	Effect on phases
Committing on the page Commit registrations	Sets the end of every currently running Allocation of places phase to now. An allocation phase that is not running at that moment stays unchanged.
Send & notify in the allocate view of an offer	Ends no phase.

Messages on saving

Message	Cause
“The end must be after the beginning.”	The start is not before the end.
“Two registration procedures must not overlap.”	2 Registration process phases overlap. A phase with Always active overlaps with every other.
Not saved – “Please check the highlighted periods.”	The end is not after the start, or 2 Registration process phases overlap.