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ManualReferenceRoles and profile

Signing in and profile

Through the sign-in page and the profile, organizers and the team sign in to the admin panel and manage their own access data.

Sign-in page

Location: https://beispiel.fepli.eu/admin/login.

On the left the sign-in page on the first call on a device, in the middle the choice after Continue with email, on the right the password field after With password.

ElementContent
Head, headingLogo of the instance, without a logo of its own the page title (Settings); “No access yet? Register” only if Registration without invitation is on (Settings). Sign in, “For the office and for organizers.”
Email addressAddress of the account
Sign in with a passkeySign-in by fingerprint, face recognition or device PIN, without an address entered.
Continue with emailCan be selected as soon as an address is entered. Leads to “How would you like to sign in?” with Sign-in link by email and With password.
Sign-in link by email“No password needed.” Sends a one-time sign-in link to the address.
With password“If you have set one.” Shows the fields for the password.
Password, Stay signed in on this deviceThe eye in the field Password shows the password.
Forgot?Opens the request for a new password (Password reset).
Sign inSigns in with email address and password. “Send a link instead” switches to Sign-in link by email.

On the left the sign-in page after Sign-in link by email, on the right the page behind the link.

ElementContent
“Check your inbox.”Replaces the form after Sign-in link by email, the same for every address: “If an account with this address exists, we have sent a sign-in link.”
Another addressShows the form again.
Note“No email? Check the address.”
Note for adminsOnly if the installation does not allow admins a sign-in link, so by default: “Admins do not get a sign-in link. They sign in with a passkey or password.”
Confirm sign-inPage behind the link from the email “Your sign-in link for the admin panel”. Sign in completes the sign-in.
RuleContent
First viewThe page first shows Sign in with a passkey and the field for the email address. Anyone who last signed in with a password sees the fields for the password straight away instead.
Who can sign inAccounts with the account type Organizer or Admin. Blocked accounts are turned away. Signing in is also possible with an address that has unsubscribed from emails.
Failed attemptsAfter several failed attempts, signing in is throttled for a few minutes.
MessagesIf signing in fails, the reason stands in red above the form. An account without access to the admin panel, such as a participant account: “We can’t sign you in here. Please try the sign-in form on the homepage.” A passkey that fepli cannot confirm: “Passkey sign-in failed”, “The passkey could not be confirmed. Try again or sign in with your password.” An admin account that has signed in before does not redeem a sign-in link while the installation does not allow sign-in links for admins: “For security reasons, admin accounts can’t sign in with a sign-in link. Please sign in with your passkey or password.”
Sign-in linkfepli creates it when the email is sent. From then on it is valid for 10 minutes and can be used only once. If the email can be sent only 10 minutes after the request or later, it is not sent. Blocked accounts receive no email. Frequent requests are throttled.
Sign-in link for admin accountsNot allowed by default; the operator of the installation can turn it on. Otherwise the email “Sign-in link not available” arrives: “For security reasons there is no sign-in link for admin accounts.” It names Forgot? next to the password field. For anyone who has neither a passkey nor a password, it refers them to a super admin. The block also applies when a link is redeemed: A sign-in link delivered by another route does not open an admin account that has signed in before. The sign-in page then shows the message under Messages. Admins who have never signed in sign in with the link from their invitation. Their first sign-in ends this exception. Password, passkey and organizers’ sign-in links are unaffected.
Sign-in link for organizersAlways allowed, unless the organizer turns it off under Sign-in methods. Then the email “Sign-in link not available” arrives: “This way of signing in is switched off for your account, however.”
Sign-in link for accounts without accessIf the address belongs to an account that cannot sign in to the admin panel, such as a participant account, the email “Sign-in link not available” arrives instead of the link: “You requested a sign-in link for the admin panel. We can’t sign you in there with this account.” It refers to the sign-in form on the homepage. The sign-in page reports the same as for any address.
Sign-in link on the websiteOn the website, only participant accounts receive a sign-in link. Organizers and admins who request a sign-in link there receive the email “Sign in to the admin panel” without a link: “You requested a sign-in link on the website. Your account does not sign in on the website, though, but in the admin panel: {address}” The address leads to the sign-in page of the admin panel. Blocked accounts receive nothing. The website answers the same for every address.
Address without an accountThe email “Help with signing in by email link” goes to the address. It says that there is no account for the address.

Passkey setup after an invitation

Location: the page after Submit registration or Accept with a passkey, if Passkey was selected. Visible to: the new account, signed in.

The page after a failure.

ElementContent
Head“Step 2 of 2”, Set up a passkey, “Your account is created. Now create a passkey for this device.”
Account, OrganisationEmail address of the account and the organizer profile the invitation belongs to
ErrorOnly if no passkey is created, e.g. because the device does not support passkeys: “The passkey was not created. Try again, or sign in later with a sign-in link.”
Set up passkey nowStarts the setup on the device; afterwards the dashboard opens with “Passkey set up, invitation accepted. You are signed in.”
Note“If it does not work, sign in by link and add the passkey later under “Security”.”
Set up laterLeads to the dashboard without a passkey. Signing in then works by sign-in link; the account adds a passkey under Security.

Password reset

Location: Forgot? on the sign-in page.

On the left the request, on the right the confirmation, in front the page behind the link.

ElementContent
Email address, Reset password“Enter your email address.”
ConfirmationThe same for every address: “If there is an account for this address, we have sent a reset link.”, “This link expires in {duration}.” Below it “No email? Check your spam folder or try again.”; the link in it leads back to the request.
New password, Repeat passwordPage behind the link: “Choose a new password.” Under New password “At least 8 characters.” Shorter passwords: “Your password must be at least 8 characters long.” Different entries: “The passwords must match.”
Reset passwordSaves the new password. The link is then used up.
RuleContent
Validityfepli creates the link when the email Reset password is sent. From then on it is valid for 60 minutes and can be used only once. If the email can be sent only 60 minutes after the request or later, it is not sent. Repeated requests are throttled.
Blocked accountsReceive no link.
Accounts without a passwordReceive the email Reset password (account without password) instead of the link. It says that resetting is not possible. If an account has had its password removed by the time of sending, no email is sent.
Address without an accountThe email “Help with resetting the password” goes to the address. It says that there is no account for the address.
Link from the teamThe link from Send password link under Accounts leads to the same page. It replaces open requests (Accounts: Dialogs).
Sign-in method for invitationsRegistration via an invitation and Invitation ask How you sign in: Passkey (“recommended”, preselected; the account gets no password, after that Set up a passkey follows) or Password (at least 8 characters). The new account is then signed in. Registration without an invitation does not ask for a password.

My account

Location: account menu > Personal data or Security. Both belong to My account, which has three tabs: Personal data, Security, Notifications. The gear Settings in the menu of the bell also opens the tab Notifications. As long as the app Trainers & credentials is switched on, the tab My credentials is added (Trainers & credentials: My credentials).

Personal data

“Seen by your team and the organizers you work with.”

FieldMeaning and effect
First name, Last nameAppear in comments, in the history and as contact person.
Email address“You sign in with it. A new address applies once it is confirmed.” The confirmation runs via the link that is sent by email to the new address (New sign-in address). Message: “We sent a link to {email}, valid for 24 hours. Until you open it, the previous address applies.”
“Waiting for confirmation: {email}. Until then the old address applies.”Stands in yellow below the field as long as the confirmation is pending; the field keeps the old address. Withdraw discards the new address: “Change withdrawn.”
Phone number, Mobile numberContact
Language“For the admin panel and emails to you.” Deutsch, English and 17 more. Default: Deutsch
SaveGrey until something changes. Saves all fields of the page. Message: “Your changes have been saved.”
DiscardAppears beside Save as soon as something has changed; loads the saved values.

Security

The page has three sections. An empty section keeps its place: a line stands there instead of the list.

Whoever is signed in as somebody else (Accounts: Sign in as) sees the states but none of the controls: Set up, Manage, Change, Remove, Set, Switch off, Switch on, Add passkey, the wastebasket and the creating and revoking of API tokens. The top shows the warning “You are signed in as somebody else. Only the account holder changes its passkeys, password, sign-in link and API tokens.”

Sign-in methods

“At least one method has to stay.” Three rows show for each method the state and what can be changed about it.

RowStateAction
Passkey“Not set up” or “{count} passkeys stored”Set up or Manage leads to the section Passkeys.
Password“Set” or “No password · sign-in with passkey only”With a password: Change and Remove. Without a password: Set.
Sign-in link by email“In case password and passkey are unavailable.” or “Sign-in only with password or passkey.”Switch off or Switch on. For admin accounts for which the installation allows no sign-in links, “Switched off for admins in this installation.” and off appear.
ActionContent
ChangeOpens the dialog Change password with Current password, New password and Repeat password. For a wrong entry: “The old password is incorrect.” Under New password stands “At least 8 characters.” Different entries: “The passwords must match.” After Change password the dialog closes: “Password changed”, “The new password applies from your next sign-in.”
SetOpens the dialog Set password: “With it you can sign in without a passkey too.” Without Current password. Afterwards: “Password set”
RemoveOnly with at least one passkey; otherwise grey with the hint “Add a passkey first”. The dialog Remove password from account asks: “Afterwards you sign in with your passkey.” After Remove password: “Password removed.”
Switch off, Switch onThe sign-in link can be switched off only if a password or passkey exists; otherwise “Set a password or a passkey first.” appears. Messages: “Sign-in link disabled for your account.”, “Sign-in link re-enabled for your account.”

Passkeys

“Sign in with fingerprint, face or device PIN.”

The section Passkeys, in front the dialog after Add passkey.

ElementContent
Without a passkey“No passkey yet”, “Faster than a password and impossible to guess.” and Add passkey.
ListPer passkey the name and “since {date}”; without a name “Unnamed passkey”.
Trash canOpens the dialog “Remove “{name}”?”: “You can no longer sign in with this passkey. It stays in the device’s password manager until you delete it there.” After Remove passkey: “Passkey removed.” Locked for the last passkey of an account without a password: “Your only passkey. Without a password it cannot be removed.”
Add passkey, Add another passkeyOpens Name passkey.
NameName of the passkey, placeholder “e.g. work laptop”. Optional
Create passkeyAfterwards the device asks for fingerprint, face or PIN.
RuleContent
NumberAny number, e.g. one each on laptop and smartphone.

API tokens

“For scripts and integrations. They act with your permissions.” Docs leads to fepli developers.

The section API tokens, in front the dialog after Create token.

ElementContent
Without a token“No tokens.” and Create token.
ListPer token the label (without one: “Unnamed”), the beginning of the token and “created {date}”, then Read or Read and write, then “until {date}”, “unlimited” or after expiry Expired.
Trash canThe dialog Revoke API token asks: “Integrations using the token lose access immediately.” After Revoke the token is deleted: “API token revoked.”
Create tokenOpens the dialog Create API token.
LabelName of the token, placeholder “e.g. Zapier, support agent, reporting”. Optional
AccessRead (“Fetch data, change nothing.”) or Read and write (“Create, change and delete as well.”). Default: Read
Valid untilLast day on which the token is valid. “Empty: unlimited.” Default: empty
Create API token in the dialogCreates the token and shows it under “Token created” with label, access and validity. Copy puts it on the clipboard. “Visible only now.” Done closes the dialog; the token then stands in the list.
RuleContent
Service accountsFor systems without a personal account; super admins manage them under Settings > Integrations.

Notifications

“Everything appears under the bell. By email only what you switch on here.” Every change applies at once: “Saved.”

RowWhenWho
Mentions“Someone writes @your name in a comment.”Admins
Replies to your commentsSomeone from the team replies in a conversation you take part in.Admins
Replies from familiesA reply arrives by email in a conversation.Admins who take part in the conversation; without participants, all admins
Batch waiting“Changed registrations have not been committed yet.” Once a week as long as the batch is not empty.Admins
Data subject request deadlines“Seven days and one day before they are due.”Whoever the request is assigned to, otherwise all super admins. Only super admins see the row.
Evidence submitted“A family states a reduction or uploads its evidence.” Once per submission; new evidence for a reduction that is already waiting reports nothing again. Entries by the team trigger nothing. Under the bell, “Evidence submitted” with “Waiting to be confirmed.” and a link to the participant's page (Participants: Evidence and status).Admins with the role View and create participants in the participant's tenant. They see the row only while a reduction has Families state it themselves turned on.
ColumnValuesDefault
BellOn or off: whether the notification appears under the bell. For Mentions fixed on: “Always appears under the bell.”on
EmailOff, At once (one email per event) or Daily (in the summary)Mentions, Replies to your comments and Replies from families: At once. Batch waiting: Off. Data subject request deadlines: Daily. Evidence submitted: Off
FieldMeaning
“To {email}”The address from Personal data.
Daily summary at7:00, 12:00 or 17:00, in the time zone of the instance (Settings). Default: 7:00. The summary contains what has accumulated up to this time and arrives only if something is pending. Below it says how many rows are set to Daily.

Organizers have the bell with content of its own (Understanding the interface: Top bar). Their page says “What we tell you about by email.” and has one row that controls only the email.

RowWhenValues
Replies to your messages“Someone replies in a conversation you take part in.”Off or At once. Under the bell the notification always appears and never waits for a daily summary.
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