Rules of registration on the website

The registration rules determine when families can register for an offer on the website and withdraw again.

Background: How the lottery and first come, first served allocate places.

The registration procedures

How families register

Registration on the website takes four steps. Select a procedure and go through the steps; the figure shows what the family sees.

Whoever registers first gets the place. The family sees immediately whether it has a place or is on the waiting list.

The confirmation comes laterIn the lottery, the registration is a wish at first. The confirmation comes when the team commits the results.

Priorities countFamilies put their registrations in an order. The lottery prefers the first wish to later wishes.

The time does not countUntil the end of the lottery phase it does not matter when a family registers. In first come, first served it decides.

Team and organizers determine which additional questions and consents appear. Names and offers are examples.

Notes on the offer's page

Place: offer's page on the website, section Register for the offer.

beispiel.fepli.eu/…

Spots are raffledDrawn after the registration deadline · better chances go to those who give the offer a high priority, register for few offers or miss out elsewhere.Spots go first to participants from preferred postcodes – the address in your account is one of them.63%Average chance

The lottery is currently running. You will only get a confirmation of the registration after the deadline.

Alex11 years

Noahis already registered — Waiting for allocation🙏 😌

LinaLina Beispiel cannot take part – the age does not fit (7 yrs, min. 8 yrs, max. 12 yrs)

Registration for Alex

CancelEverything filled inApply for the draw

The canoe trip during the lottery, for an account with three participants.

Element	Content
Note	The situation of the registration (Situations). In the lottery Spots are raffled: “Drawn after the registration deadline · better chances go to those who give the offer a high priority, register for few offers or miss out elsewhere.” With Preferred postal codes additionally “Spots go first to participants from preferred postcodes.” If the family is signed in with their account, “– the address in your account is one of them” or “– the address in your account is not one of them” stands before the full stop. As in the lottery, the first address of the account is decisive, the same for every participant of the account. Without a postal code, nobody is one of them.
Average chance	Only in the lottery: “{percent}%”, the share of places in the registrations including one's own; without Maximum places 100 %. Green from 70 %, orange from 40 %, otherwise red. With Preferred postal codes separately: local residents share the places, all others the remaining ones; whoever is not signed in with an account then sees no chance. Missing if the season allows Allocate places.
Procedure	Only for families with participants in the account. Lottery: “The lottery is currently running. You will only get a confirmation of the registration after the deadline.” First come, first served: “You will get a confirmation or a place on the waiting list right away.” With Allocate places: “The organizer decides who gets a spot. You will only get a confirmation once it is decided.”
Participants	Every participant of the account with their age. If they are already registered: “is already registered —” with the badge of their status (Registration status). If a check excludes them, the message stands there and they cannot be selected (Checks on registration). Selecting a participant opens the form “Registration for {name}” below.
Button	Lottery: Apply for the draw; with Allocate places: Apply for a spot; first come, first served: Register bindingly. Before it “Everything filled in” or “Missing details for {name}”

Situations

Situation	Note
Lottery is running	Spots are raffled with the average chance
Lottery is running, the season has Allocate places	The organizer allocates the spots – “The organizer decides who gets a spot. The result comes by email once it is decided.” The page shows no chance.
First come, first served is running	“{count} spots left” – “You will receive an immediate confirmation — first come, first served.” On the right a bar with “{free} / {total} left”. Without Maximum places: “Spots available”. With at most 2 free places: “Be quick — the spots are almost gone.” Without free places: “No spots left” – “You will receive a spot on the waiting list and move up when others cancel.”
First come, first served, offer and waiting list full	“The offer is overbooked.”; without a waiting list “The offer is fully booked.” Only for families without a registration for the offer
Registration phase starts later	“Registration has not started yet.”
Allocation is running	“The places are being allocated right now.”
Offer not published, e.g. a draft via the private link	“Registration is not open yet.” – “This offer has not been published yet. Once it is published, you can register here.”
Offer over	“This offer is in the past.”
No registration phase	“No registrations are possible at the moment.”
Registration deadline over	“The registration deadline has passed.”
Without registration	“No online registration — just come along.”
Registration with the organizers	Note instead of the registration button of the offer

Checks on registration

Before the form, the website checks the offer and the account:

Check	Rule	Message to the family
Mandatory consents	The account has decided on the mandatory consents.	“Before your first registration, we need your decision on these points.”
Published	The offer has the status Published and is not cancelled; the Visibility plays no part.	Note on the offer's page
Date	The offer is not over.	Note on the offer's page
Online registration	The offer uses online registration.	Note on the offer's page
Registration deadline	The registration deadline is not over.	Note on the offer's page
Running phase	A registration phase is running.	Note on the offer's page
Free places and waiting list	In first come, first served, the offer has free places or room on the waiting list.	Note on the offer's page
Postal address	Only with Postal address required	“Please complete your mailing address in your profile.”
Account	Without an account, registration is possible only for free offers, and only while the registration phase uses Allow registrations without an account.	If the browser remembers participants from an earlier registration without an account: “This offer is subject to a fee and therefore requires an account.” or “You need an account to register for this offer.”, with Create an account later. Participants without a registration for this offer are marked with “Registration with an account only” and cannot be selected; an existing registration can still be viewed and withdrawn.

After that, it checks every participant in this order:

Check	Rule	Message to the family
Open email confirmation	Only for participants without an account	“Please first confirm the email that was sent to {email}.”
Access code	The phase requires a code, the participant has no valid one	“This offer requires an access code. Enter the access code in your profile.”
Age	Age at the first date, limits extended by the Age tolerance; offers without a date are not checked	“{name} cannot take part – the age does not fit ({age} yrs, min. {x} yrs, max. {y} yrs)”
Overlap	Existing registration at the same time; dates of several days and registrations with withdrawn, rejected or no place do not count	“{name} is already registered for {offer} (the times overlap).”
Registration limit	Lottery; Maximum registrations per participant reached; does not apply with Allow more registrations or if the field is empty	“You cannot register {name} because no more than {count} registrations are possible in this registration phase.”
Daily limit	First come, first served; Maximum registrations per day reached; does not apply if the field is empty	“… because no more than {count} registrations per day are possible.”
Double registration	Already registered	“is already registered”

The checks apply only to registration on the website; the team registers participants at any time via New registration, also after the registration deadline (Registrations).

Entering an access code

Rule	Content
Field	“Access code for {season}” per participant, as long as a registration phase with Registration with access code only is running (Phases). Every season checks its own codes.
Valid	The code is in the strategy of the phase, with the same upper and lower case, and its Usage limit has not been reached (Settings).
Invalid	“This access code is not valid or has already been redeemed.”
Too many attempts	After several wrong codes, the website checks no code for the time being: “Too many invalid access codes. Please try again in an hour.” Correct codes do not count towards this.

First come, first served

Rule	Content
Without Maximum places	Every registration is confirmed immediately.
Places taken	Confirmed registrations and registrations on the waiting list count together. New registrations do not overtake the waiting list.
Place free	takes part; email Registration confirmation with a calendar file
Offer full	on waiting list, until Waiting list overbooking is reached; no email of its own
Waiting list full or 0	no place

Moving up

When a place becomes free, fepli checks whether the next person on the waiting list receives it automatically. The switch Waiting list moves up automatically in the settings of the season applies to all cases (Seasons).

When the waiting list moves up

Situation	Moving up
Waiting list moves up automatically is off	never automatically
A first come, first served phase is running	immediately
A first come, first served phase starts	fepli fills free places from the waiting list, at the latest one hour after the start
A lottery phase is running	never
The phase Allocation of places is running	never
Between registration phases: a lottery phase or first come, first served phase is still to come	never; the place stays free until the next phase decides on it
A first come, first served phase has started but waits for the end of the allocation	never
After the last registration phase	immediately, if every registration for the offer is decided: none stands on new, none is in the batch
The allocation ends, no registration phase is still to come	fepli fills free places from the waiting list, at the latest one hour afterwards. Commit ends the allocation.
The first date has started	never
The offer has no date	never
The offer is cancelled	never
The participant has Processing restricted	does not move up and keeps their place on the waiting list

The same rules apply to organizers with Allocate places. Their open registrations and their batch hold up moving up in the same way.

Depending on the structure of the season

Registration phases of the season	Moving up
Only a first come, first served phase	Immediately during the phase. After its end immediately, until the first date starts.
Only a lottery phase	Never during the lottery phase and the allocation. After committing immediately, until the first date starts. fepli fills places that became free before with the end of the allocation.
Lottery phase, then first come, first served phase	Never during the lottery phase and the allocation. Never between allocation and first come, first served phase. With the start of the first come, first served phase, fepli fills free places from the waiting list; after that immediately, until the first date starts.
First come, first served phase before the lottery phase	Immediately during the first come, first served phase. After that never, until the lottery phase and its allocation are over and committed; then immediately.
Any, switch off	never automatically; the team allocates places that have become free by hand

Triggers

Event	Checks moving up
The family withdraws on the website	yes
Withdraw by the team (Registrations)	yes
Registration changes to no place	yes
Registration or account is deleted	yes
Transfer with Let the waiting list move up (Transferring participants)	yes, in the offer that the participants leave
Transfer without Let the waiting list move up	no
Reversal of a receipt with withdrawal	yes
New registration for the offer	yes
Start of a first come, first served phase, end of the allocation	yes, for all offers of the season with free places and a waiting list
Reject or Withdraw in the side panel Change participation status	no
Dragging in the allocation view	no

If a place becomes free while nobody may move up, it stays free until the next trigger.

Order and email

Rule	Content
Order	Order of the waiting list; can be changed by dragging in the allocation view
Email	“Moved up from the waiting list to the participant list” (notification Move-up confirmed)
Payment obligation	For an offer with a fee, it arises on moving up.

Moving up by hand

Way	Effect
Increase number of places with Move up automatically (Allocation and committing)	Fills the places from the waiting list, regardless of phase and switch. Not for cancelled offers and not after the start of the first date.
Query Fill up from the waiting list? after saving with a higher number of places, Fill up participant list	Fills the new places from the waiting list, regardless of phase and switch. Not for cancelled offers and not after the start of the first date.
Allocation view: drag a card from Waiting list to Allocated	Confirmation for this person (Change an offer's allocation by hand)

Lottery

Place of the family: the overview Registrations on the website.

beispiel.fepli.eu/…

Registrations

UpcomingPastWithdrawn

EventParticipantRegistrationPriority

Canoe trip

Alexonly together with: MiaWaiting for allocation🙏 😌Average chance 63%Change priorityViewWithdraw

The canoe trip with the greatest priority, drawn together with Mia Muster.

Rule	Content
Status	Every registration stays on new; the family sees Waiting for allocation with 🙏 😌 (Registration status).
Chance	“Average chance {percent}%”, orange below 100 %; share of places in the registrations. With Preferred postal codes separately: local residents share the places, all others the remaining ones. Does not apply if the season allows Allocate places.
Priority	Only if the registration phase limits Maximum registrations per participant. Every registration receives a wish priority (1 = greatest wish); the greatest has all stars. Families change it with Change priority as long as the registration waits. The form on the offer's page only displays it: “Priority of registration:” – “You can re-prioritize the registration on the registration overview.”
Withdraw	Deletes the registration (“The registration has been deleted”); the priorities of the others move up. Missing as long as the registration is in a batch or the allocation is running (Withdrawal by families).
Allocation	By the team, with Allocate places also by the organizers (Allocation and committing)

Friend code

Only if Registering with a friend is turned on (Settings). Place: the form “Registration for {name}” on the offer's page, section Draw together.

beispiel.fepli.eu/…

Registration for Alex

Draw togetherDraw only

In a draw group, everyone is drawn together — either all get a spot or nobody does.

We would like to visit the event only together with someone else. This can reduce your chance of acceptance.

Only together with: NoahUse friend code:K7QM-4TZPOnly together with: MiaShare friend code

Element	Content
Tick	“We would like to visit the event only together with someone else.” – “This can reduce your chance of acceptance.” All participants of a draw group receive places in the lottery only together: all or none. Shows the 3 ways below.
Only together with	For participants of the same account, individually or, if they already have a code, as a group (“Noah and Lina”). Codes of other accounts apply only via Use friend code.
Use friend code	The other family enters the code when registering for the same offer; placeholder “XXXX-XXXX”. A valid code shows “Only together with: {first name}” for every participant who already belongs to it; without a code “You get the code from the person you want to be drawn together with.”
Share friend code	Shows one's own code, eight characters, per offer and participant: “Pass this code on. Whoever enters it with their own application will be drawn together with your registration.” In the overview Registrations it stands as “Share friend code: {code}”, as soon as someone belongs to it, “only together with: {names}”.

Rule	Content
Size	At most 4 participants per code, for an offer with fewer places at most as many as places. If the group is full: “The friend code "{code}" already has {count} participants. No more can draw together.”
Access code	The friend code is not an access code (Glossary).

Registration without an account

Only if the registration phase uses Allow registrations without an account.

Rule	Content
Fee	Offers with a fee always require an account.
Registration	The family fills in the form and receives the email “Please confirm your registration” with a link that is valid for 14 days. The status is email confirmation pending; the registration takes up no place.
Confirmation	As soon as the family opens the link, the procedure of the phase applies. Invalid link: “Link invalid or expired”.
Being of age	Question “Are you of age and allowed to give the consents yourself?”. With “No”: status consents outstanding. After the confirmation, the page of the registration shows the box “Forward to the legal representative” with a link that is valid for 14 days (Registrations).
Withdrawing	Via the link to the registration; confirmed with “Please confirm your withdrawal” (valid for 24 hours). This withdrawal sets the status withdrawn and never deletes the registration, not even in the lottery.

Withdrawal by families

Rule	Content
Team	Admins can withdraw at any time.
Start and cancellation	After the start of the first date and for cancelled offers, families cannot withdraw themselves.
Allocation	During a phase Allocation of places and as long as a registration is in a batch, Withdraw is missing.
Immediate cancellation	Up to 30 minutes after the confirmation, withdrawing is free of charge and possible despite the blocks. Without a confirmation, the time of the registration counts.
Free of charge until before the start	Period, counted backwards from the first date. Whoever withdraws earlier pays nothing; with a later withdrawal the payment obligation remains. If the field is empty, every withdrawal is free of charge.
Not at all after the period	After the period, withdrawing is no longer possible.
Not after the registration deadline	After the registration deadline of the offer, withdrawing is no longer possible. Message: “Withdrawal period ended. Please contact the organizer.”
Note on a paid registration	If the family has paid, the withdrawal page shows the text of Note on withdrawing within the period or, after the period, of Note on withdrawing after the period. If the field is empty, no note appears.
Email	If the family withdraws themselves, fepli sends no email.

The periods are under Settings > Registration > Participants > Withdrawal (Settings).