How a season runs

A season runs in four phases, then the next one begins. For each step you learn what to set up, which emails fepli sends and where to go next in the manual.

01PreparationBefore the season · Team

Create seasonThe season's name and its phases, each with a start and an end.
SettingPhases of the seasonTutorialFirst steps for admins
Choose the registration procedureFor each registration phase, also one after the other: first a lottery, then the remaining places first come, first served.
LotteryCollect registrations, then draw the places.Planning the summer holidays with a lottery →
First come, first servedA place straight away, or a place on the waiting list.Allocating the autumn holidays first come, first served →
Set up paymentThe season's participation fees and online payment.
SettingPayments app per instanceTutorialCollecting participation fees online with pmPayment
Check the email textsTexts for the registration confirmation, admission notice and reminders.
ReferenceNotifications
Invite organizers
EmailInvitation with access to the admin panelTutorialWinning new organizers for a season
Enter offersOrganizers enter their offers and submit them. Families see an offer only once it is published.
ReferenceOffer status
Approve and publishAdmins may publish; organizers only with the permission “Publish offers”. The offers are on the website as long as the phase “Publish offers” runs.
ReferenceWhat organizers may do themselves TutorialEmbedding the holiday programme in the municipality's website

02RegistrationFamilies register

Families register their participantsOn the website, as long as a registration phase runs. You do not have to turn anything on.
ExplanationHow the lottery and first come, first served allocate places
Depending on the procedure
LotteryFamilies set priorities and wait for the allocation.
First come, first servedA place straight away, or the waiting list if the offer is full.
EmailFirst come, first served: registration confirmed, immediately after registering

03AllocationTeam · places are drawn only in the lottery

Draw the placesAfter the lottery phase, draw the places, check the result and change it by hand where needed.
SettingPhase “Allocation of places”How-to guideAllocate places automatically by lottery How-to guideDecide a season's open registrations by hand
Commit the allocation
Email“Your registrations”, to all familiesHow-to guideCommit registrations
Remaining places and waiting listA first-come-first-served phase gives out the remaining places. When a place becomes free, the waiting list moves up.
SettingRegistration phase with first come, first servedEmailMove-up confirmed
Pay feesFamilies pay online or in cash at the office.
EmailReceipt after paymentHow-to guideRecord a cash payment
Make participant lists availableOrganizers see the participant lists of their offers.
SettingPhase “Participant lists public”EmailLink to the participant list, to list recipients

Event period

The offers take place.

04Follow-upAfter the event period

Complete offersOrganizers complete their offers, with a completion form on request.
ReferenceCompletion forms
Erase dataErase personal data as soon as the retention period has expired.
DashboardTile “Erase data”How-to guideErase data that is due
Create new seasonAfter that, everything starts again at phase 01.
TutorialClosing a season

With first come, first served, the draw and the commit do not apply. Periods, numbers and names in the figures are examples.

How the phases of a season fit together is explained in How phases steer a season. All use cases to follow along are under Tutorials.