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Closing a season

The summer holidays 2027 in Elmsbrück are over. With a completion form you collect the organizers' feedback, evaluate it and create the cash report. Then you compare the season with the previous year, archive it and erase data that is due. It takes you about two hours, spread over the three weeks after the holidays end.

What you need

  • An account of the account type Admin and the role View and create payments. For step 9 you need an account as a super admin.
  • The season “Summer holidays 2027” whose Event period is over, and the season “Summer holidays 2026” for comparison.
  • The app Payments is turned on for your instance.
  • Data that is due is flagged for erasure, not erased automatically. That is the factory setting (Set the retention period).

Step 1 – Create a completion form

This year, for the first time, Elmsbrück uses a completion form to ask the organizers how their offer went. The question of the type Attendance sets every participant with a place to “took part” or “did not show up”. Only then does the statistics show who was there.

  1. In the sidebar, under Seasons, select Summer holidays 2027, switch to the tab Edit and then to Payment & completion. In the section Completion forms, select Manage forms.
  2. Select New form.
  3. Under Name of the form, enter Organizer feedback.
  4. Select Add question and then Attendance.
  5. Under Question, enter Who was there?.
  6. Select Add question and then Rating.
  7. Under Question, enter How satisfied are you with the team's organisation? and turn on Required question.
  8. Select Save.

The form with both questions and the open menu Add question.

The preview shows the form the way organizers see it when they complete an offer. Because Can be skipped is off, Skip is missing there, and every offer needs feedback.

Step 2 – Assign the form to the season

The season determines which form organizers see, separately for offers with and without online registration. The same form suits both, because the question Attendance is dropped for offers without online registration. The form applies to every offer that is not yet completed.

  1. In the sidebar, under Seasons, select Summer holidays 2027.
  2. Switch to the tab Edit.
  3. Switch to Payment & completion.
  4. In the section Completion forms, in the row 1 · Organizers, under With online registration select Organizer feedback.
  5. In the same row, under Without registration, also select Organizer feedback.
  6. Make sure that Organizers only is selected under Remind to complete.
  7. Select Save.

The page Payment & completion of the season with the section Completion forms.

The message “Summer holidays 2027 is saved.” appears. On the next daily run, the organizers of every past offer that is not cancelled receive the notification Event has taken place once, with a link to the form, if the last date is at most 30 days ago.

Step 3 – Remind about open completions

fepli sends the automatic reminder only once per offer and only if the last date is at most 30 days ago. Offers from July are therefore not covered. Two weeks after the holidays end, you see in the evaluation which offers are still open and remind their organizers yourself.

  1. Open the completion forms as in step 1 via Payment & completion > Manage forms.
  2. Switch to the tab Evaluation.
  3. At the top, select the form Organizer feedback and the season Summer holidays 2027.
  4. Next to Open, select remind.
  5. In the dialog, select “Send {count} reminders”.

The tab Evaluation with the dialog for reminding. The numbers are examples.

The message “{count} reminders sent.” appears, and the organizers of all open offers receive the email, including those from July.

Step 4 – Enter feedback on someone's behalf

Sportverein Elmsbrück gives its feedback on the canoe trip by phone. So that the canoe trip is also completed and its attendance counts, you enter the answers yourself. fepli notes them as “on behalf”.

  1. In the Evaluation, select the view Individual answers.
  2. In the canoe trip's row, select the name of the offer. The area says “The organizers' feedback is still missing.”
  3. Select Fill in yourself.
  4. For each participant who was not there according to the club, select absent. present is preselected.
  5. At the rating question, select the value the club names, e.g. 4.
  6. Select Complete.

On the left the Individual answers and below them the canoe trip before Fill in yourself, on the right the form you fill in on someone's behalf.

The area shows “Offer completed”, and in the Individual answers the canoe trip shows your name with the addition “on behalf”.

Step 5 – Evaluate the completion forms

The summary shows the result for each question across all offers of the season. For the annual report you need the answers for each offer, so you also export them as a CSV file.

  1. In the Evaluation, select the view Summary.
  2. Read Filled, Attendance and, for the rating question, the average.
  3. Select Export as CSV.

The Summary after the last completion. The values are examples.

The CSV file contains one row per offer with the organizers, the status, the name of the person who filled it in and all answers.

Step 6 – Create the cash report

The cash report sums up the paid receipts of a period by payment method, reversals included. Open fees and refunds that are due are missing from it, so settle them beforehand. The report counts by receipt date, so you select May to September: registration for the autumn holidays only begins in October in Elmsbrück.

  1. Select Payments.
  2. Read the key figures Open and Refund due. For the summer holidays 2027 nothing is outstanding any more.
  3. Switch to the view Receipts.
  4. Above the list, select Show filters and open the Period field. In the calendar, select 01.05.2027 and 30.09.2027, paging with Previous month and Next month if needed.
  5. In the menu Export, select the entry Cash report.

The page Payments in the view Receipts, on the right the filter.

The entry shows “creating · {seconds} s”, then your browser downloads the file. If that takes longer than 2 seconds, the message “Cash report is ready.” offers Download. The PDF file names the total and the number of receipts at the top, next to it the reporting period. Below that it shows the number of receipts, the share and the total for each payment method.

Step 7 – Compare with the previous year

The comparison shows whether the season reached more participants and how full the offers were. Archived seasons remain selectable for the comparison, in the season switcher under Archived.

  1. In the area Seasons, select the season Summer holidays 2027.
  2. Switch to the tab Statistics.
  3. Select Choose comparison… and then, under Comparable seasons, Summer holidays 2026.

The Statistics with the tiles after the selection and the list Comparable seasons. The values are examples.

The tiles Participants, Registrations, Offers, Utilization and Active organizers now show the change with the addition “vs. Summer holidays 2026”. In the Status funnel, Participated counts those who were there according to the completion forms.

Step 8 – Archive the season

Organizers no longer see an archived season in the switcher and the filters, and fepli no longer reminds anyone to complete offers. So archive the season only when all offers are completed and all fees are settled. Offers, registrations and payments are kept, and archiving can be undone.

  1. In the area Seasons, select the season Summer holidays 2027.
  2. Select Edit.
  3. On the page General, under End season, select Archive.
  4. In the dialog, turn on the checkbox “I understand that organizers will no longer see the season.”
  5. Select Archive.

The section End season on the page General, in front the dialog for confirming.

Under End season there is now Restore, and in the list Seasons the season is in the tab Archived.

Step 9 – Erase data that is due

The data of the summer holidays 2027 is not due yet: the retention period runs from the end of the last season a participant was registered for. The erasure run at the end of a season therefore affects participants who have not been registered for years. Their registrations are kept pseudonymised, so that the statistics and the receipts subject to retention stay correct.

  1. In the area System, select Compliance.
  2. Switch to the tab Retention.
  3. At Participants past the retention period, select Show list.
  4. In the list, read the column Last season. Summer holidays 2027 appears for nobody there.

Warning

Erasure cannot be undone.

  1. Select Erase records …, turn on the checkbox and select “Erase {count} people”.
  2. At Accounts without participants, select Erase records … and then “Erase {count} accounts”.

The tab Retention, below it an excerpt of the displayed list and the confirmation for the first run. Names and numbers are examples.

The message “{count} records erased.” appears, and the tab Log records every run.

What you have achieved

All offers of the summer holidays 2027 are completed, and the organizers' feedback has been evaluated. The cash report and the comparison with the previous year are created, the season is archived, and data that is due is erased.

If your case is different

  • If the team is to answer its own questions after the organizers, create a second form and select Team under Who fills it. Assign it in the season in the row 2 · Team. The team then finds it on every completed offer under More actions (⋮) > Follow up. So that fepli also reminds the team by email, select Organizers and team under Remind to complete.
  • If you assign the form before the holidays, fepli reminds each organizer on the first daily run after their last date, including in July: Completion forms: Reminders.
  • If fepli is to erase data that is due itself every night, enter a period under Deletion periods and select Notice by email, then erase automatically at When the period is over. Under Retention, select Automatic in each row: Set the retention period.
  • If a family demands the erasure of its data before the period ends: Handle an erasure request.

Where to go next

← BackPlanning holiday care with season questions and a lunchNext →Winning new organizers for a season