Letting clubs allocate their own places

In the summer holidays 2027, the team is to have less work with reviewing offers and allocating places. So the clubs publish their offers themselves and decide themselves who gets a place, e.g. participants from their beginners' course of the previous year. At the end the clubs have allocated their places, and every family has received an admission notice. It takes you about an hour, spread over the weeks from the preparation until committing.

What you need

An account of the account type Admin. For step 5 you also need the role Super admin.
The season Summer holidays 2027 with a registration phase with the Lottery from 01.06.2027 to 14.06.2027. How to set up the season is shown in Planning the summer holidays with a lottery.
Clubs with accounts in the admin panel, e.g. Sportverein Elmsbrück with Kim Beispiel's account, kim.beispiel@example.org.
The app Delivery tracking is switched on. Without it, Track dispatch leads to the outbox, which shows only Sent.

Step 1 – Let the clubs publish themselves

Without this setting, the team reviews every submitted offer before it goes on the website. With Publish offers, the clubs approve and publish their offers themselves, and the team gives up this review. The team still receives the notification Offer submitted, so it can look at every offer afterwards.

In the area Seasons, select Summer holidays 2027.
Switch to the tab Edit.
Select the page Organizers.
Under What organizers may do themselves, turn on Publish offers.
Select Save.

The page **Organizers** of the season with **What organizers may do themselves**.

The message “Summer holidays 2027 is saved.” appears, and in the status menu of their offers the clubs now also find Approve and Publish.

Step 2 – Let the clubs allocate places

With Allocate places, the clubs get the tab Allocate on their offers with online registration, where otherwise only the team decides. That suits the lottery, because there every registration stays at new until someone decides on it. The clubs decide by hand and see all registrations; choice priority, compensation for bad luck and preferred postal codes take effect only in the automatic allocation.

On the same page, turn on Allocate places.
Select Save.
Switch to the tab Overview.

At the back the page **Organizers**, in front the **Overview** with the state of the rights.

Under Organizers it now says “allocate themselves: yes · publish themselves: yes”.

Step 3 – Decide when the clubs allocate

The clubs see registrations and the tab Allocate only while the phase Participant lists public is running. If it begins after the registration deadline, the clubs decide on all registrations at the same time and confirm nobody in advance. During the phase Allocation of places, families see “Waiting for allocation” and cannot withdraw.

Switch to the tab Edit and select the page Phases.
If the phase Allocation of places is missing, select set up at it.
At Allocation of places, select the field Period and, in the calendar, 15.06.2027 and 25.06.2027. Select Next month to change the month. Select Done.
If the phase Participant lists public is missing, select set up at it.
At Participant lists public, select the field Period and, in the calendar, 15.06.2027 and 30.09.2027. Select Done. When this phase ends, the clubs no longer see their participant lists.
Select Save.

The page **Phases** with both phases, in front the timeline after saving.

The timeline Timeline now shows both phases directly after the registration phase.

Step 4 – Send the clubs the arrangement

The clubs need a deadline after which you allocate the remaining registrations. If the clubs stay at Collect first in the tab Allocate, you commit everything together at the end, and every family receives a single admission notice. If a club selects Send & notify, a family receives one email per offer, and the website keeps showing “Waiting for allocation” until the end of the allocation phase.

In the area System, select Communication and switch to the tab Compose newsletter.
Under Recipient group, select Organizers, turn on Only with an offer under Filter and then select Summer holidays 2027 under Seasons.
Enter Email subject and Email text. In the text, name the deadline 21.06.2027 and ask the clubs to stay at Collect first.
In the text, also ask for a sentence in each offer's description on how the club allocates the places. The offer page shows only “The organizer decides who gets a spot.” and names no rules.
Select See preview and then “Send to {count} recipients”.
In the confirmation dialog, select Send for good.

The newsletter to the clubs, on the right preview and confirmation dialog. The text is shortened, the number is an example.

After sending, Track dispatch shows the delivery to each club.

Step 5 – View the canoe trip through the eyes of the sports club

When the allocation phase begins on 15.06.2027, you verify whether the clubs see their registrations. Sign in as shows you the admin panel the way Kim Beispiel of Sportverein Elmsbrück sees it. Do not decide anything while doing so, because the club allocates the places.

Select Accounts.
In the search field, enter kim.beispiel@example.org.
In the account's actions menu ⋮, select Sign in as. A banner shows “You are signed in as kim.beispiel@example.org.”
Select Offers and open the offer Canoe trip.
Switch to the tab Allocate. Under To decide are the new registrations, and above the columns the club selects between Collect first and Notify right away.
Switch to the tab Participant list. The tabs All and Waiting list show the new registrations and the waiting list. If the instance does not allow organizers to edit the participant list, these tabs exist only with Allocate places.
To return to your account, select the ✕ in the banner.

At the back the list **Accounts** with the actions menu, in front Kim Beispiel's admin panel with the banner and the tab **Allocate**.

You see your own admin panel again and know that the sports club can allocate.

Step 6 – Draw the remaining registrations after the deadline

After the deadline on 21.06.2027, registrations may still be at new, e.g. at a club that did not allocate. The automatic allocation draws only these registrations; what the clubs decided stays as it is. Start it only after the deadline, because it covers all offers of the season.

In the area Seasons, select Summer holidays 2027.
Switch to the tab Allocate places.
Look at the list Offers. Under Open are the offers whose registrations are still at new, each with “{count} open”.
Select Automatic allocation and, under Registrations without a place, put on the waiting list.

Warning

The automatic allocation cannot be undone. It draws the new registrations of all offers of the season, including those of clubs that still wanted to decide.

Select Start automatic allocation.

The page **Allocate places** with the open offers, in front the dialog **Automatic allocation**. The offers are examples.

The message “Allocation started” appears, and the results then lie in the batch together with the clubs' decisions.

Step 7 – Commit the allocation

Only when you commit do the families learn their result, and the allocation phase ends. Every family receives an admission notice with all decisions, those of the clubs and those from the draw. What the page looks like is shown in Planning the summer holidays with a lottery, step 7.

In the header, select the batch icon.
Look at the list of offers. For each offer, it counts the clubs' decisions and the results of the draw.
Select Commit & send.
In the side panel, select See preview and then Send to {count} families.

The page shows “Batch committed”, and the families receive their admission notices.

What you have achieved

The clubs have published their offers themselves and allocated the places themselves. The team has set the deadline, drawn the remaining registrations and committed everything together. Every family has received an admission notice.

If your case is different

If Organizers is turned off under Settings > Offers > Fields, the season has no page Organizers. The steps of this tutorial do not apply: If Organizers is off.
If the draw is to decide on all places, leave Allocate places turned off: Planning the summer holidays with a lottery.
If only some clubs want to allocate themselves, turn on Allocate places anyway, because the setting applies to all clubs of the season. You draw the registrations of the other offers after the deadline as in step 6.
If the clubs are to confirm a confidentiality declaration beforehand, turn on Request the organizers’ consent on the page Organizers of the season: Seasons.
If you allocate the places first come, first served, fepli confirms every registration immediately, and the clubs are left with only the waiting list: Allocating the autumn holidays first come, first served.