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Collecting the credentials of an offer's trainers

The youth office of Elmsbrück asks everybody who leads an offer of the holiday programme for an extended certificate of conduct and a first-aid course. fepli calls coaches and youth leaders trainers. In the end, the Canoe trip says who leads it, and both credentials of Sam Beispiel are valid. You need about 30 minutes, spread over the weeks before the date.

What you need

  • An account with the account type Admin and the role Super admin. Only super admins switch on apps and set which credentials are asked for.
  • The offer Canoe trip of the Sportverein Elmsbrück in the season “Summer holidays 2027”, taking place on 14.07.2027.
  • Sam Beispiel leads the Canoe trip and has an account with access to the offer. Kim Beispiel has invited Sam for this in the Access tab: Invite a person to a single offer.
  • An appointment at which Sam Beispiel shows you the original certificate of conduct.

Step 1 – Switch on the app

Team and credentials belong to the app Trainers & credentials, which is off from the start. As long as it is off, the tabs Team and Credentials are missing. The app needs no access data, and the credentials stay on the storage of fepli.

  1. Select Settings.
  2. Switch to App-Store.
  3. Select the card Trainers & credentials.
  4. Select Switch on.

The message “Trainers & credentials switched on.” appears, and the card shows Switched on. The settings now have the Credentials tab.

Step 2 – Set which credentials Elmsbrück asks for

Each credential asked for holds for every trainer and becomes a column in the team of every offer. You add the certificate of conduct as an Inspection: you see the original, and fepli stores two dates and no file. You add the first-aid course as a Submission, so that trainers upload the certificate themselves.

Reference · Trainers & credentialsCredentials asked for
  1. In the settings, switch to the Credentials tab.
  2. Select Add credential.
  3. Under Name, enter Extended certificate of conduct.
  4. Under Kind, select Inspection.
  5. Under Valid, months, enter 60.
  6. Select Add.
  7. In the same way, add the credential First-aid course with the kind Submission and 24 months.

A message appears each time you add one, the last being “First-aid course has been added.” The list shows both credentials with their kind and validity: “60 months” and “24 months”.

Step 3 – Enter who leads the Canoe trip

fepli asks for credentials only from people who are in the team of an offer. You pick from those who have access to the offer: the members of the Sportverein and Sam Beispiel, who was invited to the Canoe trip. Entering somebody in the team changes nothing about their access.

Reference · Trainers & credentialsTeam of an offer
  1. Open the offer Canoe trip.
  2. Switch to the Team tab.
  3. Select Add trainer.
  4. Select Sam Beispiel.

The message “Sam Beispiel leads the offer.” appears. The table shows Sam Beispiel with “missing” in both columns and the state “2 missing”. In the head of the offer, Team says “0 of 1 complete”.

Step 4 – Remind Sam Beispiel of the first-aid course

A person uploads a submission themselves, in their account under My credentials. Sam Beispiel does not learn unprompted that something is missing; the reminder sends the email about it. There is no reminder for the certificate of conduct, which Sam shows you at the appointment you agreed on.

  1. In the row of Sam Beispiel, select the cell “missing” under First-aid course.
  2. Select Send reminder.

The message “Sam Beispiel was reminded by email.” appears. Sam Beispiel receives the email “A credential is still missing” with the button My credentials. There, Sam selects Upload at the first-aid course, selects a photo or PDF of the certificate, enters the date under Issued on and selects Submit.

Step 5 – Confirm the certificate that was submitted

An uploaded file counts only once somebody else has confirmed it. In Elmsbrück, the youth office checks the credentials itself. Sam Beispiel entered the date of issue; compare it with the certificate, because fepli counts the 24 months from it.

Reference · Trainers & credentialsSubmission
  1. In the offer Canoe trip, switch to the Team tab.
  2. In the row of Sam Beispiel, select the cell “review”.
  3. Select Open full screen and compare the date on the certificate with Issued on, here 08.05.2027.
  4. Select Confirm.

The message “First-aid course has been entered.” appears. The cell shows “until 05/2029”, and the state of Sam Beispiel reads “1 missing”.

Step 6 – Inspect the certificate of conduct and enter it

Sam Beispiel shows you the original certificate of conduct. fepli records that you saw it and what its date is. Inspected on is already set to today, here 10.06.2027.

Reference · Trainers & credentialsInspection
  1. In the row of Sam Beispiel, select the cell “missing” under Extended certificate of conduct.
  2. Under Certificate of, enter the date of the certificate of conduct, here 20.05.2027.
  3. Select Enter.

The message “Extended certificate of conduct has been entered.” appears. The cell shows “until 05/2032”, the state of Sam Beispiel reads “complete”, and in the head of the offer Team says “1 of 1 complete”.

What you have achieved

Elmsbrück asks everybody who leads an offer for two credentials. Sam Beispiel is in the team of the Canoe trip: Sam uploaded the first-aid certificate personally, and you inspected the certificate of conduct. Both hold on the date of the Canoe trip.

If your case is different

  • If the organizers check the credentials of their trainers themselves, their members enter the team and confirm under Master data in the Credentials tab. Only the members of the profile the credential was submitted at may confirm or send it back: Credentials of an organizer profile. The email “A credential is waiting for your confirmation” goes to them.
  • If somebody leads for several organizers and is to show each credential once, turn on Credentials count for the whole tenant in the app: Behaviour.
  • If the person is missing from the menu Add trainer, they have no access to the offer. Invite them in the Access tab first.
  • If a file is blurred or shows the wrong document, select Send back in the side panel and enter a reason. The person receives it by email and uploads a new file.
  • If a document names its own expiry date, e.g. a Juleica, enter it under Valid until when you confirm.
  • If you want to know which offers of the season still have something open, select the filter Team incomplete in the offer list: Offer list.

Where to go next

← BackCollecting passport photos from the families afterwardsNext →Settling fees with reductions and assumed costs