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Collecting passport photos from the families afterwards

For the children's town of the Summer holidays 2027, every participant gets an ID card with a passport photo. Registration is already running, and the offer does not ask for a photo so far. In the end, every participant with a place has a photo in fepli, and you download the photos for the ID cards. You need about 30 minutes, spread over the registration phase and the days after the allocation.

What you need

  • An account with the account type Admin.
  • The offer Children's town of the season “Summer holidays 2027” with 60 places and the registration type Registration via the website. It is published, so only admins can still change it.
  • The season allocates the places by lottery, as in Planning the summer holidays with a lottery.
  • A deadline by which the photos must be available, here 09.07.2027.
  • The app Delivery tracking is switched on. Without it, Track dispatch leads to the outbox, which shows only Sent.

Step 1 – Ask for the passport photo in the registration form

An extra question of the type File applies to all registrations from the moment you save, including the existing ones; their families answer it later through the link to their registration. Leave the question optional. Anyone who registers on a smartphone in the evening without a suitable photo at hand would otherwise abandon the registration over a mandatory field.

  1. Open the offer Children's town.
  2. Switch to the Edit tab.
  3. Open the Registration form page.
  4. Under Extra questions, select Add question.
  5. Enter Passport photo of your child in the field of the new question.
  6. Select File.
  7. Under Allowed files, turn off PDF.
  8. Select Save.

The Preview shows the question without an asterisk and below it “Take a photo or choose a file” with “Images, max. 10 MB”. Families who register from now on upload the photo in the registration form; on a smartphone, they take it directly with Take photo.

Step 2 – After the allocation, check who already has a photo

Only those with a place need an ID card. So wait for the allocation before you write to families; that way you receive no photos from participants who do not take part. Many families have then already uploaded the photo at registration.

  1. In the offer Children's town, switch to the Participant list tab.
  2. Select the filter Allocated.

The column “Passport photo of your child” shows View file or No file for each participant.

Step 3 – Write to the families with a place

The newsletter from the participant list reaches all families with a confirmed place at once. Because Attach registration details is turned on, every email contains the family's registration with the link Manage registration, through which the family uploads the photo without an account. The newsletter does not distinguish who has already uploaded a photo; so state in the text that only families without a photo need to do anything.

Reference · NewsletterMessage
  1. In the participant list, select Email. The newsletter opens with Children's town and the registration status takes part.
  2. As the Email subject, enter Passport photo for the children's town.
  3. As the Email text, enter: We need a passport photo of your child for the ID card in the children's town. If you have not already uploaded it at registration, select “Manage registration” below and upload it by 09.07.2027. On a smartphone you can take the photo there directly.
  4. Select Continue to review.
  5. Check the email and select “Send to {count} recipients”, then, in the confirmation, select Send for good.

Track dispatch shows how the emails are delivered. Through Manage registration, a family opens its registration, uploads the photo under “Consents & details” and selects Save details. The link is valid for 14 days.

Step 4 – Follow up with individual families

After the deadline, the participant list shows which photos are still missing. Send these families the link to their registration individually. The email has a fixed text; if needed, you mention the deadline by phone.

  1. In the row of a participant with No file, select the row menu ⋮ and then Send the link to the family.
  2. In the dialog, select Send link.

The dialog shows Link sent. The family receives the email “Your link to the registration” with the button Open registration; the link is valid for 14 days again.

Step 5 – Download the photos for the ID cards

fepli stores every photo with its registration, and you download it individually for the ID card. If a photo does not look like a passport photo, the family replaces it itself through the link to its registration.

  1. In the row of Alex Beispiel, select View file.
  2. Select Download.

The side panel shows the photo with “File for Alex Beispiel's registration for Children's town”, and your browser downloads the file.

What you have achieved

The children's town now asks for the passport photo with every registration, and the photos of the participants with a place are in fepli. Families without a photo at registration have supplied it through the link to their registration, without registering again.

If your case is different

  • If you need other information later instead of a photo, e.g. the T-shirt size, select Text in step 1. Families add the answer through the same link.
  • If you write to the families before the allocation, additionally select new under Registration status in the newsletter. You then also receive photos from participants who do not get a place.
  • If a family sends the photo another way, e.g. by email, upload it yourself: No file opens the side panel with Add file.
  • If you promised the families to delete the photos after the children's town, delete each photo in the same side panel with Delete file.
  • If organizers create the ID cards, they open the photos in their participant list as soon as the phase Participant lists public is running: Participant list.

Where to go next

← BackRegistering a family without internet accessNext →Collecting the credentials of an offer's trainers