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Registering a family without internet access

Alex Beispiel's grandfather calls the office: Alex is to take part in the canoe trip of the Summer holidays 2027. The family has no computer and no email address and wants to pay in cash. In the end, Alex is confirmed for the canoe trip and has paid, and the family takes the receipt and the offer page home on paper. You need about 25 minutes, spread over the call and a visit by the family to the office.

What you need

  • An account with the account type Admin and the roles View and create participants and View and create payments.
  • The app Payments turned on: Payments.
  • The canoe trip of the season “Summer holidays 2027” with free places and a participation fee of €12.50. It requires the consent form “Participation in the canoe trip” and asks whether the participant can swim.
  • The consent form “Participation in the canoe trip” as a paper form with the same wording as in fepli.

Step 1 – Check the free places by phone

fepli holds a place for Alex only once the registration is recorded, and that happens at the visit to the office. So tell the grandfather how many places are free at the moment. Arrange a visit at which a parent comes along and signs the consent form.

  1. Select Offers and open the offer Canoe trip.
  2. Switch to the Participant list tab.

The row Takes part now states the free places, e.g. “3 spots free”.

Step 2 – Create Alex as a participant

The website does not help the family: Even with Allow registrations without an account, it needs an email address, and the canoe trip, which has a fee, requires an account. A participant account also requires an email address, so you create Alex without an account. You can then reach the family only by telephone; the number appears later on the organizer's attendance list.

  1. Select Participants.
  2. To avoid a duplicate entry, enter Alex Beispiel in the search field and check the results.
  3. Select Create new.
  4. Under First name, enter Alex, and under Last name, enter Beispiel.
  5. Leave Account empty.
  6. Enter the Date of birth.
  7. Under Phone number, enter the family's number. Leave Email address and Mobile number empty.
  8. Select Save.

The Details page now shows Alex with the note No linked account.

Step 3 – Record the registration at the office

fepli collects an open mandatory consent through a confirmation link, which it sends only by email; without an email address, fepli then does not save the registration. So record the registration only once a parent has signed the paper form. For the same reason, you answer the extra question yourself.

Warning

Select Grant only if the signed form is in front of you. fepli logs your name as the person who recorded it, and only the form proves that the parents agreed. Keep it.

  1. Select Participants.
  2. In the row Alex Beispiel, select the actions menu ⋮ and then Registrations.
  3. Select New registration.
  4. Under Offer, enter Canoe trip and select the offer.
  5. Under Status, select taking part.
  6. Under Consents, select Grant for every form that is signed on the paper form.
  7. Under Additional questions, answer the question with the answer the family gave you.
  8. So that the payment obligation arises immediately, leave Commit turned on.
  9. Leave Notify family turned off.
  10. Select Add & another.

The message “Added” appears, and below it “Alex Beispiel · committed”.

Step 4 – Check the registration

Before the family pays, check that the registration is complete. The consent now carries your name, so that it is traceable later who recorded it on the family's behalf.

  1. Select Offers and open the offer Canoe trip.
  2. Switch to the Participant list tab.
  3. Select Alex Beispiel.

The registration now shows complete at Consents and outstanding at Fee. Under Account it says “No account” with “Entered by {your name}”, and in the Consents section it says “Signed: {your name}”.

Step 5 – Collect the fee in cash

The printed receipt is the family's proof of payment, because without an email address fepli does not send it. Because Alex has no account, fepli saves the billing address with Alex.

  1. Select Payments.
  2. Select Record payment.
  3. Enter Alex Beispiel and, under Participants, select Alex Beispiel.
  4. Under Billing address, enter the name of the person who pays and the family's address. Leave Save to the participant turned on.
  5. Check that the canoe trip is selected under What for.
  6. Under Received, enter the amount the family gives you. Change shows what you give back.
  7. Select Book €12.50 & print receipt.
  8. Print the receipt, which opens in a new tab.

The message “Receipt {number} booked” appears, and below it “€12.50 booked in cash.”

Step 6 – Give the family the documents

fepli does not write to the family, because neither an email address nor a mobile number is stored. So the family learns the date and the meeting point from the printed offer page. If anything changes for the canoe trip, you call the family.

  1. Select Offers and open the offer Canoe trip.
  2. Select View offer page.
  3. Print the offer page, which opens in a new tab.
  4. Give the family the offer page and the receipt.

The family now knows when and where the canoe trip starts, and has written proof of payment.

What you have achieved

Alex is confirmed for the canoe trip without an account and without an email address, and the fee is paid in cash. The consent is recorded on the family's behalf and proven by the signed form. If anything changes, the team reaches the family by telephone.

If your case is different

  • If a relative has an email address, leave the consent at Leave open and select Create & send link. The bar Contact missing · the link goes by email only then asks for the email address; the relative gives the consent through it and confirms it by email: Record a registration by hand. A mobile number alone is not enough for this.
  • If you have scanned or photographed the signed form, upload it under Evidence (scan or photo of the signed form). fepli stores it with every consent given: Viewing a registration.
  • If the signed form arrives only after the registration, record the consent in the registration afterwards: Record a consent on someone's behalf.
  • If the offer requires a file as mandatory information, the family uploads it through the confirmation link. Without an email address for the confirmation link, the registration cannot be saved: Registrations.
  • If the family already has a participant account and can no longer sign in, send them a sign-in link: Send a sign-in link to an account.

Where to go next

← BackResponding when an offer cannot take placeNext →Collecting passport photos from the families afterwards