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Submit your first offer

As an organizer, you take your first offer far enough for the team to review it. You create it, check it in the proof, and submit it. At the end your offer has the status Submitted. You need about 30 minutes.

What you need

  • An account in the admin panel that is assigned to your organizer profile, e.g. through an invitation from the team. You do not need a password.
  • The address of your instance's admin panel, e.g. https://beispiel.fepli.eu/admin.
  • A season whose editing phase is running right now. The team tells you the period.
  • The key details of your offer: title, a short description, date and time, meeting point, age limits, number of places, and a photo you hold the rights to.

Step 1 – Sign in

You sign in with a link that fepli sends to your email address; you do not need a password. If you already set up a passkey with the invitation, select Sign in with a passkey instead and skip step 2.

  1. Open the address of the admin panel.
  2. Enter your email address and select Continue with email.
  3. Select Sign-in link by email.
  4. Open the email “Your sign-in link for the admin panel” and select the link in it. It is valid for 10 minutes.
  5. If the page stays on Confirm sign-in, select Sign in.

The sign-in page, the option Sign-in link by email, the email with the sign-in link, and the page Confirm sign-in, which normally submits itself.

You now see the dashboard with a greeting such as “Good afternoon, {first name}” and, on the left in the sidebar, the entries Offers, Master data, and Files.

Step 2 – Set up a passkey

With a passkey you sign in from now on by fingerprint, face, or device PIN, without a password and without a detour through email. It is more secure than a password because the secret key never leaves your device: Why fepli recommends passkeys. If your device does not support passkeys, keep signing in with a sign-in link.

  1. At the bottom of the sidebar, select your name and then Security.
  2. In the section Passkeys, select Add passkey.
  3. Under Name, enter Work laptop and select Create passkey.
  4. Confirm on your device with fingerprint, face, or PIN.

The user menu, the page Security, and the dialog for the name. The confirmation on the device looks different depending on the system.

The passkey now appears in the list with “Added on {date}”. Next time, select Sign in with a passkey on the sign-in page.

Step 3 – Create a blank offer

  1. Select Offers.
  2. Select New offer.
  3. Select Start blank.

Organizers see Offers, Master data, and Files in the sidebar. For your first offer, the other two ways are greyed out because there is neither an earlier season nor an offer of your own to copy.

You now see the form of the new offer with the pages Content, Dates & places, Registration, Registration form, Consents, and Media & downloads. Only Content is usable yet; the other pages can be opened only after the first save.

Step 4 – Describe the content

  1. In the section General, under Season, select the season you are creating the offer for, e.g. Summer holidays 2027.
  2. Enter a Title, e.g. Canoe trip.
  3. In the section Description, under Text, enter 2 to 3 paragraphs about the offer.
  4. In the section Conditions, enter Age from, Age to, and the Participation fee. For a free offer, leave Participation fee empty.
  5. Select Save.
  6. In the section Contact & information, check the contact person. Name, email address, and phone number of your organizer profile are filled in; they appear publicly on the offer page. If you change anything, select Save again.

The page Content before the first save, in front of it Contact & information after saving.

After the first save, the message “Your changes have been saved.” appears, and the page Content of your new offer opens. The header of the offer shows the Status Draft, below it the tabs, and all pages of the form are usable. A draft is not public yet.

Step 5 – Enter the date and meeting point

  1. Open the page Dates & places.
  2. In the section Dates, select the row Choose date and time.
  3. In the calendar, select a day and enter 9 as Start. Move to End with Enter, enter 12 and select Done.
  4. In the section Meeting point, enter the address in the search field above the map.
  5. Select the address from the suggestions. fepli places the marker and enters the address under Address.
  6. Select Save.

The address comes from the map's search field and then appears under Address.

The map now shows a marker at the meeting point, and the header of the offer shows your date under Date.

Step 6 – Set up the registration

  1. Open the page Registration.
  2. Under Registration type, select Registration via the website.
  3. Under Places, enter the number of places at Maximum places.
  4. Select Save.

The offer is now set up for registration via the website. As soon as it is published and a registration phase is running, families register, and fepli keeps the participant list for you.

Step 7 – Add a photo

  1. Open the page Media & downloads.
  2. Under Pictures, select Upload.
  3. Open your photo. JPG, PNG, and WebP up to 6 MB are possible.
  4. Enter the Image description, e.g. Two children paddling a canoe across the lake. The image description is read aloud to people who cannot see the picture.
  5. Under Credit, enter the photographer's name.
  6. Select Save.

The photo now appears as the Cover picture. Later it appears in the offer list on the website and in the programme booklet.

Step 8 – Check the proof

  1. Switch to the tab Proof.
  2. On the left, read the Proof check. It shows what is still missing, and each item leads to the matching field.
  3. If the proof check reports an error, select the link under the item, e.g. Open dates. Enter the missing information and select Save. Then switch back to the tab Proof.
  4. In the right column, select the view Website.

An example with an error and a note. The link under an item leads to the field.

The proof check now reports no error, and the preview shows your offer the way families will see it on the website. A note such as Date outside the event period means that your date does not fall within the season's period.

Step 9 – Submit the offer

  1. In the header, next to Status, select change.
  2. Select Submit.

The header now shows the status Submitted, and the team has received a notification with a link to your proof. In the offer list, the offer appears under Submitted with “With the office”. As long as the team has not approved the offer and the editing phase is running, you can keep editing it.

What you have achieved

You have created a complete offer with date, meeting point, registration, and photo, checked it in the proof, and submitted it. The team now reviews it, approves it, and publishes it; questions appear as a comment on the offer.

Where to go next

← BackWhat is fepli?Next →First steps for admins