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Offering an offer with requirements

For the Sportverein Elmsbrück's canoe trip, participants must be able to swim and be at least ten years old, and the parents must consent to the participation. A packing list is to be available to families before they register. In the end fepli asks for these requirements at registration, and the canoe trip is submitted. You need about 30 minutes.

What you need

  • An account of the account type Organizer that is assigned to the organizer profile “Sportverein Elmsbrück”.
  • The editing phase of the season “Summer holidays 2027” is running.
  • The offer Canoe trip in the status Draft, with a date and the registration type Registration via the website. Without registration via the website, the offer has no registration form.
  • The text of the consent form as agreed in the club, plus the revocation notice and privacy notices.
  • The packing list as a PDF of at most 6 MB, named e.g. Packing list canoe trip.pdf.

The team decides which fields an offer has. If the page Registration form, the page Consents, or the section Downloads is missing, ask the team.

Step 1 – Enter the minimum age

fepli checks the minimum age itself. When families create a participant, they enter the date of birth, and the website admits only participants who are old enough on the first date. An Age tolerance that the team sets widens the limit.

  1. Select Offers, and in the row Canoe trip select the actions menu ⋮ and then Edit.
  2. On the page Content, in the section Conditions, enter 10 at Age from.
  3. Select Save.

Age from now shows “10 years”. As soon as the offer is published, the website shows “from 10 years”.

Step 2 – Do not pass on the date of birth

If Ask for date of birth is turned on, you as the organizer receive the date of birth: it then appears in the participant list and in the export, and families see a note about it before registering. You do not need it for the canoe trip, because the participant list shows the age on the first date. Ask only for what you need to run the offer.

  1. Open the page Registration form.
  2. If Ask for date of birth is turned on under Standard details, turn it off.

The Preview on the right shows no field “Date of birth” under “Participant”. The help text under Ask for date of birth confirms: “The age limit is checked without it too.”

Step 3 – Ask about swimming

You need to know before the trip whether a participant can swim. An extra question with yes or no is enough for that; an uploaded swimming badge would be more than you need for the trip. The answer does not hold up a registration, and you clarify a “No” with the family yourself.

  1. Under Extra questions, select Add question.
  2. In the field of the new question, enter Can your child swim for 15 minutes without help?
  3. Select Yes/No.
  4. Turn on Required.
  5. Select Save.

The Preview shows the question with a red asterisk and the answers “Yes” and “No”; later, the answers appear in the participant list in a column with the wording of the question.

The parents' consent must be provable, and an extra question does not achieve that. A consent form with the decision Required allows participation only with consent, and fepli records who consented and when. You do not need an additional consent sheet as a PDF to print.

ExplanationMandatory, opt-in or yes/no?

Warning

As soon as the first family has consented, the text of the declaration is locked. If you change it afterwards, all previous consents lose their validity, and fepli obtains them again.

  1. Open the page Consents.
  2. Select Add declaration.
  3. In the first line of the new declaration, enter the title Taking part in the canoe trip.
  4. In the text field below, enter the agreed text, e.g. I agree that my child may take part in the canoe trip.
  5. Open Additional information and enter the revocation notice and the privacy notices.
  6. Because the consent applies to each participant individually, select Participant under Applies to.
  7. Under Decision, select Required.
  8. Select Save.

On the left the declaration, on the right the Preview of the step “Consents” of the registration.

The Preview shows the step “Consents” of the registration with your declaration. There families see Accept and, next to it, “Consent required” until they consent. If the season obtains declarations of its own, e.g. about photos, the preview below names their number and titles; the team maintains these declarations.

Step 5 – Attach the packing list

All families need the packing list, including those who have not decided yet; that is why it belongs on the offer page as a download. The offer page shows the file name in lower case with an identifier appended. So give the file a clear name before uploading it.

  1. Open the page Media & downloads.
  2. Under Downloads, select Upload PDF.
  3. Open the file Packing list canoe trip.pdf.

The identifier in the file name is an example.

The packing list now appears under Downloads with “uploaded by {name}, {date}” and is thereby saved.

Step 6 – Check and submit

As long as the team has not approved the offer and the editing phase is running, you change the question, declaration, and packing list yourself. After approval, only the team changes the offer.

  1. Switch to the tab Proof.
  2. On the right, select the view Website.
  3. In the header, next to Status, select change and then Submit.

The preview shows “from 10 years” and the packing list with “Download”, and the header shows the status Submitted.

What you have achieved

fepli now asks for the canoe trip's requirements at registration, and the packing list is on the offer page. The website checks the minimum age itself. You do not see the date of birth, because the age is enough for the trip.

If your case is different

  • If you need to see proof of swimming yourself, select File for the question. Families then upload a photo or PDF of at most 10 MB: Offer form.
  • If you need the date of birth for a particular reason, e.g. for insurance, turn on Ask for date of birth. Families then read before registering: “Note: this offer shares the date of birth with the organizers.”
  • If the offer gets variants, maintain question, declaration, and packing list only on the main offer. Variants take them over continuously, including a declaration changed later: Offer list and offer view.

Where to go next

← BackOffering a course with several dates and two groupsNext →Running and completing an offer