Running and completing an offer
The Sportverein Elmsbrück's canoe trip starts next week, and the places are allocated. You prepare the lists for the day and check the families' consents. After the last date you complete the canoe trip with the season's completion form. At the computer you need about 30 minutes, spread over the week before the trip and the day after.
What you need
- An account as a member of the Sportverein Elmsbrück, e.g. from Setting up your club in fepli.
- The published canoe trip in the season “Summer holidays 2027” with registration via the website and allocated places.
- Access to the participant list. Organizers have it as long as the phase Participant lists public is running.
- A printer.
Step 1 – Confirm the confidentiality declaration
The participant list contains names, ages, and contact details of participants and their families. That is why Elmsbrück requires every person to promise, before first looking at the list, to treat this data confidentially. The confirmation applies to you personally and to all your offers in the season.
- Select Offers and then the canoe trip. The Details open as a side panel.
- Select Participant list. The page shows Access only with a confirmation and, below it, the season's declaration.
- Read the declaration.
- Turn on I have read the declaration and undertake to comply with it.
- Select Confirm and open participant list.
- Select Open participant list.
At the bottom the page before the confirmation, at the bottom right after it. The team sets title and text of the declaration in the season; the title here is an example.
You now see the canoe trip's participant list. For the club's other offers in this season, the declaration no longer appears for you.
Step 2 – Read the participant list
The list groups the registrations by their Registration status. Only the participants in the group Takes part have a place on the canoe trip. Anyone in the group On waiting list has no place unless they are allocated one.
- In the header, under Places, read how many places are allocated.
- Above the table, select the filter Allocated.
- Select a participant's name. The registration shows the family's contact details.
- Close the registration.
- Select the filter Not taking part. Anyone in the groups Rejected, No place, or Withdrawn is not coming on the trip.
Further columns, rows, and filters are hidden.
You now know who is coming on the trip, and the table shows each participant's age, consents, and the answers to the extra questions.
Step 3 – Check the consents
What the supervisors may do at the water, e.g. take photos, depends on the families' consents. The column Consents shows “Granted” only if a family has agreed to all declarations, and for “Declined” it names the declined declarations. For the supervisors, the overview as a PDF shows each declaration individually.
Reference · ConsentsWhat the “Consents” column shows- In the header, under Consents, read how many are open.
- Select Consents and, in the menu, Overview (PDF). fepli creates the file, and your browser downloads it. If that takes longer than 2 seconds, select Download in the message “Consents overview is ready.”
- In the PDF file, read the state of each declaration for every participant. Only “Akzeptiert” is a consent; treat every other state like a refusal.
- If the column Consents shows “Pending” for a participant, select the icon Send the link to the family next to it.
- In the dialog, select Send link. The dialog shows Link sent, and the family receives the registration link by email, through which they provide the consent later.
The participant list with the menu Consents, below it the dialog Send the link to the family.
The PDF file now shows the state of each declaration for every participant with a place or on the waiting list.
Step 4 – Print the lists for the day
At the meeting point you mark off on the attendance list who comes; it also contains the families' phone numbers. The participant list as a PDF additionally shows consents and answers to the extra questions. Anyone entered in the offer under List recipients also receives an email with a link to the participant list shortly before the first date.
- Select Participant list above the table and, in the menu, Attendance list. Your browser downloads the PDF file.
- Print the attendance list.
- In the same menu, select Participant list (PDF).
- Print the participant list and give it to the canoe trip's supervisors.
You now have two printouts with name, age, phone number, and mobile number of each participant. Participants on the waiting list appear on pages of their own under the heading “Waiting list”.
Step 5 – Record attendance on the day of the canoe trip
In the season's completion form, Elmsbrück asks who was there. What you mark off at the meeting point, you enter there after the trip.
- On the attendance list, mark off every participant who comes to the meeting point.
- Note the name and age of everyone who joins the trip without a registration.
The attendance list now has a check mark for every participant who was there.
Step 6 – Complete the canoe trip
With the completion, the club tells the team that the canoe trip has taken place, and answers the completion form. fepli carries the attendance over into the participant list. If the season reminds organizers to complete, all members of the club receive the email “Event has taken place” after the last date.
- Select Offers and, in the canoe trip's row, Complete. The area Complete offer opens with the completion form.
- In the form, for every participant without a check mark on your attendance list, select absent. present is preselected.
- To add a person without a registration, select Add someone who came without registering.
- Enter Name and Age and select Add.
- Answer the form's other questions. Required questions carry an asterisk.
Warning
After completing, answers and attendance can no longer be changed, and the canoe trip can no longer be cancelled.
- Select Complete.
The season sets the form's questions; the heading and questions here are an example.
The area now shows “Offer completed” and “Thank you!” The canoe trip has the status Completed, and the team receives your answers.
Step 7 – View the result in the participant list
- Switch to the tab Participant list.
The participants with a place now appear in the groups Took part and Did not show up. People without a registration appear under Took part. You find your answers under More actions (⋮) > View feedback.
What you have achieved
You have prepared the canoe trip with checked consents and printed lists and completed it after the last date. The participant list records who took part, and the team has your feedback.
If your case is different
- If the season has no completion form for organizers, the area shows “The offer is marked as completed.” Then select only Complete. The participant list stays unchanged.
- If the meeting point or time changes at short notice, write to all families with a place: Write to an offer's participants.
- If the tab Participant list is missing: Find out why an organizer cannot see the participant list.
- If the filter Waiting list is missing above your participant list, the PDF files contain no waiting list: Participant list: Exports.
- If the canoe trip has to be cancelled: Cancel an offer.