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Setting up fepli for Elmsbrück

Elmsbrück starts with fepli. Before the first season begins, you set up as super admin what families and organizers will see later: the appearance of the town, the receiving domain for replies, the sender of the system emails, the data protection information and the offer form. In the end, fepli appears with the logo and colour of the town, and organizers find a form with the details Elmsbrück needs. You need about 45 minutes.

What you need

  • An account with the role Super admin. Only super admins see the Settings.
  • The town's logo as SVG, PNG, WebP or JPG with at most 1 MB.
  • The town's house colour as a hex value, e.g. #1c6b9c.
  • A domain for sending email that the operator of the installation has entered for Elmsbrück and verified with the mail provider, here mail.beispiel.fepli.eu.
  • A domain for receiving replies whose MX records the operator of the installation has pointed at the mail provider, here reply.beispiel.fepli.eu. No tenant uses it as a website, admin, API or sending domain.
  • A mailbox of the team for replies to system emails and newsletters, here ferienpass@example.org.
  • The text of the privacy statement, agreed with the town's data protection, and the address of the data controller.

Step 1 – Set the name, logo and colour

The page title appears in the browser tab of the admin panel, the logo in the sidebar of the admin panel and on the sign-in page. The primary colour tints the admin panel and the website; the logo does not change the header of the website, because that comes from a file of the installation. Elmsbrück hides the fepli logo so that only the town's logo appears in the header of the admin panel and on the sign-in page.

  1. In the sidebar under System, select Settings. The page General > Identity & appearance opens.
  2. At Logo, select Choose file, open the logo file and select Upload.
  3. Under Page title, enter Ferienpass Elmsbrück.
  4. Turn on Hide the fepli logo.
  5. Under Primary colour, enter the house colour, e.g. #1c6b9c.
  6. Select Save.

Until you save, the preview next to Primary colour shows the previous colour.

After the upload, “Logo saved.” appears, and after saving, “Settings saved.”. The header now shows only the town's logo, and buttons appear in the house colour. On the dashboard, the item Set basic details and brand color is done.

Step 2 – Enter the receiving domain for replies

Replies to messages from conversations should appear on the record and not in a mailbox. For that, Elmsbrück needs a receiving domain that does nothing else. The app Replies by email saves it and checks what the operator of the installation still has to set up.

  1. In the settings, switch to App-Store.
  2. Select the card Replies by email. The app opens at the right edge.
  3. Under Receiving domain, enter reply.beispiel.fepli.eu.
  4. Select Switch on.
  5. Open the card Replies by email again and, under Check the setup, select Check now.

The message “Replies by email switched on.” appears. The check shows three rows: Receiving domain with reply.beispiel.fepli.eu, MX records in the DNS and Webhook at Brevo. The last row reports “Registered for reply.beispiel.fepli.eu.” as soon as the operator of the installation has created the webhook for the saved domain. Until then it names what is missing, and Check again repeats the check.

Step 3 – Set the sender of the system emails

Admission notices and invitations to clubs should visibly come from the town, so Elmsbrück sends from an address under its own sending domain and puts the town in front as the sender name. Nobody reads this sender address, so Elmsbrück chooses noreply. Replies go to the reply address, and the contact links point to it. So Elmsbrück enters the team's mailbox there. How the system emails look and which logo they carry is set by the page Email; sender and replies have their own page Email sending.

  1. On the left, open the page Email sending. After the field Sender address, it says “@mail.beispiel.fepli.eu”.
  2. Under Sender address, enter noreply.
  3. Under Sender name, enter Stadt Elmsbrück.
  4. If the switch Receive replies in the system appears, check that it is turned on. Below it is the address under the receiving domain reply.beispiel.fepli.eu to which replies to a Message from a conversation go. They appear on the record.
  5. Under Reply address, enter ferienpass@example.org.
  6. Select Save.
fepli developersHow to configure the email domain

The message “Settings saved.” appears. System emails and newsletters now come from “Stadt Elmsbrück” with the address noreply@mail.beispiel.fepli.eu. Replies go to ferienpass@example.org, and the contact link on the error pages points there. fepli marks the item Check email delivery on the dashboard as done as soon as the first email has been sent.

Step 4 – Enter the data controller and the privacy statement

The data controller appears as mandatory information on the “Data usage” page in the families' account; fepli does not display an incomplete address there. The privacy statement appears as the link Privacy in the footer of the admin panel, which organizers and the team work with. The privacy statement and imprint of the website are pages in the CMS, which you open through CMS in the header.

  1. Switch to Privacy > Deletion periods.
  2. In the Data controller section, enter Stadt Elmsbrück under Name, Youth department under Department, Musterstraße 1 under Street and house number, 12345 under Postcode and Elmsbrück under Town.
  3. Select Save.
  4. Switch to Privacy > Privacy statement.
  5. Enter the text of the privacy statement. Set lists and emphasis with the icons above the text field.
  6. Select Save and view.

The message “The privacy statement has been saved.” appears, and the Privacy page shows the text as organizers and the team read it. In the footer of every page of the admin panel, the link Privacy now appears.

Step 5 – Choose the fields of the offer form

The offer form asks organizers for every active field, and the field appears in the booklet, on the website and in the exports. Elmsbrück turns on Categories so that families can filter by the kind of offer. Elmsbrück turns off Registration deadline, because registration should end at the same time for all offers: Without the field, the registration deadline of the season applies.

  1. Switch to Offers > Fields.
  2. In the Categories row, select On.
  3. In the Registration deadline row, select Off.
  4. Select Save.

Excerpt with the columns Content and Dates & places.

The message “Settings saved.” appears. Registration deadline and AI image generation, which has been off from the start, are now turned off. Fields marked always are needed by fepli; they cannot be turned off.

Step 6 – Create categories

Families filter the offer list of the website by category, and an offer can have several. Under Statistics of a season, the report “Categories — registrations vs. spots” shows where demand exceeds the places. A category to which offers are assigned cannot be deleted.

  1. Switch to Offers > Categories.
  2. Enter Sport in the New category field and select Add.
  3. Create Nature, Creative and Excursions in the same way.

The list after step 3.

After Sport, the message “Category “Sport” created.” appears, and the list ends up with four categories, each with “0 offers”. Organizers select them in the offer form under Categories.

Step 7 – Create a property of your own

Own properties ask organizers in the offer form for details about the offer that no fixed field covers. Questions to families at registration are not properties: Organizers set them per offer as extra questions. Elmsbrück wants to know for every offer whether meals are provided, and families should filter by it.

  1. Switch to Offers > Own properties.
  2. Select Add property.
  3. Under Name, enter Meals, under Type select Choice, and select Add.
  4. Under Help text, enter What the children get to eat on site.
  5. Under Values, select Add value for each value and enter none, Packed lunch and Lunch in the new rows.
  6. Turn on Filter for families on the website.
  7. Select Save.

At the top the row that appears after Add property. At the bottom the property after Add.

The message “Settings saved.” appears, and the row Meals shows “Choice · 3 values”. In the offer form, Meals stands at the end of the Conditions; you change the position under Fields by dragging. As soon as an offer states Meals, the property can only be turned off and the selected value can no longer be removed.

What you have achieved

Elmsbrück appears in the admin panel with its own logo and its own colour, and system emails come with the name of the town from its own sending domain. Replies go to the team's mailbox. The privacy statement and the data controller are stored. The offer form asks for categories and meals and does without a registration deadline of its own per offer.

If your case is different

  • If the system emails are to carry the town's logo, upload it under General > Email at Logo as JPG, PNG or GIF with at most 1 MB: Settings.
  • If no sending domain is entered for Elmsbrück, Sender address shows the address of the installation with the lock Installation. An address of your own requires a domain that the operator of the installation enters and verifies with the mail provider: Settings.
  • If a note appears under Receive replies in the system instead of the address, Elmsbrück has not entered a receiving domain in the app. The link Open app opens it. Until then, replies go to the reply address: Replies by email.
  • If the Privacy statement tab is missing, your installation runs without tenants. If the instance has a website, the link Privacy in the admin panel then leads to its page /datenschutz.
  • If organizers are to have offer images generated by AI, connect the app Generate images with AI in the App-Store and turn on AI image generation under Fields: Having offer images generated by artificial intelligence.
  • If families are to pay online: Collecting participation fees online with pmPayment.

Where to go next

← BackSettling fees with reductions and assumed costsNext →Embedding the holiday programme in the municipality's website