fepli
deen
ManualTutorialsDuring the seasonAdmins

Winning new organizers for a season

For the summer holidays 2027, Elmsbrück is looking for new clubs that submit offers. You invite known clubs and allow applications without an invitation. At the end the new clubs can submit offers, and in the admin panel every participant list of the season opens only after a confidentiality declaration. You work for about 40 minutes, spread over the weeks in which the clubs reply.

What you need

  • An account of the account type Admin. For step 3 you need the role Super admin.
  • The season “Summer holidays 2027” with a running Editing phase for organizers. The invitation names this season, and clubs create offers only in this phase.
  • The email addresses of the clubs you invite, e.g. jugend@example.org.
  • The agreed text of the confidentiality declaration.
  • For step 7 the offer “Canoe trip” of Sportverein Elmsbrück.

Step 1 – Request the confidentiality declaration

New clubs see names and contact details of children in the participant list. With the organizers' consent, every participant list of the season opens in the admin panel only once the person has confirmed the declaration. Set up the declaration before anyone confirms: after that the text is locked, and after every change everyone has to confirm again.

  1. In the sidebar, under Seasons, select Summer holidays 2027.
  2. Switch to the tab Edit.
  3. On the left, open the page Organizers.
  4. Turn on Request the organizers’ consent.
  5. Under Title of the declaration, enter Commitment to confidentiality.
  6. Under Text of the declaration, enter the agreed text.
  7. Select Save.

Via the sidebar to the tab Edit and to the page Organizers.

Whoever now opens a participant list of the summer holidays 2027 in the admin panel first sees Access only with a confirmation, you as an admin too. The list recipients of an offer also receive the email with the link to the participant list only once they have confirmed.

Step 2 – Invite known clubs

You invite clubs you know by email. An invitation needs no review by the team: whoever uses the personal link creates profile and account themselves and can submit offers immediately. What the clubs do then is shown in Setting up your club in fepli.

  1. Select Organizers.
  2. Select Invitations and then Invite organizers.
  3. Under Email addresses, enter the clubs' addresses, e.g. jugend@example.org. fepli skips addresses that already belong to an organizer profile.
  4. Select Continue to message.
  5. Look at subject and text. The placeholder {{ inviteLink }} must stay in the text, because in each email the personal link takes its place.
  6. Select See preview and look at the email.
  7. Select “Send {count} invitations” and, in the confirmation dialog, Send invitations.

Under Invitations, every address now stands with “invited by {name} on {date}” and the number of days its link remains valid.

Step 3 – Allow registration without an invitation

No invitation reaches clubs you do not know. With registration without an invitation, they apply themselves at https://beispiel.fepli.eu/admin/registrierung, and the sign-in page links there. They get access only when the team approves the application.

  1. In the sidebar, under System, select Settings.
  2. Switch to Registration > Organizers.
  3. Turn on Registration without invitation.
  4. Select Save.

Under the switch it now says “No application is waiting for approval.”, and at the top the sign-in page shows “No access yet?” with the link Register.

Step 4 – Approve an application

Every application creates an organizer profile with a blocked account and triggers the notification Organizer registered. Approve only clubs that want to run offers in Elmsbrück, because they will later see participant lists. When you unblock the account, the contact person receives the sign-in link that the page “Registration received” announced.

Warning

Approve an application within 4 days. After that, fepli deletes the blocked account.

  1. Select Accounts.
  2. Next to the search, select Organizers and, on the right, the view List.
  3. In the row with blocked after the name, select the actions menu ⋮ and then Edit.
  4. In the tab Details, look at the details of the person and, under Assigned organizers, at the club.
  5. Switch to the tab Access. Under Unblock account it says “Registration without invitation. Unblocking sends a sign-in link to {email}, valid for {count} days.”
  6. Select Unblock account.

The message “{email} has received a sign-in link by email.” appears; with the link the contact person signs in and can then set up a passkey.

Step 5 – Create the profile of Kanuclub Elmsbrück

Kanuclub Elmsbrück wants to take part but has no time to register. Create its organizer profile and then invite the contact person into this profile. An invitation via Invite would create a second profile as soon as the contact person uses the link.

  1. Select Organizers.
  2. Select Create new.
  3. Under Name, enter Kanuclub Elmsbrück.
  4. Under Contact, enter the club's Email address and Phone.
  5. Under Address, enter the club's address.
  6. Select Create.

You now see the profile of Kanuclub Elmsbrück with the tabs Details, Master data and Team. You add description and logo there under Master data.

Step 6 – Invite the contact person into the profile

Sam Beispiel looks after the canoe club's offers. With Invite account, Sam becomes a member of exactly this profile and can edit master data, team and all offers, including future ones. Sam has no account yet and therefore receives a registration link; a personal note at the top of the email explains to Sam what it is about.

  1. Switch to the tab Team.
  2. Select Invite account.
  3. Under Email addresses, enter sam.beispiel@example.org. Below the addresses it then says how many days the registration link is valid.
  4. Under Personal note, enter As discussed on the phone: here is your access for Kanuclub Elmsbrück.
  5. Select Grant access & invite.

The list Organizers now reports “1 invitation sent for ‘Kanuclub Elmsbrück’.”, and in the tab Team of the canoe club sam.beispiel@example.org stands with Invited.

Step 7 – Give Sam access to the canoe trip of the sports club

Sam also runs the canoe trip of Sportverein Elmsbrück and is to see neither master data nor other offers there. So Sam receives access to the canoe trip only. If Sam is to edit all offers of the sports club, select Assign membership in the same tab: Accounts.

  1. As soon as Sam has accepted the invitation, select Accounts.
  2. In the search field, enter Sam, and in the row Sam Beispiel select the actions menu ⋮ and then Edit.
  3. Switch to the tab Organizers.
  4. Select Share offers.
  5. Under Organizer, select Sportverein Elmsbrück and then Continue.
  6. Turn on Canoe trip.
  7. Select Save shares.

The table Assigned organizers now shows Kanuclub Elmsbrück with Member and Sportverein Elmsbrück with “1 offer”.

What you have achieved

New clubs now come into the summer holidays 2027 in two ways: through your invitation and through an application that you approve. You set up Kanuclub Elmsbrück yourself, and Sam Beispiel works for it and on the sports club's canoe trip. In the admin panel every participant list of the season opens only after the confidentiality declaration, and only then do list recipients receive emails about the list.

If your case is different

  • If only your team enters offers, turn off Organizers under Settings > Offers > Fields. All steps of this tutorial then do not apply: If Organizers is off.
  • If only selected clubs are to offer in a season, select Only selected ones under Who may offer in the season, under Organizers. You then have to add new clubs there, otherwise they cannot create offers in the season: Seasons.
  • If an earlier season already has a confidentiality declaration, carry over title and text with Copy from another season. fepli does not carry over confirmations: Seasons.
  • If a club needs a person only for a single offer, it invites them at the offer itself: Invite a person to a single offer.
  • If the contact person of an approved application lets the sign-in link expire, they request a new one on the sign-in page with Sign-in link by email. It is valid for 10 minutes.
  • If the link of an invitation is about to expire, open Invitations and select Send again at it. If it has already expired, the invitation stays there highlighted in yellow for another 30 days; after that you invite the address again: Invite new organizers.

Where to go next

← BackClosing a seasonNext →Creating the season's programme booklet from the offers