FREIZEIT

What is this for?

FREIZEIT helps you organize your camps, leisure events, and summer programs – from initial planning to departure:

• Events – create a camp with start and end dates
• Participants – record all people with their key details
• Calendar – plan activities and appointments during the camp
• Lists – create attendance lists or workshop groups
• Packing lists – keep track of what needs to be packed
• Shopping lists – collect what still needs to be bought
• Tents – assign sleeping places and plan the layout on a map

You can switch between your camps using the menu at the top. Most sections only show data for the currently active camp.

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Step by step

Creating a new camp

1. Go to Leisure → Events.
2. Click "New" and enter a name, start and end dates, and the location.
3. Save the event.
4. For the other sections to work, you need to activate the event – just click the activate button.

Important: If no event is active, the other sections will show empty pages.

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Managing participants

1. Go to Leisure → Participants.
2. Click "New" to add a single person: name, date of birth, gender, phone, email, address, and emergency contact.
3. The overview shows all participants at a glance. You can search by name and sort the list.
4. Click on a participant to view or edit their details.

#### Importing multiple participants at once
If you have a list of people as a CSV file (e.g., from Excel), you can import them in four steps:

1. Go to Participants → Import.
2. Upload your CSV file.
3. Map the columns from your file to the fields in Allesda (e.g., "Name" → "First name").
4. Run the import. You can choose to skip or update any duplicates that are found.

#### Adding custom fields
Go to Admin → Leisure Settings to create additional fields for your participants – up to 10 extra fields. You can also choose which fields are required and which columns appear in the table.

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Calendar – planning appointments and activities

1. Go to Leisure → Calendar.
2. You will see all the days of your camp as a weekly overview.
3. Click on a day to create a new appointment: title, time, location, and a category (e.g., "Workshop", "Meal", "Sports").
4. You can also specify who is participating and which shopping list belongs to the appointment.
5. Move appointments by simply dragging and dropping them to a different day or time.
6. Use categories (managed at the top of the calendar) to keep things organized – each category can have its own color.

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Lists – putting groups together

1. Go to Leisure → Lists.
2. Create a new list, for example "Climbing Workshop" or "Kitchen Duty".
3. Open the list and add participants – either one by one or by finding them in the search and selecting them with a checkbox.
4. This way you can quickly put together groups for activities, chores, or workshops.

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Packing lists – don't forget anything

1. Go to Leisure → Packing lists.
2. Create a new packing list, e.g., "Group 1".
3. Inside the list, create boxes (e.g., "First aid kit", "Games box", "Kitchen box").
4. Put individual items into each box – things that need to be packed.
5. When packing, you can check off each item. You'll see immediately what's still missing.
6. Each box has a printable version – perfect for handing to the person in charge.

Tip: In the admin area you can create packing lists as templates and reuse them for different camps.

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Shopping lists – going shopping

1. Go to Leisure → Shopping lists.
2. Create a new list, e.g., "Breakfast" or "Campfire".
3. Add items that need to be bought.
4. At the store, you can check off items as you pick them up – the list updates without reloading the page.
5. Use "Clear completed" to tidy up the list.

Tip: When you link a shopping list to a calendar appointment, you can see directly what needs to be bought for that activity.

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Tents – assigning sleeping places

1. Go to Leisure → Tents.
2. Here you'll see all available tents. Create new tents or edit existing ones under Admin → Tents.
3. Open a tent to plan the sleeping arrangement:

• Assign or remove participants with a click.
• Set whether a tent is mixed, male-only, or female-only.
• Choose an assignment mode (e.g., by age or gender).

4. Upload a tent map as a background image (a sketch or layout) and drag the tents to the correct positions. This gives you a clear picture of who sleeps where.

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Frequently asked questions

"I can't see a certain feature"

• Do you have an active event? An event must be selected in the menu at the top.
• Is a permission missing? Ask your admin – permissions are managed in the Roles plugin.

"My CSV file isn't recognized"

• Save the file as UTF-8 (in Excel, use "Save as CSV (UTF-8)").
• The first row must contain the column headings.
• You can adjust the column mapping manually if the auto-detection doesn't work.

"The packing list won't print"

• A box must contain at least one item.
• Try PDF print instead of the browser print dialog.

"The tent assignment doesn't fit"

• Check the tent's gender mode.
• Remove all assignments and start over if needed.

"The appointment doesn't show up in the calendar"

• Is the date within your camp's start and end dates?
• Some appointments only appear if a category is assigned.

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Technical URLs (quick reference)

Permissions

Each area has its own permissions, managed in the ROLLEN plugin:

• freizeit.calendar.* – view and edit the calendar
• freizeit.events.* – create and manage events
• freizeit.teilnehmer.* – manage participants
• freizeit.listen.* – create and edit lists
• freizeit.packlisten.* – manage packing lists
• freizeit.einkaufslisten.* – manage shopping lists
• freizeit.zelte.* – assign and manage tents

Notes

• FREIZEIT is the largest plugin – it's best to go step by step: first create the event, then import participants, then set up lists and packing lists, and finally assign tents.
• Many areas are interconnected: a calendar appointment can link participants and shopping lists, packing lists belong to an event, and tents are assigned to participants.
• Set up custom fields for participants early – otherwise imported data won't be as structured as you'd like.