Manager panel

 

The renewed band/group collection is an interface to the group's own page, where they can add information, attachments needed for the event, people coming to the event, and possible invited guests. The band/group collection collects the group's information on their own pages, through which information and people can be easily changed, deleted and added by the group.

The collection can be used for registrations of bands, vendors, and clubs. You can create a form similar to a personnel group form, export and import information, send emails, and approve, reject, etc.

The group's information is displayed on a collection, from which it is easy to link them to a schedule, production matrix, etc. In the manager panel, the people added to the event are displayed on personnel group forms. The people are therefore displayed in GEST's personnel groups, which allows the producer to manage the group as well as its individual members. The producer determines which groups people can be added to, how many, and what information the group can change or update on its pages.

Instead of reading this, you can check out our video instructions from here. 

 

Quick review of functionality and customer path

1. The group's contact person registers the group for the event via a collection form created by the producer (same principle as in personnel forms).
2. The producer accepts the group's entry to the event and sends them a link, username and password by email.
3. The producer decides what information the group can edit and add, which groups they can add people to and how many (collection management and settings)
4. The group's contact person logs in to the group's page, manages information and adds other group members and potential invited guests to the event
5. If there are changes to the persons, the group representative can delete persons and add new ones in their place as well as edit their information
6. Changes and additions appear on the event's personnel group forms and the group's collection form. Both of these are controllable by the producer in GEST
   • the group is managed from the collection (approving a company/band/club to the event, sending instructions, etc.)
   • The people of this band/group are however managed through personnel group forms (products, pass approvals, etc.)
7. The producer accepts people for the event via the personnel form. After approval, the person's information can no longer be edited on the manager panel.
8. The group arrives at the event. Individuals arrive at the event and receive passes, etc. normally through accreditation/check-in. Alternatively, the entire group's information can be seen on a collection form, i.e. instead of check-in, tickets, notes, passes, etc. can be collected in an envelope and given directly to the contact person. 

Collection creation and management

Create a new collection

Create a new collection by pressing collection at the end of the line with a +button. After that, name the form according to the theme and select as the base Group/band. Create group/band collection forms for each group separately (bands/clubs/vendors).

Create a form just like you'd create a personnel group form, then specify what information you want to collect from that group. The collection gathers general information (e.g. the need for electricity from vendors, the structure and size of the point of sale, driver's license, etc.)

Note If you want to hide fields from the form, use the Admin only function.

After that, go to the collection Management and go through the functions of the manager panel one by one, like on a personnel group form. There are fewer functions in collection management than in personnel group forms.

Publishing settings

The biggest changes can be found in the form's Publication settings (picture below).

Two fields have been added to the end of the form layout page

1. Manager login info
2. Manager page info

1. Manager login info you can write instructions for logging on the group's own page.

Below is the view on the login site

2. In the info of the Manager page, you can write instructions for working on their own page, functionalities, essential things at the event, announcing schedules, etc. Example instructions for vendors are below.

Please note that the instructions are only visible on the Contact information page. You cannot write your own instructions for the Add people page. Below is the view on the group's own page.

Add personnel groups

On this page, you decide which personnel groups a band/group can add people to and how many. For example, in this case (picture below), when the vendor adds the employees coming to the event in their own panel, they add them on the Sales locations 2024 form. After the addition, the persons appear on the relevant personnel form, allowing the producer to accept them, assign them the necessary products, passes, and travel permits.

You can select one or more groups onto which people can be added. In this case, the contact person selects the group he wants from the drop-down menu of their own panel. People can only be added to groups that the producer has allowed. In the Limit section, you can enter the number of people the group can add.

 

Editable fields

Under Editable fields, you specify which fields are visible in the manager panel and which of them can be edited.

Display of fields in the manager panel. When you add new fields, remember to mark them visible. So if a field is not visible on the manager panel, remember to check that it is marked as visible. However, not all fields need to be displayed. Note! The Username and Password fields do not appear, even if you have selected them.

Editing fields in the manager panel. Select all the points that you allow the contact person to edit. The fields that you do not allow to be edited are shown in gray in the manager panel (picture below). The points to which you have allowed changes are displayed in white.

 

 

Creating groups of people and building a form

Since the people in the groups will be linked to the event's personnel groups, remember to create the essential personnel group form before sending the IDs. That is, create the forms where the vendor/band/club can add people. If you don't remember how to create a form, you can look at the instructions through here.

The personnel group form you create is what the contact person in the group fills out for each member of their group. We therefore recommend keeping it as concise and simple as possible. The group's general information has already been requested on the collection form.

Note: Do not hide the organization field from this form.When adding people to different personnel groups under an organization in the manager panel, the organization field must be visible. If the organization field is not visible, the person cannot be found in that person group by the organization name. 

The Organization field cannot be edited in the manager panel, but it must be visible.

Creating IDs and a ready-made email template

Create an email message to send the login credentials to the group contact. You can view instructions on how to create a ready-made message template. from here. We recommend creating a separate email template for each group.

Add the following points to the message (you can copy the points here):

IDs in the form confirmation message

You can also set login credentials to be automatically sent to the contact person with the form confirmation email.

Add the following to your confirmation email (you can copy the items here):

Administration of the manager panel

When you have sent the credentials by e-mail and the group's contact person has logged in, they can manage the group's information and add people. The producer cannot access the group's page, but can see the additions on the personnel group and collection forms.

Contact details page

After logging in, the front page of the manager panel opens for the contact person.

This page contains the instructions you wrote and the group form information. The form is the same that the group filled out when registering.

Add People page

On the Add people page, you add people coming to the event to the group. If a contact person is coming to the event, they must also enter their own information here. The form that the group contact person fills out is the same as the one you created for the person form.

From the drop-down menu, you can choose which group the person will be added to. If the contact wants to change the personnel group to be filled in, they should press the Change group button. After this, the person's information can be added and saved.

 

After adding, the person's information can be edited and they can be deleted from the platform.

Once the person has been approved by the event, the person's information can no longer be edited in the manager panel. However, he can be removed.

If you have defined a maximum number for e.g. invited guests, the platform will notify you when the maximum is full.

Management and view of the Collection form

In the group's collection

• you can see the information filled in by the group
• you can see a summary of the people added to the group
• you can give the company/band/club products. Note passes, travel permits, etc. must always be given always through the personnel group form.
• you can add tags

Through the let's go menu, you can manage groups in bulk or individually like on a personnel group form.

Management and view of the personal form

With the personnel group form, you manage the persons attached to it normally. When a person has been added from the manager panel, a link will be displayed next to him as a sign of this connection. Note If the organization field was hidden when adding a person (hidden from the personnel group form), the link will not appear for the person and they will not be found under the organization. 

Once a person has been approved for the event on the personnel group form by the producer, their information can no longer be edited in the manager panel. However, he can be removed from there. Changes made to personal data on the manager panel are shown here.

From the personnel group form, you manage people individually, in bulk and by group, and issue travel permits and other products.

 

Notes

If you add a company yourself, but do not register the company's name, you will not be able to open the information or edit it until the company has registered its name on its own page.

Creation of user credentials by the producer when the company is registered in GEST. If your idea is to create a username for the company yourself, the system does not support this. So if you register the usernames for the company during its creation, it will be generated again when you send an email.

You do not register the company name and create user credentials yourself: The program regenerates the user credentials into a simple number with which the company logs in. If you send an email to this same company again after registering, the credentials will be generated according to the company name and the same number will follow the name.

You register the company yourself and enter the name of the company, but define the user credentials yourself. The credentials you register will remain the same until you send the username, password, and link to the company/organization/club by e-mail. The email will regenerate the username.

So you cannot assign a username or password to the organizations participating in your event.