Group/Band Collection and Manager Panel

You can also watch the instructional video instead of or in addition to reading. from here.

The revamped band/group collection has 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 Group/band collection gathers the group's information on their own page, through which it is easy to change, delete, and add information and people 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 in a collection, from which it is easy to connect them to the schedule, production matrix, etc. In the manager panel, the people added to the group are displayed on person forms. The people are therefore displayed in GEST's person groups, which allows the producer to manage not only the group but also 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.

Quick review of functionality and customer path

1. The group contact person announces the group to the event through a collection form created by the producer (same principle as in person forms).
2. The producer approves the group's arrival at the event and send them email with a link, username and password.
3. The producer decides, what information group may edit and add, which groups they get into add people and how many (collection management and settings)
4. The group contact person logs in. to the group page, manage information and add other group members and possible invited guests to the event
5. If there are any changes to the persons, The group contact person can remove people, add new people to replace them, and edit 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 can follow made by the contact person changes from the group/band collection homepage under Event log.
8. The producer approves the individuals to the event via the personal form. After approval, the persons' information can no longer be edited in the manager panel.
9. The group arrives at the event. Individuals arrive at the event and receive passes, etc. normally through accreditation/check-in. Or the entire group's information can be seen on a collection form, i.e. instead of check-in, tickets, notes, passports, 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. Then name the form according to the theme and select the template Group/band. Create a separate collection form for each group (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 this, go to the Collection Management and go through the functions in the Management panel one by one, just like in the Person form. There are fewer functionalities in the Collection Management than in the Person forms. The biggest changes can be found in the Publishing Settings of the form.

You can

• configure settings
• export data
• configure publishing options
• create documents (contracts, etc.)
• edit form fields
• create multilingual forms and
• modify user rights to view the collection

More instructions on form management can be found here: Form dashboard.

Publishing settings

Two fields have been added to the end of the Form Layout page

1. Manager login info
2. Manager page info

In the Manager login info, you can write instructions for the group to log in to their own page.

Below is a view of the login page:

In the info section of the manager page, you can write instructions for operating on your page, functionalities, essential things for your event, announce schedules, etc. Below are sample instructions for vendors:

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

Add personnel groups

On the Add Person Groups page, you decide which person groups the group can add people to and how many. Person groups are pre-created person forms (for example, Artists 2026, Invited Guests 2026, Employees 2026).

For example, in this case (picture below), when the vendor's contact person adds employees coming to the event in their own panel, they add them to the Sales Locations 2024 form. After adding, the people appear on that person form, allowing the producer to approve them, assign them the necessary products, passports, and passes.

You can select one or more groups to which people can be added. In this case, the contact person selects the desired group from the drop-down menu in their own panel and clicks "Change group". People can only be added to groups that have been allowed by the producer. 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.

Fields visible in the manager panel: When adding new fields, remember to mark them as visible. So if a field is not visible in the manager panel, remember to check that it is marked as visible. However, not all fields need to be visible. Note. The Username and Password fields will not be visible, even if you have selected them.

Editing fields in the manager panel:  Select all the fields that you allow the contact to edit. The fields that you do not allow to be edited will appear gray in the manager panel (picture below). The fields that you have allowed to be edited will appear white.

Creating groups of people and building a form

Since the people in the groups will be linked to the people groups of the event, remember to create the relevant person forms 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 see 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 person 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):

Username: %recipient.username%

Password: %recipient.password%

Link: %recipient.loginurl%

When you paste these into the message field, each recipient (group) will get their own username and password. Send an email from the Let's go menu. Select the desired group(s) and the desired email template.

Note If you send the same group multiple times, the password will change each time. So if the group password doesn't work, make sure they are using the latest one OR if the same person manages multiple groups, make sure they are entering the correct group's password per event.

Below is a sample message to vendors:

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):

Username: %recipient.username%

Password: %recipient.password%

Link: %recipient.loginurl%

Note: If you set the login credentials to be sent in a confirmation email, the "Automatically approve" option must be enabled on the form. In this case, the group's contact person is automatically in the approved status and the producer does not need to go and approve them separately.

  

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 select which group the person will be added to. If the contact person wants to change the person group to be filled in, they should press 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 a person has been approved by the event, their information can no longer be edited through the manager panel. However, they can still be deleted.

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

Group/band collection management, view and Event log

In the group's collection

• You will see the information filled in by the group.
• You will see a summary of the people added to the group.
• You can give products to a company/band/club. Note: passports, travel permits, etc. must always be given via the personal 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.

You can also track changes made by contacts in the Event log at the top.

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 person 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 an event via the personal form by the producer, their information can no longer be edited in the manager panel. Changes made to personal information in the manager panel will be visible 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.

Creating a user ID by the producer when registering the company 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 log in to the company yourself and enter the company name, but you define the username yourself: The username you registered will remain valid until you send the username, password and link to the company/organization/club via email. The email will regenerate the username.

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