User Guide - Organise My Stag

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User Guide
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Welcome to the Organise My Stag user guide, which will help you use our service to the full, and enable
you to prepare the perfect stag party for all your fellow cohorts!
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This guide is split up into two distinct sections, Best Man and Group Member.
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Best Man Guide
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The best man guide is where all the responsibility lies and can be quite daunting, but with our help, we’ll
make sure you don’t forget all the important aspects of managing the group, no matter how small or
large.
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Group Member Guide
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Being a group member is great, no pressure and you get to just sit back and enjoy the whole experience.
You also get to see who’s tagging along, where/when you are going, what payments are owed and all
other questions that are answered so you don’t have to keep bothering the best man for details!
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Best Man Guide
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1. Sign Up
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The first step for you to complete is the initial sign up form which can be found either by clicking on the
‘best man register’ button on the home page, or by clicking on the sign in link at the top of the site, then
clicking on the register link in the modal window that appears.
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Either way the form is the same and needs to be completed with the set minimum number of required
details which are as follows:-
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Username
Password
Confirm Password
Forename
Surname
E-Mail Address
Mobile
T-Shirt Size
Security Code
Terms & Conditions
Once these details have been entered, and validated, you will receive an e-mail asking you to validate
your account. You cannot use your login details to access the site until you’ve validated your account,
all you need to do is click on the ‘validate your account’ link that is prevalent in the e-mail.
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If you don’t receive a registration e-mail please first check your e-mail accounts spam folder, if you still
haven’t received anything then you can use the ability to have the site re-send the validation e-mail. To
do so click on the ‘Sign In’ link at the top right hand corner of the site, then click on the re-send your
validation e-mail link. This will then take you to a page where you can enter your e-mail address you
initially used to sign up with.
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2. Dashboard
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Once you’ve logged in the first page you’ll see is your dashboard. This is the area that will contain
important information at a glance. The main items that will be shown here are as follows:-
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Groups
Voting (if applicable)
Warnings alerting you to tasks that need attention e.g. arranging accommodation
Payment overview
Upon initial login you will see a list of all the groups that you are in charge of, or are apart of or nothing
other than the ability to use the party wizard to set up your own group (see Party Wizard for more
details).
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Once you’ve selected a group you either own, or are a part of, you will see further details pertaining to
that group. This can be the current voting situation on a range of topics (if voting has been activated
while setting up the group), general warnings about any aspects of the group that need attention e.g.
setting up the accommodation, destination, and travel etc. There will also be a quick overview of the
group details along with the ability to edit any group details and go back to the group selection screen.
Payment overview, for details such as accommodation, will be shown and allow you to define the date,
amount and by what payment method each payment was made.
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2.1 Dashboard - Edit Group
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If you decide you need to change something about your group then you can do so by simply clicking on
the ‘Edit Group’ button showing on the dashboard.
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Once in the edit group section you can change the following aspects:-
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Group Name
Group Picture
Stag Introduction
Stag Access
Enable Banter Board
Enable Voting
Enable Access To Mobile Apps
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2.2 Dashboard - Payment Overview
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The payment overview shows a quick summary of all payments that you’ve provided to the group for all
the sections that you’ve agreed to participate in e.g. accommodation, travel and activities.
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You are free to edit the records and add unlimited payment records for each section. The payment
record consists of the following details:-
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• Date of Payment
• Amount Paid
• Payment Method (Cash, PayPal, Bank Transfer, Cheque, Other)
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3. Party Wizard
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The main aim of the party wizard is to allow you to set up a group in a quick and concise manner. The
process is as simple as can be and covers aspects such as destinations, invites, activities,
accommodation, transportation, e-ticket distribution and mobile application access. All of these areas
can of course be edited and tweaked after initial setup by visiting their respective sections.
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3.1 Party Wizard - Group Details
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The first step is to enter the following required details:-
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Group Name
Stag Forename
Stag Surname
Stag E-Mail Address
Stag Mobile Number
Other elements that can be added are a stag nickname, stag telephone number and group picture and
introduction. The last set of choices are whether the stag should be able to gain access to the site via
means of an account and login. This might be useful if you’ve already filled them in as to what is going
to happen and so they can keep up to speed as to what is going on. On the other hand you can keep
them completely in the dark about what is going on!
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Finally the banter board and access to mobile apps can be determined here, this effectively means if the
group has access to socially communicate and have the ability to enrich the experience via our custom
mobile applications.
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Once step 1 has been complete you should receive an e-mail detailing you that the group has been
setup successfully and that you can continue moving forward and adding all the requirements such as
the destination, accommodation, transport etc.
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3.2 Party Wizard - Group Organisation
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The second step requires a decision as to how you want to organise the actual event. It boils down to
two choices, either DIY or have an established stag organising company work on your behalf.
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If you choose DIY then you can continue with the wizard, however if you select the ‘Stag Organising
Company’ option then you will simply select a company to work on your behalf of organising all details
of your trip.
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The company will be able to complete all the necessary section for you, so all you have to do is decide
which days you are attending, what accommodation you’ll make use of, what transport you will use and
if you’ll make use of any other activities that may be available.
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3.3 Party Wizard - Group Voting
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If you can’t decide where to go, how to get there, where to stay or what activities to do, then you can get
help from the group members by allowing them to vote on all aspects of the group.
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By setting at least one area to allow voting on, you will be able to manage all the voting by setting what
the options are to vote on. To manage voting you simply click on the ‘manage voting’ button which will
appear under the Dashboard / Voting section should the voting is active.
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3.4 Party Wizard - Invitations
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The only way people can join the your group is via invitation. This area allows you to define a set of
recipients with which to send an e-mail to that will allow them to either sign up to the site or become
linked to the group if they already have an account.
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You simply need to supply at least one recipient, a subject line and an invite message. You have the
ability to preview the invitation before you send so you can make sure things are as you want them to
be. A confirmation will appear so you can confirm you want to send the invite.
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3.5 Party Wizard - All Done!
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That’s it! All finished and ready to roll. If you set up the group as a DIY type then you can navigate to all
the sections to start putting in all the details e.g. destination, accommodation, transport and activities.
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4. Manage Voting
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Should you have activated at least one aspect to allow voting on, you will be able to manage the current
voting system for the group.
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You may add votes which have the following required elements:-
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• Vote Type (Dates, Destination, Accommodation, Activity, Pub/Club)
• Vote Option i.e. the actual name of the option to vote on
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You may add any number of vote options, as many as you feel is required, but should you come back
and edit and remove an option, that will of course effect any votes attributed to that option.
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Once you’ve added your vote you will then see a summary on the main vote manage page, where you
can decide to activate or de-activate the vote from other members view.
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5. To Do List
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The to do list essentially shows an over view of all the sections that have been completed or need
attention. The majority of the sections are automatically updated i.e. if a destination record is added
then that section will be considered complete. The only manual option is the banter board, where you
can determine if its been completed or not.
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The items on the to do list are linked to the e-ticket and mobile apps in that certain sections need to be
completed before an e-ticket can be considered complete and ready to send, along with the mobile app.
The to do list shows you what needs to be done, along with a reminder on each relevant e-ticket and
mobile app screen too.
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6. Trip Overview
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The trip overview page gives a complete breakdown of the current status of the group and whats been
chosen and what going on.
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All aspects of the groups are covered here such as:-
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Trip Details
Group Setup (Status either DIY or Organisation, Mobile App, E-Ticket status)
Transport
Accommodation
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7. Group Overview
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The group overview page lets you view all the group members and all of their individual status regarding
the days they are attending, the accommodation they’ve selected, the transport they are using and how
much they owe.
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You also have the ability to edit each group members details where you can set the days they are
attending, the accommodation they are using, the transport they require and activities they are
participating in.
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With certain members, i.e. not the stag, you can also decide to suspend the user from the group or
completely remove them from the group (they will no longer be able to view or access the group).
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The payments for each section can also be edited or added to. Payment reminders can also be sent out
here should there be any need to. Simply select who the recipient is and add a message.
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You can also download a complete file, in CSV format, for you own records.
Page 10 of 39
8. User Account
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The user account section shows a complete summary of all your selections with regard to all group
aspects such as days attending, accommodation, transport, activities and any pubs/clubs you are
attending.
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Along with this you may also view and edit all of you payments made so far for each section that you
are joining in with.
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Clicking the ‘Edit’ button in the main banner section will allow you to update your personal account
details such as:-
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Forename
Surname
Nickname
E-Mail (need to confirm any edit)
Mobile
Telephone
Facebook
Twitter
Instagram
LinkedIn
Website
User Image
Attendance Status
T-Shirt Size
Username (need to confirm any edit)
Password
About Me
How I Know The Stag
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9. Cost Calculator
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The cost calculator allows you to work out a suitable budget for the entire trip. You may add as many
items as you want to the list and also decide to include the stag in the cost calculator. The cost
generated will allow you to give a figure to all group members versus a budget figure that you may all
have in mind.
Page 12 of 39
10. Messages
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The messages section gives an overview of the three main types or messages that you can view which
are:-
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• Messages
• Reminders
• Invites
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The top five of each message type are shown and you may view each type individually within the
section. If the message type is a message then you have the option to reply, if the message type is an
invite you can also view the recipient list and whether or not its been sent.
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10.1 Messages - Message Manager
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The message manager allows you to decide which kind of message you wish to send, either a normal
message or reminder. The options range from:-
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Invite Group Members
Message Group
Message Individual
Group Deposit Message
Deposit Reminder
Payment In Full Reminder
10.2 Messages - Reminders
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All message reminders that are sent to you will be shown and stored here. A reminder can range from
any of the following types:-
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• Group Deposit Reminder
• Deposit Reminder
• Payment In Full Reminder
Page 13 of 39
10.3 Messages - Inbox
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The messages inbox shows all of the messages you’ve received. You can also compose new messages,
either a group message where the message gets sent to all group members, or an individual message
which is send to a chosen recipient.
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The message inbox allows you to reply to any message and also delete. Once a message has been
deleted it can no longer be recovered.
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10.4 Message - Outbox
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The messages outbox shows all of the message that you’ve sent out to group members. You may view
all messages that you’ve sent out.
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11. Contacts
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The contacts section shows all of the current group members. Its shows all of their contact details at a
quick glance, but you may also view a more detailed version and also send a message to individual
group members.
Page 15 of 39
12. Banter Board
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The banter board section allows you to control all topics and posts that are made on the groups banter
board.
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Each topic shows the number of replies that have been posted, the total number of views and the date/
time of the last post that was made. A topic can also be viewed, blocked (no group member will then be
able to view the topic), edited and deleted.
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When viewing the topic, each post is displayed initially with the earliest post made first, this can be
changed by clicking on the sort icon at the top right of each post block. A post can also be replied to,
blocked (no group member will be able to view the post), edited and deleted.
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You may add a general reply to the topic by clicking on the main ‘Add Reply’ button both at the top and
bottom of the screen, or reply directly to a post by clicking on the reply button relating to the post. This
will automatically add the post you are replying to as a quote to your new post.
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13. Destinations
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The destination section allows you to define the destination for the group. The main details that are
expected are:-
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City
Country
Date From
Date To
You can also add an image of the destination along with a destination map of the local area. The local
area map will appear and be available on the mobile app, should they be active for your group.
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When editing the destination you can also confirm the days for which you will be attending by clicking
on the ‘Edit Confirmation’ button at the bottom of the page.
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14. Accommodation
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The accommodation section allows you to define the accommodation option for the group. The main
details that are expected are:-
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• Name
• Dates
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You can also add an image of the accommodation, along with the dates you will be booking the
accommodation for and how much each day will cost.
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When editing the accommodation you can also confirm if you will be using the arranged
accommodation, or prefer your own, along with the dates by clicking on the ‘Edit Confirmation’ button at
the bottom of the page.
Page 18 of 39
14. Transport
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The transport section allows you to define the transport options for the group. The main details that are
expected are:-
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Type (Flight, Coach, Ferry, Taxi, Other)
Outbound Date
Outbound Time
Inbound Date
Inbound Time
All of the current group members will be listed so that you can define seat numbers for each of them, if
applicable, along with the costings.
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When editing the accommodation you can also confirm if you will be using the arranged transport
options, or prefer your own, by clicking on the ‘Edit Confirmation’ button at the bottom of the page.
Page 19 of 39
14. Activities
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The activities section allows you to define the activities for the group. The main details that are
expected are:-
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Name
Date
Time
Cost
You can also add an image of the activity, along with any other pertinent information.
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When editing the activity you can also confirm if you will be participating in the arranged activities, by
clicking on the ‘Edit Confirmation’ button at the bottom of the page.
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15. Pubs/Clubs
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The pubs/clubs section allows you to define the pubs/clubs for the group. The main details that are
expected are:-
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Name
Date
Time
Cost
You can also add an image of the pub/club, along with any other pertinent information.
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When editing the activity you can also confirm if you will be participating in the arranged pubs/clubs, by
clicking on the ‘Edit Confirmation’ button at the bottom of the page.
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16. E-Ticket
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The e-ticket page is where you get to send both the e-ticket and emergency cards to all group members.
The e-ticket and emergency cards can only be sent once certain sections have been completed, which
are:-
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Destination
Accommodation
Transport
Activities
Once these sections have at least one valid entry, you will then be able to send out an e-ticket and batch
of emergency cards to all group members. The e-ticket and emergency cards are in PDF format and
designed to be printed out for complete ease of use.
Page 22 of 39
16. Mobile Apps
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The mobile apps page is where you get to send a link to all group members that will enable them to
download the app to their phones. The mobile app, like the e-ticket and emergency cards, can only be
sent once certain sections have been completed, which are:-
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Destination
Accommodation
Transport
Activities
Once these sections have at least one valid entry, you will then be able to send out a link to the mobile
app for each relevant app store, either iTunes or Google Play, to all group members or visit the stores
directly.
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The mobile app is designed to be a clean and efficient tool to help everyone keep in touch in the field,
and provide all the required details for the group and about the group, literally at your fingertips.
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17. Settings
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The settings section will allow you to update your personal account details such as:-
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Forename
Surname
Nickname
E-Mail (need to confirm any edit)
Mobile
Telephone
Facebook
Twitter
Instagram
LinkedIn
Website
User Image
Attendance Status
T-Shirt Size
Username (need to confirm any edit)
Password
About Me
How I Know The Stag
You can also launch the party wizard from this section too.
Page 24 of 39
18. Help
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The help section contains a raft of questions that we may think you’ll have and have tried to supply the
answer. The questions are also made up from the most frequently asked via out support system so
hopefully we’ve got 99.9% of everything covered!
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Page 25 of 39
Group Member Guide
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To become a member of a group you need to be invited by an existing group organiser. You can’t
actually sign up to become a member of an existing group.
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1. Sign In
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Simply enter your chosen username and password combination once you have a validated account. If
you don’t have a validated account please check your inbox for an e-mail that contains a link that will
validate your account. Should you not possess such an e-mail you can request the system to send you a
new one by clicking on the validation e-mail link in the sign in modal window.
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Should you have any issues signing in you can also get a reminder for your username or password by
clicking on the links in the sign in modal window too.
Page 26 of 39
2. Dashboard
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Once you’ve logged in the first page you’ll see is your dashboard. This is the area that will contain
important information at a glance. The main items that will be shown here are as follows:-
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Groups
Voting (if applicable)
Warnings alerting you to tasks that need attention e.g. arranging accommodation
Payment overview
Upon initial login you will see a list of all the groups that you are in charge of, or are apart of or nothing
other than the ability to use the party wizard to set up your own group (see Party Wizard for more
details).
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Once you’ve selected a group you either own, or are a part of, you will see further details pertaining to
that group. This can be the current voting situation on a range of topics (if voting has been activated
while setting up the group), general warnings about any aspects of the group that need attention e.g.
setting up the accommodation, destination, and travel etc. There will also be a quick overview of the
group details along with the ability to edit your attendance status (not going, unsure, confirmed) and go
back to the group selection screen. Payment overview, for details such as accommodation, will be
shown and allow you to define the date, amount and by what payment method each payment was made.
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2.1 Dashboard - Payment Overview
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The payment overview shows a quick summary of all payments that you’ve provided to the group for all
the sections that you’ve agreed to participate in e.g. accommodation, travel and activities.
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You are free to edit the records and add unlimited payment records for each section. The payment
record consists of the following details:-
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• Date of Payment
• Amount Paid
• Payment Method (Cash, PayPal, Bank Transfer, Cheque, Other)
Page 27 of 39
3. Messages
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The messages section gives an overview of the three main types or messages that you can view which
are:-
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• Messages
• Reminders
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The top five of each message type are shown and you may view each type individually within the
section. If the message type is a message then you have the option to reply.
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3.1 Messages - Reminders
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All message reminders that are sent to you will be shown and stored here. A reminder can range from
any of the following types:-
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• Group Deposit Reminder
• Deposit Reminder
• Payment In Full Reminder
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3.2 Messages - Inbox
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The messages inbox shows all of the messages you’ve received. You can also compose new messages,
either a group message where the message gets sent to all group members, or an individual message
which is send to a chosen recipient.
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The message inbox allows you to reply to any message and also delete. Once a message has been
deleted it can no longer be recovered.
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3.3 Message - Outbox
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The messages outbox shows all of the message that you’ve sent out to group members. You may view
all messages that you’ve sent out.
Page 28 of 39
4. Contacts
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The contacts section shows all of the current group members. Its shows all of their contact details at a
quick glance, but you may also view a more detailed version and also send a message to individual
group members.
Page 29 of 39
5. Banter Board
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The banter board section allows you to view all topics and posts that are made on the groups banter
board.
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Each topic shows the number of replies that have been posted, the total number of views and the date/
time of the last post that was made. A topic can also be viewed, edited (as long as you are the owner)
and deleted.
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When viewing the topic, each post is displayed initially with the earliest post made first, this can be
changed by clicking on the sort icon at the top right of each post block. A post can also be replied to,
blocked (no group member will be able to view the post), edited and deleted as long as you are the
owner of that post.
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You may add a general reply to the topic by clicking on the main ‘Add Reply’ button both at the top and
bottom of the screen, or reply directly to a post by clicking on the reply button relating to the post. This
will automatically add the post you are replying to as a quote to your new post.
Page 30 of 39
6. Destination
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The destination section allows you to view the destination for the group, along with all other detail
about the destination such as:-
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• City
• Country
• About
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When viewing the destination you can also confirm the days for which you will be attending.
Page 31 of 39
7. Accommodation
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The accommodation section allows you to view the accommodation for the group, along with all other
detail about the accommodation such as:-
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Name
Booking Ref.
Catering
Address
Telephone Number
Website
E-Mail Address
Check In/Check Out Information
Notes
When viewing the accommodation you can also confirm if you are using the accommodation provided,
or arranging your own, along with specifying which dates you are going to be staying and the costs
incurred.
Page 32 of 39
8. Transport
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The transport section allows you to view the transport options for the group along with all the other
details about the transport option such as:-
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Type (Flight, Coach, Ferry, Taxi, Other)
Outbound Location
Outbound Date
Outbound Time
Outbound Ref. No.
Outbound Arrival Time
Inbound Location
Inbound Date
Inbound Time
Inbound Ref. No.
Inbound Arrival Time
Information
When viewing the transport option you can also confirm if you are using the transport option provided,
or arranging your own, along with specifying if you are to use the transport option and the costs
incurred.
Page 33 of 39
9. Activities
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The activities section allows you to view the activity options for the group along with all the other
details about the activity options such as:-
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Name
Date
Time
Where
Address
Map
Website
Cost
When viewing the activity option you can also confirm if you are to participate in the activity.
Page 34 of 39
10. Pubs/Clubs
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The pubs/clubs section allows you to view the pubs/clubs options for the group along with all the other
details about the activity options such as:-
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Name
Date
Time
Where
Address
Map
Website
Cost
When viewing the pubs/clubs option you can also confirm if you are to visit in the pub/club.
Page 35 of 39
11. E-Ticket
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The e-ticket page is where you get to download both the e-ticket and emergency cards. The e-ticket and
emergency cards are only available once certain sections have been completed, which are:-
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Destination
Accommodation
Transport
Activities
Once these sections have at least one valid entry, you will then be able to download the an e-ticket and
a batch of emergency cards. The e-ticket and emergency cards are in PDF format and designed to be
printed out for complete ease of use.
Page 36 of 39
12. Mobile Apps
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The mobile apps page is where you get to download the app to your phone. The mobile app, like the eticket and emergency cards, can only be accessed once certain sections have been completed, which
are:-
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•
•
•
•
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Destination
Accommodation
Transport
Activities
Once these sections have at least one valid entry, you will then be able to visit each relevant app store,
either iTunes or Google Play.
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The mobile app is designed to be a clean and efficient tool to help everyone keep in touch in the field,
and provide all the required details for the group and about the group, literally at your fingertips.
Page 37 of 39
13. Settings
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The settings section will allow you to update your personal account details such as:-
!
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
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Forename
Surname
Nickname
E-Mail (need to confirm any edit)
Mobile
Telephone
Facebook
Twitter
Instagram
LinkedIn
Website
User Image
Attendance Status
T-Shirt Size
Username (need to confirm any edit)
Password
About Me
How I Know The Stag
You can also launch the party wizard from this section too.
Page 38 of 39
14. Help
!
The help section contains a raft of questions that we may think you’ll have and have tried to supply the
answer. The questions are also made up from the most frequently asked via out support system so
hopefully we’ve got 99.9% of everything covered!
Page 39 of 39