Welcome to the TATOE Organiser Portal! This guide will help you manage your art trail effectively using our comprehensive organiser platform.

Overview

The TATOE Organiser Portal is designed for art trail administrators to manage participants, venues, and invitations across multiple event dates. The system supports up to 100 participants with real-time updates and automated workflows.

Getting Started

Initial Setup

  1. Create Your Project

    • Log in with your registered user credentials
    • Set up your art trail project with a unique name
    • Define your event dates (these are fixed and cannot be changed by participants)

  2. Import Participants

    • Prepare a CSV file with columns: name,email
    • Upload the CSV through the admin panel
    • The system will automatically send invitation emails to all participants

  3. Assign Administrators

    • Designate trusted team members as admins
    • Admins can view all data and manage participants

Admin Panel Features

User Management

View All Users

  • See complete list of participants, venue leads, and guests
  • Filter by status: registered, pending, blocked
  • Search by name or email

Participant Actions

  • Block/Unblock: Temporarily disable participant access
  • Delete: Permanently remove participants from the system
  • Email: Send direct messages to individual participants

Venue Management

Venue Lead Overview

  • View all venue leads and their capacity
  • Monitor guest assignments and pending invitations
  • Track venue status and availability

Capacity Management

  • Monitor how many guest spots each venue has available
  • View current assignments and pending requests
  • Manage venue lead permissions

Invitation System

Real-Time Monitoring

  • View all pending invitations
  • Track acceptance/decline status
  • Monitor invitation flow between venue leads and participants

Invitation Management

  • See which participants have requested to join specific venues
  • Monitor venue lead responses
  • Track invitation status changes

Key Workflows

1. Participant Registration Flow

  1. CSV Import: Upload participant list
  2. Email Invitations: System sends setup links
  3. Participant Setup: Users create passwords and profiles
  4. Profile Completion: Participants fill in art details and preferences

2. Venue Lead Setup

  1. Opt-in Process: Participants can become venue leads
  2. Venue Details: Leads provide address and guest capacity
  3. Capacity Management: System tracks available spots
  4. Guest Management: Leads can invite and manage guests

3. Invitation Workflow

  1. Interest Expression: Participants request to join venues
  2. Venue Lead Review: Leads see interested participants
  3. Invitation Sent: Lead invites specific participants
  4. Response Handling: Participants accept or decline
  5. Assignment Confirmation: System updates assignments

Data Export Features

Export Current Plan

- Download CSV with all current assignments - Includes participant details, venue assignments, and contact information - Perfect for printing or sharing with stakeholders

Export Activity Logs

- Complete audit trail of all system activities - Track invitation history, acceptances, and changes - Useful for reporting and analysis

Email Management

Automated Emails

- **Welcome Emails**: Sent to new participants - **Reminder Emails**: Automated reminders for incomplete registrations - **Status Updates**: Notifications for invitation changes

Manual Email Tools

- Send custom messages to individual participants - Bulk email capabilities for announcements - Template-based messaging system

Best Practices

Before the Event

1. **Early Setup**: Import participants well in advance 2. **Clear Communication**: Send welcome emails with clear instructions 3. **Capacity Planning**: Monitor venue lead registrations 4. **Testing**: Verify all email systems work correctly

During the Event

1. **Monitor Activity**: Check real-time updates 2. **Handle Issues**: Quickly resolve any participant problems 3. **Export Data**: Keep regular backups of current assignments 4. **Communication**: Send timely updates to participants

After the Event

1. **Export Final Data**: Download complete assignment records 2. **Archive Information**: Save activity logs for future reference 3. **Gather Feedback**: Use the system to collect participant feedback

Troubleshooting

Common Issues

Participant Can’t Log In

  • Verify email address is correct in the system
  • Check if participant has completed initial setup
  • Ensure account is not blocked

Invitation Problems

  • Check if venue has available capacity
  • Verify participant hasn’t already been invited elsewhere
  • Ensure venue lead has completed setup

Email Delivery Issues

  • Check spam folders
  • Verify email addresses are correctly formatted
  • Use manual email tools as backup

Support Contacts

For technical issues or questions about the organiser portal:

  • Email: support@tatoe.co.uk
  • Response Time: Within 24 hours
  • Emergency: Contact your system administrator

Security Features

Data Protection

- All participant data is encrypted - Access is restricted to authorized administrators - Regular security updates and monitoring

User Privacy

- Participants control their own information - Venue addresses are only shared with assigned guests - Email addresses are protected from unauthorized access

Contact Support2

Need help? Check our troubleshooting guide or contact support.