Bands Module - User Manual

Introduction

The Bands module is the core of nGage.band. It allows you to create and manage bands, organize members, set up carpool groups, and configure band settings. Everything in nGage.band revolves around bands - songs, files, events, and other content are all associated with a specific band.

Getting Started

Accessing the Bands Module

  1. Select a band from the band selector (if you have access to multiple bands)
  2. Click "Band" in the main menu
  3. You'll see the band dashboard

Permissions

Your access to band features depends on your user level and permissions:

  • View - You can see band details and dashboard
  • Edit - You can modify band settings
  • Delete - You can delete bands (if granted)
  • Manage Members - You can add/remove members and set permissions

Creating a Band

Adding a New Band

  1. Click "Bands" in the main menu or use the band selector
  2. Click "Add Band" or "New Band"
  3. Fill in the band details:
    • Band Name (required) - The name of your band
    • Description (optional) - A brief description
  4. Click "Save" or "Create Band"

Note: Your package may limit the number of bands you can create. Check your package settings if you reach the limit.

After Creating a Band

After creating a band, you'll automatically:

  • Be set as the owner of the band
  • Be redirected to the band dashboard
  • Have full permissions to manage the band

Band Dashboard

The band dashboard is your central hub for band activities. It shows:

Dashboard Overview

  • Band Information - Name, description, member count
  • Quick Actions - Common tasks and shortcuts
  • Dashboard Widgets - Customizable widgets showing:
    • Upcoming events
    • Recent activity
    • Quick statistics
    • Module-specific information
  • Use the band selector in the top navigation to switch between bands
  • Click module links in the sidebar to access different features
  • Use dashboard widgets for quick access to important information

Band Settings

Accessing Band Settings

  1. Go to the band dashboard
  2. Click "Settings" or navigate to Band Settings
  3. You need Edit permission to modify settings

Available Settings

Basic Information

  • Band Name - Change the name of your band
  • Description - Update the band description

Travel & Cost Settings

  • Distance Unit - Choose between kilometers (km) or miles (mi)
  • Currency Symbol - Set the currency symbol (€, $, £, etc.)
  • Cost per Kilometer/Mile - Set the default travel cost per unit

These settings are used by the Gigs module to calculate travel expenses automatically.

Profile & sharing

  • Band photo – Upload a band photo (JPEG, PNG, GIF or WebP, max 2 MB). Stored per band.
  • Music type – Searchable list of music styles (e.g. Folk, World music, Jazz). Start typing to search. Used for profile and optional sharing with folkagenda.nl.
  • Share our gigs with folkagenda.nl – Checkbox to allow sharing gigs with folkagenda.nl. Only visible when music type is Folk or World music.
  • Country – Optional: Netherlands, Belgium or Germany (for future sync with folkagenda).
  • Gigs API token (for WordPress) – Each band has its own token. Click Generate token (or Regenerate token to replace it). Copy the token into your WordPress site under Settings → nGage Gigs (API key field). The token is required for the public Gigs API so your WordPress site can load this band’s gigs.

Saving Settings

  1. Make your changes
  2. Click "Save" or "Update Settings"
  3. Changes take effect immediately

Managing Band Members

Accessing Member Management

  1. Go to the band dashboard
  2. Click "Manage Members" or navigate to Members
  3. You need Manage Members permission

Viewing Members

The members page shows:

  • Member List - All users who are members of the band
  • Roles - Owner, member, or subuser
  • Permissions - Module-specific permissions for each member
  • Actions - Options to edit or remove members

Adding Members

Inviting by Email

  1. Click "Invite Member" or "Add Member"
  2. Enter the email address of the person you want to invite
  3. The system will:
    • Send an invitation email if the user doesn't have an account
    • Add the user directly if they already have an account
  4. Set initial permissions (optional)
  5. Click "Send Invitation" or "Add"

Adding Existing Users

If the user already has an nGage.band account:

  • They'll be added immediately
  • You can set their permissions right away

Setting Member Permissions

For each member, you can set permissions for different modules:

  1. Find the member in the member list
  2. Click "Edit" or "Permissions"
  3. Set permissions for each module:
    • View - Can see content
    • Edit - Can create and modify content
    • Delete - Can delete content
    • Module-specific permissions - Additional permissions per module
  4. Click "Save" or "Update Permissions"

Note: You can only assign permissions that you have yourself. Band owners can assign all permissions.

Bulk Permission Updates

You can update permissions for all members at once:

  1. Go to the member management page
  2. Click "Update All Permissions" or similar
  3. Set default permissions for all members
  4. Individual member permissions can still be customized

Removing Members

  1. Find the member in the member list
  2. Click "Remove" or "Delete"
  3. Confirm the removal

Warning: Removing a member will revoke their access to all band content. This action cannot be undone.

Member Roles

  • Owner - The creator of the band, has full control
  • Member - Regular band member with assigned permissions
  • Subuser - Linked to a parent user account

Carpool Groups

Carpool groups help organize transportation for gigs and events. You can create groups, assign drivers, and track distances.

Creating a Carpool Group

  1. Go to the band dashboard
  2. Navigate to "Carpool" or "Carpool Groups"
  3. Click "Add Carpool Group" or "New Group"
  4. Fill in the details:
    • Group Name (required) - e.g., "North Route", "City Center"
    • Description (optional) - Additional information
    • Driver (optional) - Assign a default driver
  5. Click "Save" or "Create Group"

Managing Carpool Groups

Adding Members to a Group

  1. Go to the carpool groups page
  2. Click on a group name or "Edit"
  3. Click "Add Member"
  4. Select a band member from the list
  5. Optionally set the distance from their location
  6. Click "Add"

Updating Member Distance

  1. Go to the carpool group
  2. Find the member in the list
  3. Click "Edit Distance" or update the distance field
  4. Enter the distance (in your band's distance unit)
  5. Click "Save"

Removing Members from a Group

  1. Go to the carpool group
  2. Find the member in the list
  3. Click "Remove" next to the member
  4. Confirm removal

Editing a Group

  1. Go to the carpool groups page
  2. Click "Edit" next to the group
  3. Modify the name, description, or driver
  4. Click "Save Changes"

Deleting a Group

  1. Go to the carpool groups page
  2. Click "Delete" next to the group
  3. Confirm deletion

Warning: Deleting a carpool group will remove it from all associated gigs. This action cannot be undone.

Using Carpool Groups

Carpool groups are used by the Gigs module to:

  • Organize transportation for performances
  • Calculate travel costs automatically
  • Track who's traveling together
  • Assign drivers for each route

Selecting and Switching Bands

Selecting a Band

If you're a member of multiple bands:

  1. Click the band selector in the top navigation bar
  2. Choose the band you want to work with
  3. All modules will now show data for the selected band

Switching Between Bands

  1. Click the band selector
  2. Choose a different band
  3. You'll be redirected to that band's dashboard

Deselecting a Band

To clear the current band selection:

  1. Click the band selector
  2. Click "Deselect" or "Clear Selection"
  3. You'll return to the main dashboard

Note: Some modules require a band to be selected before you can use them.

Band Limits and Restrictions

Package Limits

Your subscription package may have limits on:

  • Maximum Bands - Total number of bands you can create
  • Maximum Members - Members per band (if applicable)

Checking Your Limits

  1. Go to My Account
  2. Navigate to Package Information or Subscription
  3. View your current limits and usage

Reaching Limits

If you reach a limit:

  • You'll see a message when trying to exceed it
  • Contact your administrator to upgrade your package
  • Some limits can be adjusted by administrators

Best Practices

Organizing Your Bands

  1. Use descriptive names - Make band names clear and identifiable
  2. Add descriptions - Help members understand the band's purpose
  3. Set up carpool groups early - Prepare for gigs in advance
  4. Configure settings - Set distance unit and currency before adding gigs

Managing Members

  1. Set appropriate permissions - Only grant necessary access
  2. Review permissions regularly - Update as members' roles change
  3. Use roles effectively - Assign owners and members appropriately
  4. Keep member list updated - Remove inactive members

Using Carpool Groups

  1. Create groups by route - Organize by geographic area
  2. Assign drivers - Make it clear who's driving
  3. Update distances - Keep distance information accurate
  4. Use for planning - Set up groups before scheduling gigs

Troubleshooting

Can't Create a Band

"Maximum number of bands reached"

  • Check your package limits
  • Delete unused bands if possible
  • Contact administrator to upgrade package

"No permission to add bands"

  • Check your package permissions
  • Contact administrator if you need access

Can't Access Band Dashboard

"Please select a band first"

  • Use the band selector to choose a band
  • Make sure you're a member of at least one band
  • Contact administrator if you should have access

Can't Manage Members

"No permission to manage members"

  • Only band owners and users with "Manage Members" permission can manage members
  • Contact the band owner to request access
  • Check your permissions in the member management page

Member Invitation Issues

"User not found"

  • The email address may not be registered
  • An invitation email will be sent automatically
  • The user needs to create an account first

"User already a member"

  • Check the member list
  • The user may already be added with different permissions

Frequently Asked Questions

Q: Can I be a member of multiple bands?
A: Yes! You can be a member of as many bands as your package allows. Use the band selector to switch between them.

Q: What's the difference between owner and member?
A: Owners have full control over the band, including the ability to delete it. Members have permissions assigned by owners or administrators.

Q: Can I transfer ownership of a band?
A: Currently, ownership cannot be transferred. The original creator remains the owner. Contact support if you need to transfer ownership.

Q: What happens if I delete a band?
A: Deleting a band will remove all associated data (songs, files, events, etc.). This action cannot be undone. Make sure you have backups if needed.

Q: Can I change a band's name?
A: Yes! Go to Band Settings and update the name. The change takes effect immediately.

Q: How do carpool groups work with gigs?
A: When creating a gig, you can assign carpool groups. The system will use the group's members and distances to calculate travel costs automatically.

Q: Can I set different permissions for different modules?
A: Yes! In the member management page, you can set specific permissions for each module (Songs, Files, Calendar, etc.) for each member.

Q: What if I can't see a band I should have access to?
A: Check that you're a member of the band. Contact the band owner or administrator if you believe you should have access.

Last updated: January 2025

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