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User Guide

Ngā Kete o Te Ao Māori — Stall Manager User Guide

How to use the Ngā Kete Stall Manager — for public visitors, stall-holders, and event coordinators. Covers registration, the applicant dashboard, admin review & allocations, and daily check-in.

Ngā Kete o Te Ao Māori

Stall Manager — User Guide

Hui-a-Iwi 2026 · Te Rūnanga o Ngāi Tahu

Welcome to the Ngā Kete Stall Manager — the registration and site-allocation portal for stall-holders at Hui-a-Iwi 2026, held 20–22 November 2026 at the Selwyn Sports Centre, 70 Broadlands Drive, Rolleston.

This guide walks through every part of the app for three audiences:

  1. Public visitors — browsing the event and the stall directory.
  2. Stall-holders (applicants) — registering and managing an application.
  3. Event coordinators (admins) — reviewing, approving, allocating sites, and messaging.

1. What this app does

The Hui-a-Iwi event has two distinct market spaces. You apply for each one separately:

  • Indoor Market — Ngā Kete Indoor Hall. Arts, crafts, clothing, wellbeing, taonga and culture. Climate-controlled indoor environment with 3×3m or 3×6m spaces and optional power. No food stalls.
  • Outdoor (Kai) Market — Te Marae, on the main sports field. Open-air kai and produce market for prepared kai, fresh produce, specialty food vendors and food trucks. Covered 3×3m or 3×6m stalls.

Within the app you can:

  • Browse event info and the public stall directory.
  • Create an account and apply for an indoor or outdoor stall.
  • Save a draft and complete it later.
  • Track your application status, message the event team, upload documents, and (once allocated) check in on the day.
  • Admins review applications, assign sites on a zone map, generate site QR codes, and view check-ins.

2. Accounts & signing in

2.1 Create your account

From either market page (Indoor or Outdoor), if you are not signed in you'll see a "Begin Your Application" panel with three steps:

  1. Create your account — enter your name, email and a password (minimum 8 characters).
  2. Verify your email — enter the verification code we send you.
  3. Complete & submit — finish the stall registration form.

After submitting the form you create your account in, you'll be taken straight to the relevant registration form (Indoor or Outdoor).

2.2 Signing back in

If you already have an account, choose "Sign in here" under the registration form, or use the Admin link in the top header to reach the login screen. Enter your email and password. Stall-holders are sent to their application; admins are sent straight to the admin console.

2.3 Forgot your password

On the sign-in screen choose "Forgot password?". Enter your email and we'll send a reset link. Follow the link to set a new password, then sign in.

Note: Your email address is locked to your account — you can't change it in the form. Use the address you signed up with.

3. Public visitors

3.1 Home page

The home page shows the event name, dates (20–22 November 2026), venue, and two large buttons:

  • Indoor Market → indoor market info & application.
  • Outdoor (Kai) Market → outdoor kai market info & application.

Below those is the Event Info block (dates, location, two markets) and a link to the Stall Directory. On supported devices you may see an "Add to Home Screen" button to install the app like a native app.

3.2 Stall Directory

The public Stall Directory lists every stall that has been Approved or Allocated across both markets. You can:

  • Search by stall name or description.
  • Filter by theme (Kai/Food, Toi Māori/Art, Kākahu/Clothing, etc.).
  • Filter by size (Standard 3×3m or Large 3×6m).

Each card shows the stall name, indoor/outdoor badge, size, themes, a short description, the allocated site (once allocated), and a contact phone if the stall-holder opted in to public display. Food vendors are flagged with a kitchen icon.

3.3 Market pages

Each market page has a hero banner, a short description, and facility photos. If you're signed in as a stall-holder you'll see a personalised prompt to start or continue your application; if not, you'll see the Begin Your Application panel described in Section 2.

4. Stall-holders (applicants)

4.1 Indoor Market registration

From the Indoor Market page, choose Start Indoor Application. The form is split into sections:

  • Applicant Details — name, stall/trading name, preferred name, Ngāi Tahu affiliation & whakapapa number (if applicable), address, rohe/region, mobile, emergency contact, email (locked).
  • Category — choose the category that sets your fee:
    • Ngāi Tahu Whānau & TRONT — $200 (no power) / $250 (with power)
    • Non Ngāi Tahu Providers — $500 / $550
    • Government Organisation — $500 / $550
  • Your Stall — choose a stall size (Standard 3×3m or Large 3×6m).
    • Large stalls are limited to 1 space and are charged at double the per-space price.
    • Standard stalls can take 1–3 spaces, each charged individually.
    • Tick power required, clothing racks/displays, and (if racks selected) whether you need the trestle table.
    • Pick product themes.
    • "What is your whakaaro?" — your written justification. This must be between 50 and 500 words. A live word counter is shown under the field.
  • Payment — the total fee is calculated automatically and shown. Choose Bank Deposit or Invoice. The one-off fee covers all three event days; WiFi is provided on-site at no extra cost.
  • Additional Requirements — vehicle access, special requirements.
  • Documentation — upload stall photos, product images and insurance certificates (images or PDFs).
  • Terms & Consents — accept Terms & Conditions and Health & Safety (required), plus optional photo/media and public contact consents.

4.2 Outdoor (Kai) Market registration

From the Outdoor (Kai) Market page, choose Start Outdoor Application. The outdoor form is similar but tailored to kai vendors:

  • Same applicant details and category pricing as indoor.
  • Your Stall — Standard 3×3m or Large 3×6m, 1–3 standard spaces (max 1 for large).
    • Tick power, clothing racks/displays, trestle table.
    • Food truck/trailer onsite — if yes, enter dimensions and choose single or three-phase power.
    • Number of staff at your stall.
    • "What is your whakaaro?" — 50–500 words (counter shown).
  • Payment — fee calculated automatically; Bank Deposit or Invoice.
  • Additional Requirements, Documentation (photos, menu, insurance, health permit for food vendors), and Terms & Consents (outdoor hazards acknowledged).

4.3 Save a draft & complete later

At the bottom of either form, two buttons sit side by side:

  • Save & Complete Later (Indoor) / Save Draft (Outdoor) — stores your progress so you can return to it. Your email is remembered, and when you sign back in and reopen the form your details are pre-filled.
  • Submit Application — final submission. Before submitting, the form checks that required fields are complete (name, stall name, mobile, category, stall size, whakaaro word count, payment method, and the two required consents). If something is missing, an error message tells you exactly what — your entered data is kept so you can fix and resubmit without losing anything.

After you submit, a confirmation screen appears and a confirmation email is sent to your registered address.

4.4 Indoor Applicant Dashboard

After submitting, visit your Applicant Dashboard (link from the indoor market page when signed in, or reach it via the home page after signing in). It shows:

  • A status banner with your stall name, current status, and an Edit Application button (available while your status is Submitted or Under Review).
  • Tabs: Overview, Messages, Documents, and (once allocated) Site Allocation and Check In.

4.5 Outdoor Dashboard

Outdoor applicants have a separate Outdoor Market Dashboard with the same overview, messages and documents tabs, plus the outdoor site-allocation tab once allocated. Use the Indoor Dashboard / Home links in the header to switch.

4.6 Messages with the event team

On the Messages tab you can type a question or note and Send Message. Your messages and the event team's replies appear in a thread below. Messages from the admin team are highlighted, and an unread count shows on the tab. Admin replies also trigger an email notification to you.

4.7 Uploading documents

On the Documents tab, Choose Files to upload photos, insurance certificates, permits or menus (images or PDFs). Files are auto-categorised by filename (e.g. "menu", "insurance", "health"). Uploaded files show with a View link. You can add more documents at any time — the event team may ask for a health permit if you're a food vendor.

4.8 Site allocation & daily check-in

Once your application is Allocated, two extra tabs appear:

  • Site Allocation — shows your Site ID, plot dimensions, whether electricity and water are provided, anchor points, location notes, and a site map with your spot highlighted in yellow. A confirmation email is sent when your site is allocated.
  • Check In (indoor) — each event day, scan the official QR code at your allocated site to confirm you've arrived and are set up at the correct location. The scanner validates that the QR matches your allocated site and records one check-in per day. Your check-in history is shown below. Wrong-site scans are flagged so you can find your correct spot.

4.9 Application statuses

Your application moves through these statuses:

  • Submitted — received; you can still edit.
  • Under Review — the event team is assessing it; you can still edit.
  • Approved — accepted; waiting for a site to be allocated.
  • Allocated — a site has been assigned; check-in is now available.
  • Declined — not accepted; the reason is shown on your dashboard.

5. Event coordinators (admins)

Only accounts with the admin role can reach the admin consoles. When an admin signs in they are redirected straight to the indoor admin console.

5.1 Signing in as admin

Use the Admin link in the site header, or sign in with your admin email and password. Non-admins who try to open an admin URL are redirected back to the home page.

There are two consoles:

  • Indoor Admin (/admin) — Applications and Allocations for the indoor market, plus check-ins. A green sidebar.
  • Outdoor Admin (/admin-outdoor) — Applications and Allocations for the outdoor kai market. An amber sidebar.

Switch between them with the 🌿 Outdoor Admin / ← Indoor Admin links in the nav bar. Logout ends your admin session.

5.2 Indoor Admin: Application Queue

The Applications tab lists every indoor application with search and filters (status, size, food vendor). Status summary tiles at the top double as quick filters — click a status to filter to it. Click any row to open the full application.

A second tab, Check-Ins, lists every QR check-in across the event with stall name, site, event day and time.

Use Refresh to pull the latest data and Export CSV to download the filtered list as a spreadsheet.

5.3 Reviewing an application

The application detail view shows the stall name, operator, status badge, and a Lock/Unlock toggle to prevent (or allow) the applicant editing their own form.

Action bar:

  • Mark Under Review — moves a Submitted application to Under Review.
  • Approve — accepts the application; it becomes ready for allocation.
  • Decline — opens a modal to pick a reason (incomplete, stall type unavailable, unsuitable theme, insufficient documentation, capacity reached, other). The reason is saved and shown to the applicant.

Changing a status triggers an automatic notification email (Under Review, Approved, or Declined) to the applicant and records an audit-log entry.

Tabs:

  • Application Details — stall/organisation, contact, logistics, consents, and the whakaaro description.
  • Messages — the full conversation with the applicant. Type a reply and Send Reply; it's saved to the thread and emailed to the applicant. A bubble warns how many applicant messages are awaiting a reply.
  • Documents — view every uploaded file. If a food vendor hasn't uploaded a health permit, a warning is shown.
  • Internal Notes — private notes not visible to the applicant.

5.4 Indoor Allocations

The Allocations screen (admin nav → Allocations) lists every Approved and Allocated applicant. Approved stalls needing a site show a "Needs Site" badge; allocated stalls show their site ID and a QR code icon.

To allocate a site:

  1. Select an applicant from the list.
  2. Pick a Zone (A–D): A = Te Kete Tuauri, B = Te Kete Tuatea, C = Te Kete Aronui, D = Te Kete Whānau.
  3. Pick a spot. Standard stalls take one spot; Large stalls reserve two adjacent spots (the picker auto-selects a neighbour). Taken spots are shown in red and can't be chosen; double-bookings are blocked.
  4. The Site ID is generated automatically (e.g. Z1S03 for standard, Z1S34 for large).
  5. Set the Map Region, plot dimensions, electricity/water provision, anchor points and location notes.
  6. Confirm Allocation (or Update Allocation if editing). The applicant's status becomes Allocated, an audit entry is created, and an allocation confirmation email is sent.

Below the form, the Site Map shows all sites: red = allocated, grey = vacant, yellow = the currently selected stall. Hover a spot for details. The QR icon next to an allocated stall opens a printable Site QR Code that the stall-holder scans at check-in.

Use Export CSV to download all allocations.

5.5 Check-Ins (admin)

On the indoor Application Queue, the Check-Ins tab lists each check-in record. This is how the event team confirms who has arrived and set up at the correct site each day.

5.6 Outdoor Admin

The outdoor console mirrors the indoor one for Outdoor (Kai) applications:

  • Applications — search, filter by status and size (Standard 3×3m, Large 3×6m, Marquee 6×6m), status tiles, CSV export, and application review with the same approve/decline/notes/messages/documents flow.
  • Allocations — outdoor zones A, B and C (OA, OB, OC) with a spot grid. Pick a zone, pick a free spot, set dimensions/electricity/water/anchor points/notes, and Allocate to Site. Conflicts are blocked. Export CSV is available.

5.7 Exporting data

Every queue and allocation screen has an Export CSV button that downloads the currently filtered list as a CSV spreadsheet (stall name, operator, contact, status, type, flags, dates).

5.8 Locking fields

On an application, the Lock/Unlock toggle freezes the applicant's form so they can no longer edit it. Use this once a stall is allocated or when details are confirmed, to prevent changes before the event.

6. Notifications & emails

The app sends automatic emails to applicants (registered users) for:

  • Submission confirmation — when a form is submitted.
  • Status change — Under Review, Approved (with next steps), or Declined (with the reason).
  • Allocation confirmation — when a site is assigned (includes site ID and location notes).
  • Admin reply — when an admin sends a message from the application detail view.

Email is sent to registered app users only. Make sure the email you register with is one you check.

7. Troubleshooting & FAQ

I can't sign in. Use "Forgot password?" to reset. Passwords must be at least 8 characters. If your email isn't recognised, create a new account from a market page.

My form won't submit. The error message tells you exactly what's missing. Common items: name, stall name, mobile, applicant category, stall size, the whakaaro (50–500 words), a payment method, and the two required consents.

I want to change my email. Email is locked to your account. Contact the event team to update it.

My QR check-in says "Wrong site". You scanned a QR for a different site. Find your allocated Site ID (shown on your dashboard Site Allocation tab) and scan the QR at that site.

I'm an admin but can't see the admin console. Confirm your account has the admin role. Non-admin users are redirected away from admin pages.

I can't edit my application. Editing is available only while your status is Submitted or Under Review, and only if the admin hasn't locked your fields. Once Approved or Allocated, contact the event team to request changes.

8. Glossary (te reo Māori)

  • Hui-a-Iwi — tribal gathering / iwi assembly.
  • Ngā Kete o Te Ao Māori — "the baskets of the Māori world" (event theme).
  • Kai — food.
  • Toi Māori — Māori art.
  • Kākahu — clothing / garments.
  • Rongoā — wellbeing / traditional medicine.
  • Taonga — treasures.
  • Ngā Mahi-ā-Rēhia — games / recreational arts.
  • Pūkōrero — books & media.
  • Whakaaro — thought / idea (used for your application justification).
  • Rohe — region / tribal district.
  • Whakapapa — genealogy / lineage.
  • Whānau — family (extended).
  • Kaupapa — theme / purpose / initiative.

Te Rūnanga o Ngāi Tahu · Hui-a-Iwi 2026 · Ngā Kete o Te Ao Māori

Ngā Kete o Te Ao Māori · Hui-a-Iwi 2026