This guide covers the day-to-day of running your group — members, settings, and the bits that usually trip people up. If you get stuck, you're talking to a real person in the UK, not a support ticket.
Founder's Pro-Tip: Being a Group Admin is about more than settings; it's about atmosphere. Don't feel you have to do it all alone—use the "Event Host" feature to delegate and share the load.
Your Admin Dashboard: The Command Centre
Accessing the Dashboard
Access your dashboard by clicking "Dashboard" on your group page. It is organised into four key areas:
- Members: Your community hub. Approve requests, manage roles, and handle moderation. If event hosts mark repeated no-shows, an alert badge appears here — see Check-in & no-shows.
- Group Settings: Your brand. Update your public identity, manage your group's contribution, and connect Stripe for paid events.
- Communication: Your outreach. Create invite links and send updates to your members.
- Content: Your calendar. View events, import data, and manage your venues.
Managing Your Community
How to approve new members
For private groups, you are the gatekeeper. Approving requests promptly keeps momentum high. If a member disrupts the group, you can Suspend them (they remain joined but can't interact) or Remove them (full unsubscription).
Activity log: When someone requests to join, an action item appears at the top of your group activity log on the dashboard and group page — follow the link to People to approve or decline, so you never miss a request.
What success looks like: Pending requests show in your activity log and in People; once approved, members can see events and RSVP. No one sees private group details until you say yes.
Empowering Event Hosts
Don't burn out. If you have trusted members, assign them as Event Hosts. They can create and manage events, allowing you to focus on high-level group growth and strategy.
Note: As the Admin, you manage the group's settings and contribution; hosts cannot change these, keeping your group secure.
Customising Your Group
Visibility & Discovery
Your "About Us" page and Taglines are your first impression. Keep them welcoming. Use relevant Interests (tags) to ensure local members can find you in the directory.
Hero Image
A high-quality banner (1200x500px) is the best way to signal that your group is active and professional.
Locations
Save time by adding venues to your Manage Locations list. Once saved, they are ready to select instantly whenever you schedule a new event.
Money Matters: Understanding Payments
It is important to keep these two separate to avoid confusion:
Platform Subscription (The £5/month)
This is your contribution to GatherUK. It keeps us independent and ad-free. New groups get three months free—no credit card required to start.
When your free trial ends, you pay in advance via Stripe. You can choose to pay for 3 months (£15), 6 months (£30), or 12 months (£60) at a time. Subscriptions are aligned to the 15th of the month, so your renewal date will always fall on the 15th.
To manage your subscription, go to your Admin Dashboard and open the Group Settings tile — you'll find the Subscription section there.
How to connect Stripe for paid events
If you charge for events, we use Stripe Connect to move those funds directly to you. GatherUK does not handle your event cash. If you prefer "cash on the door" or offline transfers, that is entirely between you and your members.
What success looks like: Stripe shows as connected in Group Settings, and members complete checkout when they RSVP to a paid event. Payments go to your group's Stripe account — not through GatherUK.
Moving Your Group (Migration)
If you've recently moved from another platform, don't stress the tech. Refer to our Migration Hub for step-by-step guidance on inviting members across and importing upcoming events (not photos or member lists). If you run into any issues during the transition, contact me directly—I am here to help you keep your community momentum.
Deleting Your Group
⚠️ Permanent Action
If you need to delete your group, you can do so from the bottom of your Admin Dashboard. This action cannot be undone and will permanently delete all events, RSVPs, member subscriptions, photos, and messages. You'll be asked to confirm twice.
Best Practices for Healthy Groups
✓ Consistency Wins
Even small, regular gatherings build a stronger community than occasional large events.
✓ Clear Communication
Always include all necessary info in your event descriptions. A quick email update when plans shift goes a long way in building member trust.
✓ Engagement
Encourage your members to post photos and interact. A group that feels "alive" grows naturally.
Still Need Help?
Check our Help for Event Hosts guide, view our FAQs , or contact us.