Host Guide

Asoebi Assist is a guest ordering and payment platform for asoebi — the coordinated outfits guests wear to weddings, traditional ceremonies and other celebrations.

You set up your packages and prices. Your guests use your private guest portal to choose their packages and pay online. You can see every order and payment in your dashboard, and your share of the guest payments is paid out to you after ordering closes.

Additional services such as fabric sourcing, vendor coordination, packaging and delivery coordination are available and are arranged through a consultation.

You will see a confirmation with your event code. If you asked for a consultation, you will also receive a confirmation email.

Our team then reviews every new event personally. Once your event is approved, you receive an email titled “Your Event Is Ready” with a link to finish your setup.

Use the link in your “Your Event Is Ready” email. Create your account (or sign in) using the same email address you used on your event form — your event is matched to that email.

After that, sign in at any time from “Host Portal” in the top menu of our website. If you forget your password, use “Forgot password?” on the sign-in page.

Two things:

• Add at least one package with a price.
• Connect your payout account with Stripe and complete Stripe's setup.

Your guest portal opens automatically as soon as both are done. Your dashboard's “What's needed from you” section always shows what is still outstanding.

On the event form: your name, email and phone number, your event type, date and location, an estimated guest count, your colour theme, the couple's or celebrant's names, and the services you are interested in.

During setup: your packages (name, women's / men's / unisex, price and what is included) and your Stripe details (see “Stripe & Your Payout Account” below).

Optional details — package colour, notes for guests and photos — can be added or updated later.

If you only need the guest ordering portal, no consultation is required.

If you selected additional services (for example, one of our service packages, fabric sourcing, vendor, packaging or delivery coordination), we need a short planning call. Your dashboard will show “Schedule your consultation call” with a link to book it. Please schedule it before your guest portal opens so we can plan your services with you.

You can also request a consultation on the event form even if your services don't require one.

From your setup link (or “Add packages” on your dashboard), add each package with a name, a category — Women's, Men's or Unisex — a price, and what is included (for example fabric, gele or cap).

You can add as many packages as you need. Colour descriptions, notes for guests and photos are optional.

Yes. You can offer any mix of women's, men's and unisex packages, each with its own price and contents. Guests can order more than one package in a single order.

Yes. Guests select their relationship to you (for example Immediate Family, Relative or Friend). In the Guest Relationship Groups section of your dashboard you can choose which packages each group sees. By default, every group sees every package.

Your prices lock when your guest portal opens (when your Stripe setup is complete). This protects your guests: everyone pays the price that was shown when the portal opened.

Every order also keeps a record of the exact packages and prices the guest chose, so later changes never alter an order that was already placed.

Optional details such as colour, notes and photos can still be updated from your dashboard.

To change a price or a package after your portal has opened, email us at support@asoebiassist.com. Changes apply to new orders only.

Your guest portal is your event's private ordering page. Guests open it, choose their packages, enter their details and pay securely. Guests do not need an account.

While ordering is open, your dashboard shows your guest link with a Copy button. Share it by WhatsApp, text, email or social media.

Guests can also go to the Guest Portal page on our website and enter your event code.

• First and last name, email address and phone number
• Their relationship to you
• The packages and quantities they want
• Whether their fabric should stay in the country where it is sourced for tailoring (if so, they can add their tailor's details)
• Pickup or delivery, depending on the options you offer — a pickup location, or a delivery address
• Agreement to the payment policy

After choosing their relationship to you, guests see the packages available to their group, with prices and what is included. They pick a quantity for each package they want (up to 20 of each) and see their order total before paying.

Yes — for example a women's and a men's package for a couple, in one order and one payment.

Each email address can place one order per event. If a guest tries to order again with the same email, they are sent to finish paying their existing order (if it is unpaid) or told they have already ordered.

In your dashboard you choose whether guests can pick up, have their order delivered, or choose either. You also add your pickup locations.

• Pickup: the guest chooses one of your pickup locations.
• Delivery: the guest enters a delivery address. Delivery is subject to an additional fee that varies by location.
• Tailoring: a guest can ask for their fabric to stay in the country where it is sourced (for example, Lagos) so they can have it tailored there. They are responsible for coordinating with their tailor; if Asoebi Assist is asked to coordinate shipping to a tailor, additional fees may apply.

Guests cannot edit an order themselves once it is submitted. Ask the guest to contact you, then email us at support@asoebiassist.com with the guest's name and the correction, and we will help.

Asoebi Assist can pause your portal at your request. While paused, guests cannot place new orders and see a short message. Guests who already have an unpaid order can still pay it. A pause does not end your ordering period or start your payout.

Ordering closes after your guest order deadline. Unless you choose a different date, the deadline is three months before your event date. The portal stays open until 11:59 PM Central Time on the deadline date.

While ordering is still open, you can change your event date and deadline in the Event Date section of your dashboard. The deadline must be a future date and at least 90 days before your event date (so guests' asoebi can be prepared in time). Once the deadline has passed, the guest portal closes, unpaid orders can no longer be paid, and your payout process begins.

Extending after the deadline has passed: contact us. Asoebi Assist can reopen ordering with a new deadline, but only before any payout has been sent for your event.

Ending early: contact us. Asoebi Assist can close ordering early, which starts your payout process. Ending early can only be undone by Asoebi Assist, and only before any payout has been sent.

After submitting their order, guests are taken to Stripe's secure checkout page to pay the full order amount. Card details are entered on Stripe's page — never on Asoebi Assist.

Guests can pay by card. Stripe may also offer other payment options depending on the guest's device and location.

Guests are taken straight to payment, and an order is only confirmed once it is paid. If a guest leaves before paying, their order is saved as unpaid and they receive an email with a Complete Payment link.

An unpaid order can be paid any time until ordering closes. After that it can no longer be paid unless ordering is reopened.

Your dashboard shows each guest's order, the amount due, the amount paid and a status: Paid, Not Yet Paid, Payment Failed, Cancelled, Refunded, Disputed or Dispute Lost. A partial refund shows as, for example, “Paid · $50.00 refunded”. The refunded amount comes out of your share; the 5% coordination fee is not refunded. An order with an open dispute is not counted until the dispute is resolved. The Payment Summary shows the total received (after refunds), the coordination fee and your share.

You also receive an email each time a guest pays.

Yes. Guests with unpaid orders receive automatic reminders 30 days, 2 days and 1 day before your deadline, and on the deadline day. Guests who have paid are never reminded.

You can also send payment, deadline or general reminders from the Guest Payments section of your dashboard. To avoid over-messaging, a guest who received a reminder you sent won't be sent another for 7 days.

If a card is declined, no charge is made. The order stays unpaid and the guest can try again from their Complete Payment link or by returning to your guest portal with the same email address.

If you want an unpaid order cancelled — for example, a duplicate, or an order a guest no longer wants — ask us and Asoebi Assist will cancel it. Cancelled orders are not counted in your totals. A paid order cannot be cancelled; if you decide the guest should get their money back, that is a refund (see below).

Refund decisions are yours as the host, under your event's refund terms. Asoebi Assist does not decide whether a guest qualifies for a refund you approve.

To refund a guest, email support@asoebiassist.com with the guest's name and email, the amount (the full order or part of it) and your approval. Asoebi Assist then processes the refund through Stripe back to the guest's original payment method. Refunds cannot be issued from your dashboard.

Refunds you approve are paid from your event's funds, not by Asoebi Assist, and the full refunded amount comes out of your share. Asoebi Assist's 5% coordination fee is non-refundable once a guest payment has been processed. For example, on a $450 order (fee $22.50, your share $427.50): a $50 refund gives the guest $50 back and your share becomes $377.50; a full $450 refund gives the guest $450 back and reduces your share by $450, because the $22.50 fee is not returned.

Every refund is recorded on the order and reflected in your share automatically. If your payout has already been sent, the refunded amount appears as a payout adjustment that you owe, and our team will contact you about settling it. Refund timing to the guest depends on Stripe and the guest's bank.

Payment errors, duplicate charges, suspected fraud or technical problems are different: email us and Asoebi Assist will resolve them with Stripe.

A guest can ask their bank to reverse a card payment (a dispute or chargeback). Stripe notifies Asoebi Assist and we manage the response; we will contact you if we need information, such as proof of the order.

Because a dispute relates to your event's order, you bear its cost: the disputed amount and Stripe's dispute fee (Stripe sets the fee). Asoebi Assist's 5% coordination fee is not refunded. The exception is a dispute caused by an Asoebi Assist or payment-processing error, or where the law requires otherwise.

Before your payout: your payout is paused while the dispute is open, and the disputed amount and fee are set aside from your event funds where that can be done safely. If the dispute is won, the disputed amount is returned to your event funds (the dispute fee too, if Stripe returns it) and your payout continues; if it is lost, it stays deducted.

After your payout: if a dispute is lost, you owe the disputed amount and the dispute fee. We will email you and contact you to arrange repayment — nothing is taken from your bank account automatically.

Example — a $450 order (fee $22.50) with a $15 dispute fee: if the dispute is lost, your share goes down by $465 ($450 + $15) and the $22.50 coordination fee is kept.

There is no upfront cost. Asoebi Assist's 5% coordination fee is deducted from each guest payment, and you receive the remaining 95%. Stripe's card-processing fees are not taken from your share. The coordination fee is non-refundable once a guest payment has been processed, including if you later approve a refund.

Guests pay your package prices. Delivery (if chosen) has a separate fee that varies by location, and a guest's bank may charge its own currency-conversion fees. Additional services arranged through a consultation are priced separately.

• Do ask guests to order and pay through your guest portal, so every order is tracked and included in your payout.
• Do share your guest link early and remind guests of your deadline.
• Don't collect asoebi payments directly (cash, bank transfer or payment apps). Those payments are not tracked, are not part of your orders and cannot be included in your payout.
• Don't tell a guest their refund is done until you have sent us your approval and it has been processed — we'll confirm when it's complete.

Stripe is the payment company that processes your guests' payments and pays your share to your bank account. Connecting a Stripe account is how your guests' payments reach you, so your guest portal can't take payments until it is connected.

Stripe is a widely used online payment provider that handles card payments and payouts for businesses around the world. Asoebi Assist uses Stripe so that card and bank details are handled by Stripe rather than by us.

No. Your bank details and identity information are entered on Stripe's own pages and kept by Stripe. Asoebi Assist does not store card numbers or bank account details, and never sees your bank login or password.

Stripe asks for the information it needs to verify who is being paid — typically your name, contact details, date of birth, address, the last digits of your Social Security number or a tax ID (in the U.S.), whether you are an individual or a business, and the bank account your payouts should go to. Stripe may also ask for a photo ID.

The setup usually takes a few minutes. If you already have a Stripe account, you may be able to use it.

Payment providers are required by law to confirm the identity of the people they pay. Stripe decides what it needs and may ask for more information or documents at any time, including after your portal has opened.

Until Stripe setup is complete, your guest portal cannot open. If Stripe later restricts your account, guests may be unable to pay and your payout may be paused until Stripe confirms your account. Use “Open Stripe Dashboard” on your dashboard to see and complete anything Stripe needs.

Yes. Use “Open Stripe Dashboard” on your dashboard and update your bank details in Stripe. Do this before your payout is sent if possible.

Only before any guest has paid. Contact us at support@asoebiassist.com. After guests have paid, your event's payout account cannot be switched to a different Stripe account — you can still update the bank account inside your existing Stripe account.

You are paid once for your event, after your guest ordering period ends — not after each individual guest payment.

• While ordering is open, guest payments build up in your Stripe balance.
• When ordering closes, Stripe finishes processing the most recent guest payments. This typically takes 2–7 business days (an estimate, not a guarantee).
• Once your full share is available and our safety checks pass, Asoebi Assist sends your payout automatically — normally within 1 business day.
• Stripe then gives an expected arrival date for your bank. Banks can occasionally take a little longer.

You receive an email when ordering closes (with your share), when your payout is sent, and when Stripe confirms it has been paid.

Your share is the total your guests paid, minus Asoebi Assist's 5% coordination fee, minus any refunds you approve and any disputed amounts and Stripe dispute fees (the coordination fee is not reduced by refunds or disputes). It is paid as one payout for the event. Unpaid and cancelled orders are not included, and an order with an open dispute is not counted until the dispute is resolved.

If you approve a refund, or a guest's dispute is lost, after your payout was sent, your dashboard shows a payout adjustment for that amount, we email you, and our team will contact you about repaying it. Nothing is taken from your bank account automatically, and amounts owed are not deducted from future payouts.

• Guest ordering is still open — guests can still order. Your payout comes after ordering closes.
• Waiting for payments to finish processing — ordering has closed and Stripe is finishing the final guest payments.
• Your payout is ready — your full share is available and your payout is being sent.
• Your payout has been sent — your payout is on its way to your bank. Your dashboard shows the expected arrival date from Stripe.
• Your payout has arrived — Stripe has confirmed the payout was paid. It can take up to one business day to show in your bank account.
• Your payout is delayed — something needs to be checked first (see below).
• Your payout could not be delivered — your bank did not accept the payout (see below).

Your payout is paused, rather than sent, whenever something needs to be checked first. Common reasons:

• Stripe is taking longer than usual to finish processing guest payments.
• Stripe needs you to update or verify your payout account.
• A guest payment is being disputed (the payout waits for the bank's decision).
• Something about the payout needs a review by our team.

You will receive an email explaining the delay, and your dashboard shows what is happening. In most cases no action is needed from you; if it is, we will tell you exactly what to do.

If your bank does not accept the payout (most often because the bank details need updating), the money goes back to your Stripe balance — it is not lost. We will email you.

Update your bank details using “Open Stripe Dashboard”. Once Stripe confirms the update, your payout is sent again automatically. If it fails again, our team will contact you.

Check your dashboard's “What's needed from you” section and your email. The two things you may be asked to do are complete Stripe's requests and update your bank details — both through “Open Stripe Dashboard”. For anything else, our team handles the review and will contact you.

Your event moves to “Guest orders closed — preparing your asoebi”. Unpaid orders can no longer be paid, and your payout process begins (see “How Host Payouts Work”).

From the paid orders only. Each order records exactly which packages, quantities and items the guest paid for, so the totals for fabric, gele, caps and other items come straight from your guests' paid orders.

Your dashboard shows the current stage: Not Started, Preparing Orders, Fabric Sourcing, Packaging, Delivery Coordination, Shipping and Completed. Asoebi Assist updates the stage as work progresses. Not every event goes through every stage.

• Pickup: guests chose a pickup location when ordering. When orders are ready, you, your collaborators or Asoebi Assist can email guests their pickup details from Guest Notifications.
• Delivery: orders go to the address the guest entered. Delivery fees vary by location.
• Tailoring: for guests who asked for their fabric to stay where it is sourced, we use the tailor details they provided.

• Guests: payment confirmation, a Complete Payment email and reminders if their order is unpaid, and updates when their asoebi is ready or ready for pickup.
• You: an email for each new guest payment, an email when ordering closes, and emails about your payout.
• Collaborators: a weekly summary of new guest payments.

Watch the fulfillment stage on your dashboard and keep an eye on your email. Sourcing, packaging and delivery timelines depend on the services you arranged and are discussed with you directly. If you have questions about your order timeline, contact us.

• Where things stand / What's needed from you — your event's current stage and anything you need to do right now.
• Payouts — your Stripe connection and the Open Stripe Dashboard button.
• Package details and Your Progress — your packages, whether pricing is locked, and your setup steps.
• Your Event — date, location, guest portal status, your guest link while ordering is open, your deadline, your packages and the fulfillment stage.
• Payment Summary — total received after refunds, the coordination fee and your share.
• Your Payout — your payout status, expected timing and payout history.
• Guest Relationship Groups, Event Date, Guest Fulfillment Options and Guest Pickup Locations — settings you can manage.
• Guest Notifications — email paid guests that their asoebi is ready, or send pickup details.
• Event Team — invite and remove collaborators.
• Guest Payments — every guest's order and payment status, guest details, reminders and a CSV download.

If you have more than one event with us, your dashboard shows your most recent event. Contact us for help with an earlier event.

Yes. “Export CSV” in the Guest Payments section downloads every order with packages, item quantities, contact details, payment status and pickup, delivery and tailoring information.

The file contains your guests' personal information, so store and share it carefully.

Someone you invite to help with your event — for example a planner, a family member or a member of the bridal party.

In the Event Team section, enter the person's name, email and role and send an invitation. They accept by signing in (or creating an account) with that same email address. You can remove a collaborator at any time.

A collaborator is your Guest & Fulfillment Manager — they can run the guest side of your event for you:

• See your guest list: names, email addresses, phone numbers, packages and quantities, delivery or pickup details, notes, and whether each guest has paid, still owes, or was refunded or disputed.
• Send payment reminders and guest notifications (“your asoebi is ready”, pickup details).
• Manage pickup locations and whether guests can choose pickup, delivery or both.
• Download the guest/order CSV.

Collaborators cannot see your bank or Stripe account details, your Payment Summary or your payout; cannot send, pause or change payouts; cannot change prices, packages, fees or your payout account; cannot issue refunds or handle disputes; cannot change your ordering deadline or close/reopen ordering; and cannot add or remove collaborators. These protections are enforced by our system, not just hidden on screen.

Every reminder, notification, fulfillment change and CSV download is recorded with who did it. The role you choose (Planner, Family, Bridal Party, Coordinator or Other) is a label; all collaborators have the same guest & fulfillment access.

Only invite people you trust with your guests' personal information and with communicating on your behalf. Every collaborator has the same guest & fulfillment access, whatever their role. Remove anyone who no longer needs access.

Make sure you are using the email address from your event form. Use “Forgot password” on the sign-in page to reset your password. If you never received your setup email, contact us and we will resend your link.

Your guest link only works once your packages and Stripe setup are complete, and only while ordering is open. Check “What's needed from you” on your dashboard. Guests can also enter your event code on the Guest Portal page.

Either your deadline has passed or ordering is paused. Check your deadline in the Event Date section. If you need more time, contact us — ordering can be reopened only before any payout has been sent.

Their order shows “Not Yet Paid”. Automatic reminders are already scheduled before your deadline; you can also send a reminder from Guest Payments. The guest can pay from their Complete Payment email, or by returning to your guest portal with the same email address, until ordering closes.

Guests can't change an order themselves. Email us with the guest's name and the change needed. If the order is unpaid, we can cancel it so the guest can order again.

Email us with the guest's name and the new details, as early as possible and before orders are packed.

Use “Open Stripe Dashboard” on your dashboard and complete Stripe's requests. Until you do, guests may be unable to pay and your payout may be paused.

Update your bank details in Stripe using “Open Stripe Dashboard”, ideally before your payout is sent.

That is normal for the first few business days: Stripe needs time to finish processing the final guest payments (typically 2–7 business days). Your dashboard shows your payout status and expected timing, and you will be emailed when your payout is sent.

Check your email and “What's needed from you” on your dashboard. If Stripe needs something from you, complete it through “Open Stripe Dashboard”. Otherwise our team is reviewing it and will contact you.

The money is back in your Stripe balance. Update your bank details through “Open Stripe Dashboard”; your payout is then sent again automatically.

Before your deadline: change it yourself in the Event Date section (a future date, at least 90 days before your event). After your deadline has passed: contact us — we can reopen ordering only before any payout has been sent.

Contact us. Closing early starts your payout process, and only Asoebi Assist can reverse it (and only before any payout has been sent).

Each email address can place one order per event, so a second order needs a different email. Email us with the guest's name and email — a duplicate charge is a payment issue that Asoebi Assist checks and resolves with Stripe.

You decide, under your event's refund terms. If you approve it, email us the guest's name, email, the amount (full or partial) and your approval; Asoebi Assist processes it through Stripe from your event's funds (the 5% coordination fee is not refunded). If you decline, let the guest know. For a duplicate charge or payment error, the guest can contact us directly.

Email support@asoebiassist.com. We respond within 24–48 business hours.