Before you start
Navigate to your event by selecting it from the pipeline, calendar or searching directly. Confirm the event name, date, and brand before changing a client-facing item.
Open the Event Menu on your event, side panel
For immediate tasks, select one of the Quick Actions available
Send Email, Collect Payment, New Proposal / Invoice, Add Task, Schedule Staff, Open Portal, or Edit Event Details
For ongoing work, select one of the Event Sections available
Timeline, Scheduling, Floor Plans, Contacts, Messages, To-Dos/Tasks, Financials, Documents, or Notes
Note: Reopen the changed item and check its status. Use Open Portal and log in as client to review the clients view after making a change.
Quick Actions available
Send Email
Using this action will allow you to quickly draft and send an email through the portal. Check the recipient and message before clicking Send. Templates can be created to quickly and consistently send messages through the portal.
Collect Payment & New Proposal / Invoice
Quickly create an invoice or payment request through the Collect Payment or New Proposal / Invoice action. You can create multiple invoices for an event. Check the amount and recipient before confirming the action shown.
Add Task
The Add Task action allows you to create new To-Dos on an event. To-Dos can be assigned to the client, a contact or internal. Review the Assigned To and Due Date fields, then click Save.
Schedule Staff
When you need to assign a staff to an event, use the Schedule Staff action to create scheduling requests or an open position.
Event Details
To make quick changes to Event Basics, Schedule, Event Setup, Venue Details, Booking Details or custom fields, use the Edit Event Details action. Make any changes to the fields and then click Save and Done.
Note: You can customize the custom fields available by navigating to Settings then Business Setup and Custom Field Setup.
Event Sections available
Timeline
Review or make any changes to the event timeline by clicking Edit Timeline and then Done Editing.
Scheduling
Review and approve any scheduling requests or make any adjustments to the scheduling on the Scheduled tab.
Floor Plans
If you have a floor plan integration, you can update or view your attached floor plan here.
Contacts
Here you can add more people to your event. To add additional contacts, click on the Manage Contacts button to choose the type of contacts you need to add.
Additional Clients - if you have more than one client, you can add the additional client here.
Event Contacts - if you have additional businesses, vendors, or people that need access to the portal, they will be added as a an event contact.
Employees - you can manage which employees have access to the portal here.
Messages
View, reply or create messages through the portal here. Scheduled Messages can be utilized to plan communications that will happen at a later date. You can select to schedule Client Messages or Employee messages.
To send employee messages, select your business name as the recipient. If no contacts are added to the communication, only your team will be notified. Your team can opt out of event emails by selecting Event Details, portal right side, and then Email Preferences.
Note: If you do not want to receive any email notifications for ANY event, you can update your notifications by navigating to Settings, then Communication Pref and selecting Notification Preferences and adjust your settings.
To-Dos/Tasks
Review and manage your event tasks and make changes as needed
Financials
Here you can add multiple invoices and view all invoice payments.
Documents
Add, remove and update sharing settings for event documents shared in the portal.
Notes
Review, add or update event notes. These can be internal or shared with the client through messages or the Banquet Event Order.