Have an action that you know you'll want clients to complete for a specific event type? Direct them to complete a To-Do (or multiple To-Dos) by using a Portal Template. Let's say you want to collect the same standard information for all of your wedding clients... Create a To-Do with a Form, get all the details you need, and have Releventful do the work for you!
Create a Portal To-Do for Different Event Types
To create an assignable To-Do, click Templates (icon shown above) in the side navigation
Click Portal Templates
Click on the Event Type tab to create a To-Do for that type of event.
Then, Under Step 3: Planning / Setting up the Client Portal, click the edit (pencil button) to display your Portal Automations.
In the Event To-Dos section, click the Add button to add a new To-Do automation
💡Pro Tip: Don’t see the type of event you need? Add a new type by clicking the Add button at the end of the event type list.
In New Event Type, type in the name of the type of event you would like to add, then click Save.
Editing an Portal To-Do Template
To edit a To-Do, click Templates (icon shown above) in the side navigation, then click on the type of event you would like to service for your business (event types are listed across the top)
Under Step 3: Planning / Setting up the Client Portal, click the edit (pencil button) to display your Portal Automations.
Click on the To-Do you would like to edit to open it
Under Portal Template Name, give this template a name so you can find it easily.
ℹ️ Note: the name will not be visible to your client
5. Add a new To-Do to this template by clicking Add Template
To-Do Settings
Email Reminders
Do you want an email reminder to be sent about this To-Do? To enable sending an email reminder, click the email button and choose Turn Email Reminders On.
Assign to Client
Is this To-Do for your client? If you would like to automatically assigning this To-Do to your client on the event, click the client button and choose Assign this to my client.
Request Song Selection (DJ Add-On Only)
Is this To-Do to request song selection? To enable the song selection tool for this To-Do, click the song selection button and choose Turn on song selection.
Request a Form / Questionnaire to be Filled Out
Is this To-Do to request your client to fill out a form / questionnaire? To add a form to this To-Do, click the Add Form button and choose Add a Form.
Adding the To-Do Description & Details
The title/email subject & description/email body will be used in the portal to help your client understand what you’re asking them to do and also for the email reminder.
You can use any of your email templates for your title & description, to use an Email Template, click on Choose Existing Template and click on the template you would like to use.
💡Pro Tip: Give specific details and instructions for them so they know what the To-Do is for and what is being asked of them to do.
Editing a To-Do Template Form
ℹ️ Note: make sure you turn the form on in the To-Do before you read this section
Adding a Form
To add a form
Click on the Form Settings tab at the top of the page
Click on Load a form
Click on the form you would like to use
ℹ️ Note: to create a new form, see Creating and Managing Forms to learn more.
Editing a Form
To make simple edits to a form
Click Edit Form
You can edit any of the form items by clicking the Edit button
You can reorder any of the form items by dragging them up or down in the list
If you would like to make more extensive edits to the form, we recommend editing the form in the Form Templates editor.
To view the form, click on View Form
Change a Form
If you would like to use a different form
Click on the name of the currently loaded form
Click on the form you would like to use
Scheduling the Email
Releventful’s email scheduling gives you the power to send the email reminder out exactly when it needs to be.
To choose when the emails should be sent
Click the Notification Settings tab at the top of the page
Click the menu button (icon shown above) next to Scheduled Email
Click Change Email Schedule
Choose Who the Email Will Be Sent From
In Send Email From, start typing the name of the team member who should be listed in the 'From' of the email.
ℹ️ Note: if no one is listed, the person who created the To-Do portal template will be listed in the 'From' of the email.
Building Your Email Reminder Date
The email reminder date can be ON, BEFORE, or AFTER a specific date that is set and it can also be ON, BEFORE, or AFTER an event status that has been set on the event.
Example 1:
I would like the email to be sent 30 days BEFORE the Event Start Date.
Example 2:
I would like the email to be sent ON the Automation Start Date (immediately).
Setting the Email Reminder Date
Step 1: Click Not Set to choose your schedule trigger
Step 2: Choose a Schedule Trigger
In the Select a Schedule Trigger dropdown, choose Default to choose a date-based trigger or Event Status to choose an event status-based trigger.
Step 3: Choose a Reminder Day
In the Choose a Reminder Day dropdown, choose the day that you would like the scheduled email reminder date to be based off of.
Default Triggers
Event Start Date – this is the date you’ve set in the event start date field of the event
Event End Date – this is the date you’ve set in the event end date field of the event
Pipeline Close Date – this is the date you’ve set for the pipeline close date of the Sales Pipeline details of the event.
Automation Start Date (most commonly used) – this option is the most commonly used option; it represents the date and time when this To-Do template is added to the event.
Event Status Triggers
All of the event status values that you have added to your account will display here.
Learn more about how to add more event statuses to your account.
Step 4: Add any Additional Triggers
If you have additional date or event status conditions you would like to add to the email trigger, click the Add button under Additional Trigger Conditions.
ℹ️ Note: if the Add button is disabled, click Done to save your trigger and fix any errors first.
Step 5: Click Done to finalize your selections
Step 6: In the Choose When dropdown, select When you would like the email to be sent
Step 7: If your selection for Step 6 is BEFORE or AFTER, then you can choose the number of days BEFORE or AFTER the trigger.
Setting the Email Reminder Time
Check the box next to Send Immediately to send the email right away.
To send the email at a specific time, uncheck the box next to Send Immediately and choose a time.
Testing Your Email
To see what your email will look like, click Send Test Email in the bottom of the To-Do Template edit window.
Change the Due Date
To choose when the To-Do should be completed
Click on the Template Details tab at the top of the page
Click the menu button next to Due Date
Click Change Due Date
Building Your Due Date
The due date can be ON, BEFORE, or AFTER a specific date that is set and it can also be ON, BEFORE, or AFTER an event status that has been set on the event.
Example 1:
I would like the email to be sent 30 days BEFORE the Event Start Date.
Example 2:
I would like the email to be sent ON the Automation Start Date (immediately).
Setting the Due Date
Important: the trigger for the email reminder date and the due date are the same. A change to one will affect the other. If you have already set a trigger for the email reminder, proceed to step 6 to customize the remainder of the Due Date.
Step 1: Click Not Set to choose your schedule trigger
Step 2: Choose a Schedule Trigger
In the Select a Schedule Trigger dropdown, choose Default to choose a date-based trigger or Event Status to choose an event status-based trigger.
Step 3: Choose a Reminder Day
In the Choose a Reminder Day dropdown, choose the day that you would like the scheduled email reminder date to be based off of.
Default Triggers
Event Start Date – this is the date you’ve set in the event start date field of the event
Event End Date – this is the date you’ve set in the event end date field of the event
Pipeline Close Date – this is the date you’ve set for the pipeline close date of the Sales Pipeline details of the event.
Automation Start Date (most commonly used) – this option is the most commonly used option; it represents the date and time when this To-Do template is added to the event.
Event Status Triggers
All of the event status values that you have added to your account will display here.
Learn more about how to add more event statuses to your account.
Step 4: Add Additional Triggers
If you have additional date or event status conditions you would like to add to the email trigger, click the Add button under Additional Trigger Conditions.
ℹ️ Note: if the Add button is disabled, click Done to save your trigger and fix any errors first.
Step 5: Click Done to finalize your selections
Step 6: In the Choose When dropdown, select When you would like the email to be sent
Step 7: If your selection for Step 6 is BEFORE or AFTER, then you can choose the number of days BEFORE or AFTER the trigger.
Setting the Due Time
Under Due Time, choose a time the To-Do is due.
Assigning a To-Do
To assign the To-Do to one or more of your employees
Type in their name in the Assigned Employees field
Click on their name to assign them to the To-Do.
ℹ️ Note: you can have the To-Do assigned to both your client & your employee at the same time. They will both receive email reminders (if enabled) & your employee will see the To-Do listed under My Outstanding To-Dos in the dashboard and Business Reports area.
Save Your Edits
To save your To-Do template and all of your edits, click Save in the bottom of the To-Do template editor window.
Turning on the Portal To-Do Template
Turning the portal To-Do template on will automatically add the portal to-do template to the portal when the event is booked.
To turn on the portal template by clicking the toggle button at the top of the Portal Template edit screen.
When the portal template is off
When the portal template is on
You can change when the portal To-Do template is added to the event by changing the event booking default. To change the event booking default, click the portal settings button (icon shown above) and then click Change portal template settings