Each event has its own designated event portal. The event portal is where all your client communication, and assigned to-dos for the event will be captured and stored. The client will have access to the event portal to complete these assignments and coordinate the details of their upcoming event with you. Your employees can also have access to the portal if you add them to the portal team for the event.

After a client has booked their event with you, you can send them to-do items to complete prior to their event start date. A common to-do request would be the completion of a planning form or song selection form if you have our DJ add-on service.

There are two ways that you can send event to-dos to your clients. You can manually add to-dos to specific events via the event portal, or you can apply to-dos through a more automated process via portal templates. For more information on portal templates and the available automation settings, please refer to our “Portal Templates & Automations” tutorials at help.releventful.com.

When a client is assigned an event to-do, they will receive an email inviting them to complete the assigned to-do on the date you have scheduled this email to be sent to them.

In today’s example, we will review a planning form event to-do that was sent to a client 3 months prior to their event start date.

This is the email the client received to let them know that they are assigned an event to-do. When the client selects the “View Event” button in the email, they will be automatically logged into their event portal. They will not need to login with a username and password. The email grants them immediate access to the portal to proceed with next steps.

If the client is viewing this email on a desktop computer, the “view event” button will direct them to a web browser. We do encourage you and your clients to download the Releventful mobile app for the optimal experience on their mobile device. If the “view event” button from the email is selected while they are on their phone and they have already installed the mobile app, they will be directed to the form in the mobile app.

For this example, I am displaying the web browser experience when the “view event” button is selected from the event to-do email.

Once selected, the client will be brought directly to the planning form to complete the to-do item. They can proceed to fill out the form and answer the questions you have displayed. When they have completed the form, they have the option at the bottom of the page to select “save and complete later” or “save and mark as completed”. When they have completed the to-do and selected the “save and mark as completed” option, you will be notified via email that they have completed the to-do item. You will only receive email notifications if you have enabled these notifications via the communication preference settings in Releventful.

If the client has downloaded the Releventful mobile app and selected the “view event” button on their phone from the event to-do email notification, they will be directed to the planning form in the mobile app.

Here they can proceed to answer your planning form questions and select either the “save and complete later” option, or the “save and mark as completed” option to notify you that they have finished the planning form submission.

In this example, this form has two free text fields and one drop-down list question. The planning form is user friendly and easy for the client to complete via the mobile application.

We encourage you to set up a welcome message for your clients to introduce them to the event portal, how to use the portal and provide them with instructions on how to download the mobile app for the optimal experience. For an example of the welcome email, go to help.releventful.com and search for “Welcome Email Example". Add your welcome email to your portal templates under the “Scheduled Client Messages” section.

In the welcome email template, there is a token from the token manager titled “client 1 event link”. When the client receives the welcome email, they will be provided with instructions on downloading the mobile app, as well as the link to their portal. They can access the portal at any time with the link provided to them via this email notification.

Your client’s access to the portal will look similar to the view I am displaying here today. This is the view of the portal from a desktop computer. The client will see their invoice and invoice steps via the “Pay and E-Sign” tab. Any messages you send to the client and any messages they send to you will be displayed in the “Messages” tab of the portal. All their assigned to-do items will be displayed in the “to-do” tab.

The “contacts” tab will show themselves as the client, and you and the portal team as other contacts for the event.

The “documents” tab allows them to share documents with you along the way as needed.

If you have enabled the setting that allows the client to edit the timeline, they can open the timeline tab and edit the elements here.

If you have enabled the setting that allows the client to change the portal image at the top of the page, they can click on the setting gear in the lower right-hand corner and change the image.

If your client has downloaded the Releventful mobile app, their access to the portal will look similar to the view I am displaying here today. This is the view of the portal from the mobile app.

They will see any to-dos assigned to them in the middle of the page. As shown earlier, they can open a to-do to complete it right here in the mobile app.

At the top of the page, they can select the “details” button to see a summary of their event details. This will include the locate, date and time of the event.

If they select the “manage event” option underneath the details, they have the option to change the event portal image at the top of the portal. As a reminder, this setting needs to be enabled by you if you would like them to have the option to change this image in the event portal.

At the bottom of the page, they can leave the homepage and jump to the proposal or invoice items with the “pay and sign” button. In this example, when selected, the invoice is visible to the client

The “messages” button at the bottom of the page will display any messages you have sent to the client and any messages they have sent you.

The documents tab allows them to share documents with you along the way as needed.

The contacts icon at the top of the page will show themselves as the client, and you and the portal team as other contacts for the event.

The setting gear to the right of the contacts icon will open their additional email settings and allow them to logout of the app if needed.

We hope that this tutorial has been helpful in showing you the client experience for the event portal and how they can participate in assigned event to-dos. For more information and other helpful tutorials, please visit help.releventful.com.