Event Portal Base Configuration

The Event Portal Base Configurations contains settings and information for a general event type (for example, weddings, meetings, trade shows). You can set up multiple base configurations for as many event types as you need. You can then configure any event-specific information in the Event Portal Setup screen for the event.

To add an Event Portal Base Configuration:

1. Click the Event Portal Base Configurations link from the Main Menu. The Event Portal Base Configurations page opens.
2. Click the Add button. The Add Event Portal Base Configuration window opens.
3. Enter the name of the configuration into the Description field.
4. Check the Active box to make the configuration active and available for selection on the Event Portal Setup screen.
5. Complete the fields within each tab. See Settings, Main Page Sections, Documents, Contact Sections and Languages below for details on each available field.
6. Click OK.

Settings Tab 

The Settings tab allows you to create the information you show in the Event Portal and the pages that are available within the Event Portal. You can then further customize each available page (Tasks, Documents, Functions, Order Processing, Contacts, Event Selector and Bookings)

• Main Title – Header text that displays on the home page.
• Main Description – Sub-heading text that displays under the Main Title.
• Show In and Out – If checked, the event move in and move out dates display on the home page.
• Show Start and End – If checked, the event start and end dates display on the home page.
• Show Attendance – If checked, the attendance number entered into the Attendance field on the Edit Event screen displays on the home page. 
• Show Bookings – If checked, the following fields for booked spaces display on the Bookings page: Dates Booked, Load In, Load Out, Room, Square Feet/Meters (gross area) and Status. You must configure the square feet/meters for the space to appear on the Bookings page.
• Show Registrants – If checked, the Registrants page displays in the Event Portal. You configure this page for each event on the Event Portal Setup screen. This option is only available if you hold a Registration license.
• Show Tasks - If checked, the Tasks page displays in the Event Portal.
• Show Documents – If checked, the Documents page displays in the Event Portal.
• Show Functions – If checked, the Functions (Schedule) page displays in the Event Portal.
• Show Contacts – If checked, the Contacts page displays in the Event Portal.
• Web Theme – Theme for the Event Portal pages. If needed, click the Edit hyperlink to adjust the theme settings.
• Public Sign In Configuration - Sign in configuration to use for public users signing into the application.
• Payment Portal Configuration – Payment Portal available from the Event Portal. Only required if Enable Order Processing is checked in the Order Processing section.

Tasks Page Section

You configure the actual tasks that display on the Tasks page on the Events Tasks tab from the Edit Event screen.

• Task Title – Header text that displays on the page.
• Task Description – Sub-heading text that displays under the Task Title.
• Show Task Category Filter – If checked, a Category filter is available on the page.
• Show Assigned To Task Filter – If checked, an Assigned To filter is available on the page.
• Show Task Status Filter – If checked, a Status filter is available on the page. 

Documents Page Section

• Document Title – Header text that displays on the page.
• Document Description – Sub-heading text that displays under the Documents Title.
• Document Sort Order - Method to sort the documents on the page. 
  • Category - Alphabetical order by document category. 
  • Changed On - Descending order based on the document changed on date.
  • Entered On - Descending order based on the document entered on date.
  • Name - Alphabetical order by document description. 
• Show Document Category Filter – If checked, a Document Category filter is available on the page.
• Show Document Type Filter – If checked, a Document Type filter is available on the page.
• Show Document Description Filter – If checked, a Search by Name filter is available on the page where you can filter documents by document name.
• Show Document Changed On Filter – If checked, a Last Update Between filter is available on the page where you can filter documents updated in a specific date range.

Functions Page Section

• Function Title – Header text that displays on the page.
• Function Description – Sub-heading text that displays under the Functions Title.
• Display Function Room – If checked, the space assigned to the function displays.
• Function Status – Functions matching the selected status(es) display on the page. If no function status(es) is selected, then all functions display.
• Function Usage – Functions matching the selected usage(s) display on the page. If no function usage(s) is selected, then all functions display.
• Function Level – Functions matching the selected level(s) display on the page. If no function level(s) is selected, then all functions display.
• Show Function Space Filter – If checked, a Function Space filter is available on the page. 
• Display Function Attendance – If checked, the attendance number entered into the Attendance field for the function displays on the page. 
• Show Function Notes – If checked, function notes display on the Function Detail page.
• Function Note Class – Functions notes matching the selected note class(es) display on the page. If no function note class(es) is selected, then all functions notes display.
• Show Function Service Orders – If checked, service orders assigned to the function display on the page.
• Show Function Usage Filter – If checked, a Function Usage filter is available on the page. 

Order Processing Section

Using Order Processing requires the Event Portal Premium license. Contact your Customer Success Manager or Account Manager for information about upgrading your license and the additional cost.

• Enable Order Processing - If checked, order processing is allowed in the Event Portal.
• Use Event Bill-to as Order Bill-to - If checked, orders submitted by Event Portal users will automatically get entered as the Event Bill-to. If unchecked, orders submitted by Event Portal users will be entered in as the signed in portal user.
• Order Processing Component Configuration - Order processing configuration to use.  
• Default Event Price List - if selected, Order Processing will show items from this pricelist. If pricelist is also present on the Event record, the Event Pricelist will override the pricelist selected on the base configuration.
• Terms and Conditions - Terms & conditions configuration to use. 
• Enable Days Before OP Becomes Inactive - If checked, you can configure the number of days before (positive value) or after (negative value) the event start date order processing is no longer available. 
  • Days before Event OP Becomes Inactive - Number of days before (positive value) or after (negative value) the event start date order processing is no longer available. If set to zero (0), order processing closes the day of the event start date. Only available if Enable Days Before OP Becomes Inactive is checked.  
• Send Confirmation Email - If checked, a confirmation email is sent when the order is placed. A copy of the email confirmation is saved on the Documents tab for the event. 
  • Confirmation Email Template - Template to use for the confirmation.  
  • Email Confirmation Report - Report to attach to the confirmation email. It is a best practice recommendation to use the Event Order Confirmation report. 
    • Confirmation From Email Address - Email address to use as the From email address on the confirmation. 

Contacts Page Section

The contacts listed on the Contacts page is created by the information on the event.

• Contact Title – Header text that displays on the page.
• Contact Description – Sub-heading text that displays under the Contact Title.
• Show Service Accounts checkbox – if selected this will enable the Service Account Section to appear on the Contacts Page. Please note Service Accounts must be configured to show on the Event record Service Accounts Tab to be visible. Service Accounts Section will automatically default to the bottom of the Contacts page. User will set which Service Accounts appear on the Portal on the Event Record Services tab.
  • Service Account Section Title - Header text that displays on the page.
  • Service Account Section Description - Sub-heading text that displays under the Service Account Section Title.

Event Selector Page Section

• Event Selector Page Title – Header text that displays on the page.
• Event Selector Page Description – Sub-heading text that displays under the Event Selector Page Title.
• Hide Past Events – If checked, you cannot view previous events on the page.

Bookings Page Section

• Event Bookings Page Title – Header text that displays on the page.
• Event Bookings Page Description – Sub-heading text that displays under the Bookings Title.
• Booking Status – Bookings matching the selected status(es) display on the page. If no booking status(es) is selected, then all bookings display.
• Show Date Filter on Bookings Page – If checked, a date range filter is available on the page. 
• Show Status Filter on Bookings Page – If checked, a Status filter is available on the page. 
• Booking Usage – Bookings matching the selected usage(s) display on the page. If no usage(s) is selected, then all bookings display.
• Show Space Filter on Bookings Page – If checked, a Space filter is available on the page. 

Main Page Sections Tab 

The Main Page Sections tab allows you to highlight certain event information, so your Event Portal users do not need to visit different pages. You can configure the sections to appear on the right side of your main Event Portal page. You cannot change the order of the sections but if you create multiple of the same section, you can choose the order of each section. If there are subsections for a section, you can also control the order of the subsections.

Contact Section

The Contact section displays event personnel contacts. You define your contacts on the Contacts Sections tab.

1. Click the Add button. Add Contact Section is listed with the available options.
2. Select Add Contact Section. The Add Contact Section window opens.
3. Enter the necessary information: 
   • Active - If checked, the section displays in the Event Portal.
   • Description – Text that displays under the contact information to describe why the Event Portal user may reach out to the contact.
   • Number to Show – Number of contacts to display. Maximum of three (3).
4. Click OK.

Document Section

The Document section displays the event documents you have stored in the software. 

1. Click the Add button. Add Document Section is listed with the available options.
2. Select Add Document Section. The Add Document Section window opens.
3. Enter the necessary information:
   • Title - Heading text that displays at the top of the section.
   • Description - Sub-heading text that displays under the title.
   • Number to Show - Number of documents to display. Maximum of three (3).
   • Sort Order - Order the documents are sorted. 
   • Active - If checked, the section displays in the Event Portal.
4. Click OK.

Image Section

The Image section displays images on the Event Portal home page. You can use subsections to categorize the images, such as food and beverage photos, event space photos and room setup photos. The required image size is 869 x 306 pixels. Images larger than this size may appear cutoff and images smaller than this size may appear pixelated.

1. Click the Add button. Add Image Section is listed with the available options.
2. Select Add Image Section. The Add Image Section window opens.
3. Enter the necessary information:
   • Title - Heading text that displays at the top of the section.
   • Description - Sub-heading text that displays under the title.
   • Number to Show - Number of images to display. Maximum of three (3).
   • Active - If checked, the section displays in the Event Portal.
   • Sequence - If you use multiple image sections, enter a number to indicate the section’s order in the list (for example, 1 for first, 2 for second, etc.).
4. Select the Media tab.
5. Click the Add button. The Add Media window opens.
6. Enter the necessary information:
   • Title - Heading text that appears with the image on the Event Portal.
   • Description - Image description that does not appear on the Event Portal. 
   • Sequence - If there are multiple images, enter a number to indicate the image’s order in the list (for example, 1 for first, 2 for second, etc.).
   • Source - Where the image is located:
     • From Ungerboeck - Image is stored in the software in Account Template Documents or Event Template Documents. Click the Select Documents hyperlink that becomes available to select the image. 
     • External - Image is stored outside of the software. An Image URL field becomes available to enter the image's location.
7. Click OK.

News Section

The News section displays articles on the Event Portal home page. You can use subsections to categorize the articles, such as venue article, host city articles, etc. 

1. Click the Add button. Add News Section is listed with the available options.
2. Select Add News Section. The Add News Section window opens.
3. Enter the necessary information:
   • Title - Heading text that displays at the top of the section.
   • Description - Sub-heading text that displays under the title.
   • Number to Show - Number of articles to display. Maximum of three (3).
   • Sequence - If you use multiple news sections, enter a number to indicate the section’s order in the list (for example, 1 for first, 2 for second, etc.).
   • Active - If checked, the section displays in the Event Portal.
4. Select the Articles tab.
5. Click the Add button. The Add Article window opens.
6. Enter the necessary information:
   • Title - Heading text that appears above the article.
   • Sequence - If there are multiple articles, enter a number to indicate the article's order in the list (for example, 1 for first, 2 for second, etc.).
   • Text Editor - Text for the article.
   • Source - Image to display with the article. Recommended to use a 16x9 format with a 340 x 191 pixel size.
7. Click OK.

Task Section

The Task section displays a list of upcoming tasks. Tasks with a due date and an In Progress or New status display.

1. Click the Add button. Add Task Section is listed with the available options.
2. Select Add Task Section. The Add Task Section window opens.
3. Enter the necessary information:
   • Title - Heading text that displays at the top of the section.
   • Number to Show - Number of tasks to display. Maximum of three (3).
   • Active - If checked, the section displays in the Event Portal.
4. Click OK.

Video Section

The Video section displays YouTube videos on the Event Portal home page. You can use subsections to categorize the videos. 

1. Click the Add button. Add Video Section is listed with the available options.
2. Select Add Video Section. The Add Video Section window opens.
3. Enter the necessary information:
   • Title - Heading text that displays at the top of the section.
   • Description - Sub-heading text that displays under the title.
   • Number to Show - Number of images to display. Maximum of three (3).
   • Active - If checked, the section displays in the Event Portal.
   • Sequence - If you use multiple video sections, enter a number to indicate the section’s order in the list (for example, 1 for first, 2 for second, etc.).
4. Select the Media tab.
5. Click the Add button. The Add Media window opens.
6. Enter the necessary information:
   • Title - Heading text that appears above the video. 
   • Description - Video description that does not appear on the Event Portal. 
   • Sequence - If there are multiple videos, enter a number to indicate the video's order in the list (for example, 1 for first, 2 for second, etc.).
   • Image URL - Video’s embed code from YouTube. You must enter the URL that appears between the quotes. For example, the below is a sample embed code. The underlined and italicized text is the information you need to include in the Image URL field:
     <iframe width="1280" height="720" src="https://www.youtube.com/embed/6tdPjmL9_4w" frameborder="0" allow="accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture" allowfullscreen></iframe> 
7. Click OK.

Documents Tab

You select the documents you want to display for all events on the Documents tab. Do not include any event specific documents on this tab. You can configure those on the Event Portal Setup. 

1. Click the Select button. The Select Documents window opens.
2. Select the document(s) to add. Use Ctrl+Click or Shift+Click to select multiple documents. 
3. Click the Select button.

Contact Sections Tab

You can configure how the event personnel contact information appears in the Event Portal on the Contact Sections tab. 

1. Click Add. The Add Contact Section window opens.
2. Enter the necessary information:
   • Title – Heading text that displays at the top of the section.
   • Description – Sub-heading text that displays under the Title.
   • Sequence - If there are multiple contact sections, enter a number to indicate the section's order in the list (for example, 1 for first, 2 for second, etc.).
   • Active – If checked, the section displays in the Event Portal.
3. Expand the Contacts section.
4. Click the Add button. The Add Contact Details window opens.
5. Enter the necessary information:
   • Show Contact on Main Page - If checked, the contact displays on the home page in the Contact section. Contacts display in the order you enter them.
   • Title - Contact's event title. For example, Manager or Planner.
   • Contact Type - Account for the contact.
     • Coordinator 1-4 - The coordinator assigned to the event is listed as a contact. 
     • Salesperson - The salesperson assigned to the event is listed as a contact.
     • Select Account  - Select the contact account from the Contact drop-down that displays. 
   • Sequence - If there are multiple contacts, enter a number to indicate the contact's order in the list (for example, 1 for first, 2 for second, etc.).
   • Show Email - If checked, the contact's email address displays in the Event Portal.
   • Show Phone - If checked, the contact's phone number displays in the Event Portal.
   • Show Mobile - If checked, the contact's mobile number displays in the Event Portal.
6. Click OK. 

Languages Tab

Your Event Portal users can have the option to select the language they want to use in the Event Portal. To use multiple languages, you must have the languages you want to offer already configured in the Languages screen and have your system configured to use alternate descriptions. 

1. Click the Add button. The Add Public Language window opens.
2. Enter the necessary information:
   • Dictionary - Dictionary for the Event Portal.
   • Default Language - If checked, the language is used the first time users accesses the Event Portal if the URL they used does not include the language parameter.
   • Language - Language for the Event Portal.
   • Region - Regional settings to use for the Event Portal.
   • Description to Use - Alternate description to use for the Event Portal.
3. Click OK.

When you configure multiple languages for the Event Portal, you assign the description you want to use for the Event Portal options that are not in the system dictionary, such as the titles and page descriptions for each Event Portal page. You manage these translations using alternate descriptions.