Event Portal Setup

The Event Portal Setup is where you configure all event-specific details and information for the Event Portal. General information and layouts are configured in Event Portal Base Configurations. If you have not created an Event Portal Base Configuration, you cannot complete the Event Portal Setup. The below assumes you have already setup at least one Event Portal Base Configuration. See Event Portal Configuration Overview for information about the Event Portal configuration process. 

1. Click the Events link from the Main Menu. The Events page opens.
2. Select the event for the Event Portal.
3. Right-click and select Tools -> Event Portal Setup. The Select EP Configuration for Event window opens.
4. Select the Event Portal Base Configuration to use for the event from the drop-down. 
5. Click the Continue button. The Edit Event Portal Setup window opens.
6. Enter the date and time the Event Portal opens and is available to your customers into the Activation Date and Time fields.
7. Enter the date and time the Event Portal closes and is no longer available to your customers into the Deactivation Date and Time fields. 
8. Check the Enable Messaging check box to turn on Event Portal Messaging. See Event Portal Messaging for more information.
9. Select the Documents tab to add any event specific documents to the Event Portal. If you do not need to add any event-specific documents, skip to step 12.
10. Click the Select button. The Select Documents window opens.
11. Select the document(s) to add.
    • Select the Event Documents option as a Subject filter to display only documents included on the event Documents tab.
    • Use Ctrl+Click or Shift+Click to select multiple documents. 
12. Click the Select button. You return to the Edit Event Portal Setup window.
13. Select the Registrants tab. The Registrants tab is only available if the Show Registrants check box is checked for the Event Portal Base Configuration. If you are not showing registrants in the Event Portal, skip to step 14.
14. Enter the necessary information:
    • Registrants Title - Heading text that displays at the top of the page.
    • Registrants Description - Sub-heading text that displays under the Registrants Title.
    • Show Status Chart & Reg Count on Registrants Page - If checked, a chart displays on the page showing registrant status and count.
    • Show Status Filter on Registrants Page - If checked, a Status filter is available on the page.
    • Show Export Table Button - If checked, a Export Table button displays so users can export the registrant list to Excel. 
      • Export Registration UDFs - Determines if order registrant user defined fields (UDFs) are included when exporting. All active user defined fields are included in the export. Only available if Show Export Table Button is checked.
    • Show Registrant Type on Table - If checked, the registrant type is included in the table. 
    • Show Registrant Order Date on Table - If checked, the order date for the registration order is included in the table.
    • Show Registrant Total on Table - If checked, the registrant order total is included in the table.
    • Show Registrant Check-In Date on Table - If checked, the registrant check-in date is included in the table.
    • Show Name Filter on Registrants Page - If checked, a Name filter is available on the page.
    • Show Registrant Order Number on Table - If checked, the registrant order number is included in the table. 
    • Show Registrant Balance Due on Table - If checked, the registrant's balance due amount is included in the table.
    • Show Registrant Approval Level on Table - If checked, the registrants approval level is included in the table.
    • Show Allergies on Reg Table - If checked, the registrant's allergies are included in the table.
15. Click the Save (disk) button.

Configure Users to Access the Event Portal

The users listed on the Users tab can access the Event Portal. The accounts for these users must have the Internet Logon check box checked on the Edit Contact screen. You can also set a password for the users if desired. See Passwords for Public Facing Applications

1. Select the Users tab. The users listed on this tab are able to access the Event Portal.
2. Click the Add button. The Add User window opens.
3. Select the user who needs access to the Event Portal from the Account drop-down.
4. Select the user's access level from the Type drop-down:
   • Standard - Can view and complete tasks.
   • Administrator - Can view and complete tasks, access the User Management tab, access the Payment Portal and receive notifications.
5. Check the Active box. If unchecked, the user is not able to log into the Event Portal.
6. Click OK.

Event Services in the Event Portal

You can configure your event service accounts and contacts to display in the Event Portal. The Event Services Account section defaults to the bottom of the contact's page. Contacts display in the Event Portal in the order they are entered. See Event Services for more information on creating event service accounts and contacts.