Overview - What is the Client Portal and How Does It Work?

Welcome to the Planning Pod Client Portal!

This tool serves as a 5th option under your User Access & Permissions area - allowing you to send information/documentation and collaboration tools to a dedicated portal for your client. Offering a more client-friendly experience than offering a login to the full system, the Client Portal created a better way to work with your clients!

Important Note: Not all users will see every tool we discuss in the video and this article depending on the Subscription Package you have. 

Here's how it all works:

• First, review your User Access & Permissions and make any changes to the Client Portal access. This is where you will choose which tools your clients will see in the portal. 
  - You also have an additional Client Portal setting to lock all changes within the Client Portal within a set number of days before the event is happening. Go to Settings > Under "Client Portal" click on "Lock Out Changes?" and select the amount of days you'd like.
• Next, add/locate the client in your contact list and open the contact card to edit User Access and choose the Client Portal.
  • New contacts will receive an email asking them to create a login. Existing clients will simply land in the portal instead of the full application next time they log in.

Once your client has access they will be be able to use any of the following tools/features:

• Add/Manage Payment methods for invoice payments
• View Contact/Vendor/Venue Information for all events
• View/Manage "Attention Required" items in the Portal.
  • Certain items in the portal may require client attention in order to move forward with the event planning process. When something needs the client to take action there will be a red indicator on the tile on the home screen in the portal. You might see these when:
    • A signature is required on a Contract, Proposal or Banquet Event Order 
    • A Payment is due on an invoice
    • A Questionnaire (form) has been sent for your client to complete
    • To-Dos have been assigned to the client
• Collect Signatures on Contracts, Proposals and BEOs
• Collect Payments on Invoices
• Review/Mark To-Dos as complete
• Attendee List allows your client to 
  • Add attendees to guest list
  • Manage meal selections and RSVP status
  • Group Attendees
•  Review/Upload/Download Files
• Collaborate on Floorplans/Seating Charts  
• Review Food & Beverage menus/packages
  • If you have Customer Choices set up on a package, clients can select their options via the client portal. See Selecting Meal Choices in the Client Portal
• View Event Itinerary
• Collaborate on the Vision Board

** Keep In Mind- You'll want to make sure your client is listed as a contact within their event and assigned to tools or added as a signer to see the tools and documents pop up in their Client Portal

Important Note: We have created a video and article specifically for you to provide your clients! This resource will walk them through all of the features of the client portal from their perspective!