Login or Register through the client portal (GRATISusername.myeventsportal.co.uk)
When a Client Contact logs in for the first time initially they will see the following page regarding privacy and contact settings, they will need to accept the Privacy Policy before being able to continue:
Once logged in the Client Contact can see Client specific welcome text (controlled in GRATIS) and view/filter their enquiries by status, enquiry date or arrival date. There is also functionality to view the bookings of other Client Contacts and other Clients if the appropriate hierarchy has been applied in GRATIS. Bookings can be viewed in a list or calendar view
.
Any documentation that has been approved in GRATIS can also be viewed in the client portal such proposals, confirmations and cancellations. This also includes each version of a document; everything is stored for the Client Contact to view.
Search for a Venue using the i-frame facility (top left) and select venues to submit for the enquiry.
Venues are displayed in optimised order however there is also functionality in GRATIS to manage a preferred partner programme at Agency or Client level or both. If this has been set up the Client Contact will view venues in the order of preferred by Client, preferred by Agent, optimised full listings, full listings followed by basic listings. You are also able to place a venue or venue group on ‘do not use’ which will relegate them to the very bottom of the search.
View the results on a map and zoom in or zoom out:
Or compare results in a table:
Or send a Quick Enquiry where an enquiry form can be completed without a venue selection. There are mandated fields marked with an asterisk. Once the enquiry form has been submitted the Client Contact will receive an email notification:
The GRATIS user also receives an email notification and the enquiry lands in the home screen of GRATIS to be allocated to a consultant and worked on:
Bespoke online forms can be built to enable Clients to capture more data at the initial enquiry including creating mandated dropdowns. These are then supplied as a URL to enable your client to pass this onto their bookers via their intranet rather than being required to access the client portal. There is still a login process but this makes the form easier to access.
https://demo.myeventsportal.co.uk/clientform/adventis
The Client Contact also has access to some simple reports via the Client Portal so that they are able to monitor spend by date and spend by other Clients and Client Contacts if they have the relevant permission. More robust reporting can be delivered by the Agent from the GRATIS reporting suite.
Confirming a booking through the client portal
Customers are able to confirm their chosen venue through your client portal using the confirm online module. The process for confirming online is: Create an enquiry and then convert it to a booking in the usual way. Generate the client proposal document and approve and email the document to the client, the contact can then follow the link to the online document and confirm or decline a venue. The client can also complete this process through the client portal. Once logged into the portal the contact will enter the date parameters and set the filter to arrival, enquiry or last updated. The enquiries will then appear and when clicking on the enquiry the client proposal will appear and display the selected venues. The contact can then confirm or decline a venue by utilising the ‘Select & Confirm Venue’ box to the top left of the page
