All your events in one link

Every event you work has its own event portal link, and after a few jobs with the same planner those links end up scattered across your messages and inbox. Your portal is one link that lists them all. It is yours alone, it stays the same from job to job, and it fills in on its own as the planner adds you to more events.

This article covers how to find the link, what it lists, opening an event from it, adding your photo, saving it to your phone, and what to do if it stops working.

Finding the link

You don't need to wait for anyone to send it. Open any event portal link from this planner and look for My event portals, with a house icon, in the row of buttons at the top of the page. The same button appears again at the bottom of the page. Tap either one and you land on your portal.

Your planner can also copy the link and send it to you directly, for example if you've lost it.

The page is headed with a greeting, Hi and your first name, and a line naming the planner: "Your events with" and their name. If the planner hasn't set a display name, it just says "Your events."

Some planners call their events something else (a "job" or a "booking", say). Where they've changed that word, your portal uses theirs.

What it lists

Your portal lists every event this planner has shared with you through an event portal link that is still active. It is grouped into sections, and a section only appears when it has something in it:

Open: onboarding portals that have no date, such as a sign-up pack or an induction. These come first because they are usually the ones with something left to do.
Upcoming: events happening today or later, closest first. A multi-day event stays here until its last day has passed.
Past: events from the last 12 months, most recent first. Anything older drops off the list.
Closed: onboarding portals the planner has closed. They stay listed so a saved link that no longer opens has an explanation.

Each event row shows its name, its date (for example Sat 14 Nov 2026) and a coloured badge with its booking status: Lead, Tentative, Confirmed, Completed or Cancelled. That tells you at a glance which jobs are locked in and which are still being decided. Onboarding portal rows have no date and no badge, because they are not bookings.

"Today" is worked out in the planner's time zone, so an event happening today sits under Upcoming on the morning of the job, wherever you are.

Your portal only covers one planner. If you work with two different businesses that use 1pm, each one gives you a separate portal, and neither can see the other's events.

Opening an event

Tap anywhere on a row, or the event's name, to open that event's portal: the live run of show (runsheet), your notes, your requests and everything else the planner has shared with you for that job.

Event rows also have a small print icon. It opens a printable copy of the run of show (and the BEO, where the planner has filled one in) in a new tab.

If you came to your portal from an event, a Back to link with that event's name sits at the very top, so you can return to where you were without hunting for it.

If you are the client on a booking rather than crew, a row can also show a Your booking link under the date, or Your booking: view & pay while there is money still owing. It opens your booking confirmation in a new tab. See What the booking portal is.

When there's nothing listed yet

A portal with no events shows No events yet and a note that your planner will share one with you when there's one to look at. Nothing is broken. Save the link anyway: the page fills in by itself as events are shared with you.

Adding your photo

Your photo helps the planner and the people you work alongside put a face to your name when you arrive. It sits beside the greeting at the top of the page.

To add or change it, tap your picture (or your initials, if you have no photo yet), or open the Add your photo section under the greeting. It is called Your photo, with an Added badge, once you have one.

Tap Add photo (or Change photo). On a phone this offers the front camera, and you can pick one from your gallery instead.
Check the preview, then tap Save photo, or Cancel to leave it.
You'll see Photo updated. once it has saved.

Centre your head in the frame. The photo is trimmed to a square for you (portrait shots lose a little top and bottom, landscape shots left and right), so there's no need to crop it first. JPEG, PNG and WebP photos all work, and large phone photos are shrunk before they upload.

Your photo is visible to your planner and to the other crew on events you're shared into. To take it down, tap Remove and confirm. Your planner may use a different word for crew, and the page uses their word where they have.

If the photo doesn't save:

"This looks like an Apple HEIC photo, which we can't display." On an iPhone, take or choose the photo directly from this page and it converts automatically. Otherwise save it as a JPEG first.
"We couldn't read that image." The file isn't a photo the browser can open. Choose a JPEG or PNG.
"That photo didn't save." Something went wrong on the way. Try again.
"Photo uploads aren't available right now." The photo service is down for the moment. Try again later.

Saving the link to your phone

At the bottom of the page, Bookmark this page shows your portal link with two buttons:

Copy link puts the link on your clipboard to paste into your notes, bookmarks or wherever you keep things.
Share opens your phone's share sheet, where Add to Home Screen and Add Bookmark live. It only appears on browsers that support it, so on a laptop you may see Copy link alone.

A home screen icon is the easiest option: one tap and you're on your list of events. Saving the link to your home screen has the steps for iPhone and Android.

Treat the link like a key. Anyone who has it can open your portal, so send it to nobody else.

When the link stops working

If your portal shows Link not active, the link you have is no longer the right one. That happens when:

The planner has issued you a new portal link. The old one stops working straight away. This also happens automatically when the planner switches off one of your event links, so a copy of that event page can't be used to reach your other events.
The link was cut short when it was copied. A missing character at the end breaks it. Copy it again from the original message.
You've been removed from the planner's contacts. Your portal goes with it.

You're not locked out in the first case. Open any of your event portal links that still works and tap My event portals: it takes you to your new portal. Save that one in place of the old. If none of your event links work either, ask the planner for a fresh link.

An event that has disappeared from your list either ended more than 12 months ago or has had its link switched off by the planner. Ask them if you think you still need it.