What the booking portal is
The quote you were sent opens your booking portal. It holds your quote, the terms, the deposit and your invoices. Your event portal is a separate page for the day itself: the run of show / runsheet, and any files or questions the business has sent you. Links at the top of each page take you between the two.
This article covers what is in your booking portal, how to move around it, and the three stages of a booking. Each stage has its own article, linked below.
You do not need an account
There is no sign-up and no password. Each link is private to you. Only forward it to people you are happy to have see your booking and pay against it.
Bookmark the link or keep the email. When you come back, everything is still there, including any payments you have made.
Moving around
The top of each page shows a home icon, the portal's name, and the name of the business you are booking with. Some businesses rename the booking portal, so it may say Client Portal or Payment Portal instead.
Below that are links, grouped under each portal's name. The page you are on is highlighted.
- Your quote (booking portal). The quote you were sent.
- Your booking (booking portal). The booking details, pricing, terms and payment. You will use this page most.
- Your event (event portal). The run of show, files and questions for the day. This link appears once the business has opened your event portal to you.
A link only appears when there is a page behind it. If you only have one page so far, you see the heading and no links.
The home icon returns you to the page you first opened from your email. If you later open a newer link, the home icon goes there instead.
The three stages of a booking
Every booking has three steps. A progress bar on the quote and on your booking page shows which step you are on:
- ACCEPT. You accept the quote. See accepting and adjusting your quote, including how to change the guest count, start time and optional lines where the business allows it.
- AGREE. You read and agree to the terms and conditions. See agreeing to the terms.
- PAY DEPOSIT. You pay the deposit, or pay in full, by card or bank transfer. See paying your deposit or balance.
When all three are done, they turn green and the page says "Booking confirmed".
Accepting the quote does not confirm the booking. Until the terms are agreed and the deposit is paid, the heading reads "Quote accepted" or "Terms agreed", with a badge saying "Awaiting agreement" or "Awaiting payment".
If your accounts team needs an invoice before they can pay, you can request one yourself. See getting an invoice for your records.
Changing your guest numbers
Some businesses let you settle your final numbers yourself, in a Guest numbers box on your booking page, up to a date they set. See changing your guest numbers.
What else is on your booking page
Below the document, once there is something to show:
- Invoices: each invoice issued to you, with its number, date and total. Click one to open it.
- Payments received: the date, method and amount of each payment, with a Paid total underneath.
If the business has attached a run of show to your booking, a button at the top of the page opens it beside the document.
Your event portal
Your event portal is the page for the day itself, and it stays available up to the event. Depending on what the business has set up, it can include:
- The run of show, which updates live when times change.
- Files shared with you, such as floor plans or menus.
- Questions and requests to answer, including files to upload.
- A dietary requirements card.
- Your invoices, each with a View & pay button.
Coming back later
Open any of your links again to pick up where you left off. The page shows the quote you accepted, the terms you agreed to and when, what you have paid, and what is still owing.
If you have lost the email, ask the business to send your link again. All your links lead to the same booking.