My Events Portal user guide

Modified on Thu, 15 Feb, 2024 at 2:24 PM

My Events Portal serves as the client's dedicated platform, strategically crafted to empower clients with the autonomy to effortlessly generate inquiries and manage their bookings online.

Upon logging into the portal, the client gains the ability to conduct venue searches, submit enquiries online, access booking documents, and generate reports. This guide is designed to provide clients with a comprehensive walkthrough of the portal's diverse features and functionalities, ensuring that you can maximize its potential.

TABLE OF CONTENTS

REGISTRATION PROCESS AND LOG IN
ENQUIRIES AREA
CONFIRMING/DECLINING A VENUE OR CANCELLING A BOOKING ON THE PORTAL
CALENDAR
- Exporting Calendar Feed
EXPORT FUNCTIONALITY
VENUE SEARCH AREA
SUBMITTING ENQUIRIES ON THE PORTAL
- Submitting enquiries without adding venues
CALL BACK REQUEST
CONTACT US
REPORTS ON MY EVENTS PORTAL
EDITING USER’S PROFILE AND RESETTING PASSWORD

REGISTRATION PROCESS AND LOG IN

If you want to submit enquiries online you will have to register and log in.

Once you click on Register, you will have to fill out the form below and provide some mandatory information identified by the red asterisk.

After inputting the required information, you will have to confirm that you have read and agreed to the Privacy Policy.

After confirming, you can click on Register at the bottom of the page.

Once you are registered, you will be directed to the login page.

Enter your email address and the password that you created when registering.

ENQUIRIES AREA

You can access the Enquiries area by clicking on "Enquiries" at the top of the page right next to the home icon, and at the bottom of the page, on the left-hand side.
For existing clients, this is where you will be able to see older bookings and the current bookings that the GRATIS users are still working on.

In the Enquiries area, you can:

Set criteria for searching bookings.
Use the event name for the search.
Filter results by booking statuses.
View booking documents.

Filtering your search

When you access this area you will be able to select some criteria to filter your search.

Right next to the company name you can set the date range based on the Arrival Date, the Enquiry Date or Last Updated Date, all within the chosen date range.

Utilise the "Search" field to search by event name.

It is possible to filter the results by the bookings’ statuses. By default, the system will select all statuses, but the user will be able to select a specific status if needed.

Once you have set your criteria, press Enter on the keyboard or click on Display to view the results.

Viewing documents

To access the documents on the portal, GRATIS users must send them from GRATIS, even if they usually send documents outside the system. Failure to do so will grey out the "View" button.

If a GRATIS user sends the document to the client from GRATIS, then the View button will turn Blue.

Click on the "View" button to open the document on your screen.

Printing and Downloading

On the top right-hand side of the screen, you will find options to Print or download the PDF version of the document.

Accessing Previous Versions

On the left-hand side, the user will see a dropdown list from where they can access the previous versions of the document when available.

CONFIRMING/DECLINING A VENUE OR CANCELLING A BOOKING ON THE PORTAL

GRATIS users can allow their clients to confirm or decline a venue, as well as cancel the booking on the portal.

However, the GRATIS user will have to action the client's choice in GRATIS.

The Provisional bookings will be displayed in the Enquiries area, alongside Confirm Venue and Cancel Enquiry options.

Regardless of the button clicked, users will be directed to the proposal document.

Declining a venue

To decline a venue, click "View" and access the list of venues on the left-hand side.

Select the venue to decline and click "Submit" at the list's end.

A pop-up will prompt you to provide a reason in a text box and click "Submit".

A message in the pop-up confirms your choice and allows you to return to the enquiry.

The declined venue will be crossed out, in the list.

Confirming a venue

To confirm a venue, select the "Confirm" option, and the other venues will be crossed out. Click "Proceed".

Clients are informed that they can still cancel the booking based on the cancellation terms.

A pop-up will ask for additional information, including a comment.

If required, fill in client fields such as cost code or purchase order.

Confirm your intention to proceed and finish the confirmation process.

On the left-hand side, view the list of venues considered for that booking, including the confirmed venue.

Note that GRATIS users must take action on their choice.

Cancelling the booking

Access the document by clicking "View".

On the left-hand side, find the "Cancel Enquiry" option.

Click it to open a pop-up where you select the reason from a dropdown list and provide a brief explanation in the message box.

Click "Submit" and a warning message will appear to ensure your commitment to cancelling the booking.

The message notifies clients that the GRATIS user responsible for the enquiry/booking will be informed and suggests contacting them if uncertain.

You have the option to halt the cancellation process by clicking "Stop, KEEP my enquiry".

To proceed with cancellation, click "Yes, CANCEL this event and go back to Enquiries and Bookings".

A message on the left-hand side will indicate that action is required from the GRATIS user.

CALENDAR

By default, bookings are displayed as a list.

To switch to a monthly calendar view, select the "Calendar" option next to the list.

In the centre of the page, you will see the displayed month. Use the arrows to change the month.

Confirmed bookings are highlighted in Green.

Provisional bookings are highlighted in Yellow.

New bookings are displayed in Grey.

Below each booking reference number, there is an eye icon. A red crossed-out eye icon indicates that the documents haven't been sent and are not accessible on the portal.

A green eye icon means that documents for that booking are available for viewing on the portal.

Exporting Calendar Feed

On the left-hand side, just above the "This Month" button, find the "Export Calendar" option.

Clicking this option opens a pop-up where you can select the desired time frame for export.

The pop-up provides a link that you need to copy for importing into your calendar.

Click the "instructions" link in the pop-up to access a help document guiding you through the process of adding the information to your calendar.

After copying the link, you can click "Close" to exit the pop-up.

EXPORT FUNCTIONALITY

You can easily download a sheet containing all the bookings created for your user account, based on the selected date range and criteria before clicking "Display".

Locate the "Export" button, positioned right next to the Display button.

The exported .csv document will include the following information for each booking:

Booking Reference number;
Booking Status;
Booking Type;
Event Name;
Contact Information;
Enquiry Date;
Arrival Date;
Confirmed Venue (if applicable).

The document will only display bookings for which you are logged into the portal as the contact.

VENUE SEARCH AREA

Users can perform venue searches on the portal to find venues based on selected criteria.

It is possible to access the venue search area in two ways:

Click "Venue Search" at the top of the page.
In the left-hand menu, click "Search for the Venue".

You can refine your venue search using the following criteria:

Destination;
Distance;
Venue Group;
Venue Name;
Room Layout;
Number of Attendees.

Please note that venue searches on the portal are currently limited to the United Kingdom by default.

The number of venues found in the search will appear at the top.

Users can choose to view venues as a list or gallery on the right-hand side.

Some venues may display initial values of their delegate rates.

It is possible to adjust search criteria on the left-hand side as needed.

Alternatively, you can click on "New Search" to start a new search from scratch.

Add venues of interest to your enquiry basket by clicking "Add to list".

To remove venues from the basket, click the trash icon.

After adding venues to the basket, you have the option to review the enquiry. This will display the list of venues added to your basket.

The "Send Enquiry to all venues" option will direct you to the enquiry form, which you will submit to GRATIS.

GRATIS user will process the enquiry and contact the venues on your behalf. Clients do not contact venues directly.

The user can also select the Compare tool that will give them an overview of the features available in the venues, the bedrooms, meeting spaces and accessibility, among other details.

SUBMITTING ENQUIRIES ON THE PORTAL

After performing a venue search and selecting venues, users can submit enquiries by clicking "Send Enquiry to all venues".

This action will open the enquiry form where you will provide booking information.

On the right-hand side of the page, you will find the list of venues you selected during the venue search.

Mandatory fields are marked with a red asterisk. These include:

Event Name;
Number of Attendees;
Date and Time;
Location of the event.

Below the date and time fields, you will find Room Requirements, also marked with a red asterisk.

Click the grey square icon with a white cross to enter mandatory information.

A pop-up will appear, displaying room layout options.

Fill in the Room Title (e.g. "Main Room").

In the pop-up, you will find the "Tell us more about your schedule, catering & equipment requirements" box, which is also mandatory.

After entering information in this box, click "Add" to save your details.

Optional fields can be filled in if you have the information.

The Location of Event field is mandatory and can help GRATIS users source suitable venues for your enquiry.

If you have added venues to the enquiry, you can indicate your preferred venue by selecting it from the dropdown list.

This information will be visible to GRATIS users when the enquiry is submitted.

If you have no preferred venue, leave the field blank.

All selected venues will be listed in the enquiry, whether you select a preferred venue or not.

To submit the enquiry, click "Send Enquiry" on the right-hand side.

Submitting enquiries without adding venues

Users can also submit an enquiry with just an event brief.

On the home page, click the "Click here for a Quick Enquiry" button located below the "Search for Venue" option or at the bottom of the page under "Submit Event Details".

Follow the same process described above to complete the enquiry.

CALL BACK REQUEST

Located on the left-hand side of the page, just below the "Quick Enquiry" button, users have the option to request a callback or send a message to the GRATIS user.

Click on this section, and a contact form will appear. This form is pre-populated with the following information:
- Company Name;
- First and Last Name;
- Email Address;
- Client's Telephone Number.

Type your message into the provided text field. This is your opportunity to communicate any specific details or queries you have.

Once you have filled out the necessary information and composed your message, click on the "Submit Callback Request" button located on the right-hand side.

CONTACT US

The bottom field in the menu on the left-hand side is the "Contac Us" option.

This is where the user will see the GRATIS user’s telephone number, website name and address.

It can also be accessed at the bottom of the page, by clicking on “Get In Touch” or on the top right-hand side, when the user clicks on their initials.

REPORTS ON MY EVENTS PORTAL

All users will have access to the Duty of Care Report, the Detailed Report and the Summary Report.

Duty of Care Report

Provides detailed information about events occurring within a specified date range.

Users can access vital event data, including:
- Reference numbers;
- Arrival and departure dates;
- Booking contact telephone numbers;
- Venue telephone numbers and addresses.

This report equips users with the information needed to stay informed about events and enables them to contact the venue or the booking contact at their company if necessary.

Detailed Report and Summary Report

These are variations of the Operated Report offering a comprehensive view of your event activities.

You will see the confirmed bookings within your selected date range, along with total expenditures and savings.

The user can access the Reports area on the portal by clicking on the Reports option at the top of the page or by clicking on View Reports at the bottom of the page.

Once in the Report area, you can choose from the three available reports, set the date range and apply filters based on booking type - accommodation, conference, supplier, or all types – and venue as needed.

After selecting the desired filters and report type, click on "Preview" to generate the report.

Multi-Client Access

If you have access to multiple clients using the same email address and password, you can switch companies before running the reports by using the field located below the report name.

Download Options

Adjacent to the "Preview" button, you will find two download options:
- Click the first icon to download a PDF version of the report;
- Click the second icon to download an Excel version.

EDITING USER’S PROFILE AND RESETTING PASSWORD

Within the portal, users will have the flexibility to manage their profile information and reset their password.

Editing User Profile: Navigate to the top right-hand corner of the screen and click on your initials.
- Select "My Profile";
- Update your profile details (e.g. Title, Name, Email Address, Telephone Number);
- Adjust your marketing preferences, as necessary;
- Scroll to the bottom of the page and click "Save".

Resetting password: Locate the "Change Password" option and follow the on-screen instructions.