This help guide explains a new way for users to make approved documents visible in the client-facing My Events Portal (MEP) without sending a confirmation email from Gratis.  

TABLE OF CONTENTS

• Overview
  • What’s new
    • Why this change
      • How it works (User workflow)
      • Approve and display a confirmation in MEP (without email)
      • What clients see in MEP
      • Audit and transparency
      • Best practices and considerations
      • FAQs

Overview

The new capability allows users to approve a confirmation document and immediately display it in My Events Portal (MEP)—without triggering an email to the client from Gratis.  

This supports high‑volume clients who prefer to monitor booking progress and documentation in MEP rather than receive an email for every approval.  

What’s new

• A new action, Approve & Display in MEP, is available on the confirmation document so users can publish the approved document to MEP without sending a client email.  

  
  

• Using Approve & Display in MEP makes the confirmation document visible in MEP, even if you do not use the email workflow.  

  
  

• The existing Approve & Email action remains available so you can still send the confirmation email when needed.  

  
  

• The client cancellation workflow in MEP is not impacted—clients can still cancel confirmed bookings in MEP even if an email wasn’t sent from Gratis.  

  
  

Why this change

Some clients (e.g., high‑volume batch confirmations) want to avoid large volumes of confirmation emails while still having immediate visibility of approved documents in MEP. This feature enables that workflow.  

How it works (User workflow)

Approve and display a confirmation in MEP (without email)

1. Open the booking’s confirmation document in Gratis.  

   
   

2. Select Approve & Display in MEP to approve the document and publish it to MEP without sending a client email.  

   
   

3. The document becomes visible to the client in MEP. No confirmation email is sent.  

   
   

4. If you later need to send the email, use Approve & Email (or the manual send option) as appropriate.  

   
   

What clients see in MEP

• Clients can view the approved confirmation document in MEP and, where enabled, can submit a cancellation request for confirmed bookings—even if no confirmation email was sent from Gratis. 

Audit and transparency

Approvals differentiate which option was used so the audit trail reflects whether the document was emailed or only displayed in MEP. This ensures reporting and audit clarity across different client workflows.  

Best practices and considerations

• If you’re not emailing the client, ensure any required venue‑facing documents are still sent so the venue has the necessary information and visibility in their workflows.  

  
  

• Continue to use Approve & Email when a client email is required for your process or the client’s expectations.  

  
  

FAQs

• Will client cancellation in MEP still work if no email is sent from Gratis?
  Yes. Clients can cancel confirmed bookings via MEP even when the confirmation email wasn’t sent from Gratis.

  
  

• Do I still have the option to send a confirmation email?
  Yes. You can still use Approve & Email to email the client when needed, and there is an option to manually send the confirmation email if required.  

  
  

• How is this tracked for audit purposes?
  The approval action used (email vs. display in MEP) is captured to keep the audit trail clear for downstream reporting and reviews.