The Organizer Portal is an interface that your customers can use to manage details related to their event.
As a business operator, administrator, or staff member, you can make contracts and documents available to your customers via the portal, and they can view and sign contracts, download checklists and other documents you provide, and upload documents you may request—such as waiver forms and insurance forms.
Make Contracts and Documents available for viewing
The organizer portal will be empty until you make items visible to your contacts on the booking.
Navigate to the booking. Ensure that there is a "Primary" contact listed under the Details Tab.
Note: If there is a paper airplane "invite" icon to the right of a contact, you need to send the invite link to grant them access to the Organizer Portal.
Related Help Materials:
To make a contract available for viewing by an event organizer via the portal, select the "Emails and Documents" tab.
Listed will be any contract documents or versions you have already created, along with buttons to create a New Contract (that is system-generated) or a New Custom Contract that you can create from a contract template in your Setup administration.
Select "Yes" on the toggle to indicate whether or not the contract should be visible via the portal.
Set a status for the contract if you like. Some actions taken by the event organizer will automatically update the status.
In the Contract Notification Email form, indicate the email address of your staff member who should receive notifications about changes in contract status.
Contract Status Values
A Signature Requested status is automatically set by Gazebo when a contract is made visible externally (see Sharing Documents with Your Event Organizers below).
A Viewed status is set by Gazebo when an event organizer has viewed or downloaded a contract via the portal.
When the organizer has signed the contract by checking the I Agree checkbox and entering their name, the status changes to Completed and a notification email is sent by Gazebo to the Contract Notification Email address indicated. This attestation is currently only communicated via the status of Completed for the contract. The date and time and username of the person who updated these form fields are stored in the database.
If no email is indicated, Gazebo will try to send a notification to the email specified in your System Preferences. If there is no email address specified anywhere, an email notification will not be sent at all.
Sharing Documents with Your Event Organizers
You can share other documents (like seating charts and waiver forms) with your event organizers in a similar way from the Other Documents section of the Forms & Communications page:
Select the Upload New Document button to upload a new document file. (There are no constraints on file type but there is a 10 MB file size limit. Also, any files uploaded will be scanned for viruses.)
Select No or Yes on the toggle to indicate whether or not the document should be visible via the portal.
Your event organizers can also download and upload documents via the Organizer Portal. The name and date of the person who uploaded the document is indicated in the document list.
If notifications are sent, they will also appear in the email list at the top of the page.