Overview
This training session walked attendees through two key Event Temple features - Guest Portal and Intake Forms - highlighting how they simplify client communication, automate workflows, and streamline event management. The session also included practical demonstrations, setup steps, and best practices for real-world hotel and venue use.
Guest Portal
Purpose:
The Guest Portal provides a secure, password-free hub for clients to view all event-related documents, invoices, and updates in one place.
Key Benefits:
Instant setup: Turn it on under Settings → Tools → Guest Portal.
Auto-generated: Each new booking automatically creates its own portal.
Secure access: Clients log in through an emailed “magic link” (no passwords).
Transparency: Clients can view shared documents, invoices, and payment status in real time.
Customization Options:
Add hotel links (website, menus, capacity charts, or vendor partners).
Upload branded images (hero shot, property photos).
Hide specific event types (like “Hold” or “Setup”) so clients don’t see internal logistics.
Pro Tip:
Only share the Guest Portal after a contract is signed and deposits are received - this ensures clients see finalized event details, not drafts in progress.
Integration Tip:
If Stripe is enabled, clients can pay invoices directly through the portal.
Communication Shortcut:
Create an email template (under Settings → Templates → Email Templates) with the Guest Portal merge field ({{booking.guest_portal}}). This automatically adds the client’s personalized link to your emails.
Intake Forms
Purpose:
The Intake Form collects event inquiries directly from potential clients—automatically creating a booking in Event Temple with all submitted details.
Setup:
Found under Settings → Tools → Intake Forms.
Can create multiple forms for different market segments (e.g., Corporate vs. Weddings).
Customize required fields like contact info, event dates, guest count, or any custom fields (e.g., “Partner’s Name”).
Optionally add reCAPTCHA to block spam or bots.
Submission Settings:
Show a thank-you message or redirect clients to a URL after submission.
Automatically assign new leads to a specific user or sales pipeline.
Enable Auto-Responder Emails (e.g., a qualifying email thanking the client and asking for next steps).
Branding Options:
Customize form layout, background colors, fonts, and button styles.
Embed the form on your website or share it via direct link.
Pro Tip:
Keep forms short and focused - collect only essential information to reduce drop-offs.
Automation Tip:
Each completed form instantly generates a new booking in Event Temple with client details populated, ready for follow-up.
Final Takeaways
Use Guest Portal for client transparency and easy document access.
Use Intake Forms to capture new leads efficiently and automate pipeline entry.
Always verify admin access before configuring forms or portal settings.
Review and update email templates to include Guest Portal links where relevant.