Looking for ways to continue to maximize your Total Events Program? Our Access Portals can provide more than one way to set you on this path.
What is an Access Portal?
An access portal is a password-protected portal or a public website. You can leverage this portal to house information to keep your stakeholders informed and assured by posting relevant reports, event calendars, venue sites, meeting request forms, and other critical information to help keep your events program moving. These websites are also customizable, so you can design an access portal to fit your company branding guidelines. There are two tiers of Access Portals, a basic and a premium, so be sure to talk with your Account Manager about which one is right for you!
Who can access this portal?
Short answer: Anyone you want!
As event planners, we know that you and your team are flooded with emails and calls leading up to your event asking for reporting on registrations, session registration counts, dietary restrictions, T-shirt sizes, you name it. The last thing you have time for is pulling reports and manually sending them to your various stakeholders. You also don’t want to give these stakeholders access to roam through your Cvent account with the potential to make a mess or even see content that you don’t want them to see. Instead, create an access portal and invite your stakeholders as portal users to access key information on their meetings or events in real time, whenever they please.
The benefit of an Access Portal is that you control who can view the portal itself, and even the content within the portal. You can ensure that specific people have access to the specific content they need and nothing extra based on their role in your organization. Allow event stakeholders to access their event data without giving them access to ALL event data. For example, as the Food & Bev lead at an event, when I login to the portal I only see reports related to dietary restrictions and meal requests. As a speaker for a specific session, when I login to the portal I can be limited to only view the attendance list for my session.
What else can an Access Portal do?
Access Portals can house your Meeting Request Forms so that any meeting requesters within your organization can easily access the form to submit requests, and view their previous requests. You can even create custom pages to house detailed information on your meeting policy and other information needed to assist the requesters. Outline your preferred vendors/suppliers and event planning tips!
Access Portals can house your event calendars! Allow your Access Portal users to easily see when and where your events are, as well as easily access the event website for more information or to register. This can also be a guide to meeting requesters to show them when other events are and help them make decisions on their own event dates.
Access Portals can also serve as a home to your Appointments. Allow your staff or internal teams to access the appointments calendars and make appointments for themselves or on behalf of others leading up to your event.
Interested in Simple Meetings? Access Portals can even be setup to house venue sites, allowing portal users to create and submit Simple RFPs to help them source venues for their Simple Meetings.
How will this improve my Total Events Program?
Your Access Portal can truly be the home base to your organization’s total events program and prevent the hundreds of emails flooding your inbox.
Ultimately an Access Portal will:
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Provide more visibility into your events program
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Increase efficiencies by capturing event information all in one place
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Provide your stakeholders with access to data and reporting
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Drive compliance with your program by posting and enforcing meeting policies through the portal
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Lastly, create a branded portal that is a great user experience for your teams!
This post was written by Madie Stalnaker, Lead Client Success Advisor at Cvent. Madie is a James Madison University Alum that enjoys spending her free time at the barn with her horse or snuggling up with her golden retriever.
