Communication and Collaboration with External Parties

Univents gives you two ways to collaborate with external parties on an event: the EventHub customer portal for clients and staff, and partner invitations for external service providers such as a photographer, DJ, or tent rental company. Both get access through a personalized link — no Univents account required. This article is for anyone who communicates with clients or partners about an event.

What is the Customer Portal (EventHub)?

The EventHub is a standalone website you open per event for external participants. Each person receives their own link tailored to their role and their event.

On the event overview in Univents, the Customer Portal widget shows the current status: active or inactive. Below it you see the full portal URL along with two action buttons: Send Invitation (sends the link by email to the primary contact) and Regenerate (creates a new token and invalidates the old one).

Every email Univents sends automatically — quote, invoice, contract, payment reminder — already contains the portal link.

What roles are available?

• Client — sees their documents (quotes, contracts, invoices, delivery notes, credit notes) to view and download, and can message you directly.
• Staff — receives a view focused on shifts and tasks.
• Partner — gets access to all assigned events, orders, timelines, tasks, files, and their own message thread with you. More on this in Bring partners onto an event.

The content of each view adapts automatically to the link type. For a full tour of the customer portal, see EventHub Customer Portal.

Creating and sending a link

1. Open the event in Univents and go to the Overview.
2. In the Customer Portal widget: if no active link exists yet, click Regenerate to create a first link.
3. For client links with a stored primary contact: click Send Invitation — Univents sends the invitation email automatically.
4. Alternatively, use the copy icon to copy the link manually and send it yourself.

Chatting directly with the client and partners

The event has a Messages tab. There, you write to your client directly — the message also goes out to them by email, and they can either reply through the link in that email or simply reply to the email itself. Once at least one partner is invited to the event, the tab shows extra sub-tabs — one per partner — so you can write to each of them separately.

1. Open the event and switch to the Messages tab.
2. Select the thread at the top: Client or the partner's name.
3. Write your message and click Send.

Partners see their own message thread in their partner portal too.

Inviting a partner to an event

1. Open the event and switch to the Members tab.
2. In the Partners & collaborators (external) section, click Invite partner.
3. Choose an existing contact or enter a new email, then click Invite.

The partner accepts or declines the job through their own link, reports their on-site status (on the way, on site, setup done, teardown done), checks off their tasks, and uploads files — everything comes together in the Members tab. Full details in Bring partners onto an event.

Revoking or renewing a link

If a link has been compromised or you want to reissue access:

1. Click Regenerate in the Customer Portal widget.
2. Univents immediately deactivates the old token and generates a new link.
3. The old link stops working from that moment on.

Frequently asked questions

Does the client need a Univents account? No. Access is provided exclusively through the personalized link. The person does not need to know the software or register anywhere.

Can multiple people use the same link? Technically yes, but it is not recommended. Create a separate link for each external person so you can revoke access individually.

What happens when I archive an event? The event disappears from the external view for everyone involved. It remains in the Univents system but is no longer accessible via the portal.

The Chat tab in my event says "This section will be available soon" — why? That's a separate, team-internal chat feature that's still under development. For communication with clients and partners, use the Messages tab instead — it's already fully usable, see above.