Communication and Collaboration with External Parties

The EventHub is Univents' external customer portal. Clients, staff, and partners get access to exactly the content you share through a personalized link — no Univents account required, and no need to learn the software.

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: a green dot means active, a grey dot means inactive. Below the status dot 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, delivery note, credit note, payment reminder — already contains the portal link. In most cases you don't need to do anything manually.

What roles are available?

When creating an EventHub link, you choose the type:

• Client — sees quotes, invoices, delivery notes, credit notes, the timeline, tasks, and can submit change requests and send questions. Products can optionally be added on.
• Staff — receives a view focused on shifts and tasks.
• Partner — gets access to all assigned events, orders, timelines, tasks, and files. Ideal for external service providers such as technical crews or catering companies you work with regularly.

The content of each view adapts automatically to the link type.

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.

For more advanced scenarios: via the full link manager (accessible from event management) you can create multiple links per event, choose their type (Client, Staff, Partner), activate or deactivate them, and download QR codes.

What does the client see in the portal?

Once the client opens the link, they land on a personalized overview of their event. The side navigation only shows sections that are actually available:

• Overview — event details, countdown, contact information
• Quote / Invoice / Delivery Note / Credit Note — depending on which documents exist
• Timeline — the shared schedule
• Questions — clients can submit questions that you see and answer internally
• Tasks — tasks you have assigned to the client
• Changes — structured change requests (e.g. guest count, product)
• Add-ons — if you have enabled additional bookings

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.

In the full link manager you can deactivate or delete individual links without resetting all access.

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 shows "coming soon" — why? Direct in-event chat between team members is still under development. For communication with clients and external parties, use the EventHub portal as described above.