EventHub Customer Portal: What Your Customer Can See and Do Online
After reading this you'll know what your customer can see and do in the EventHub customer portal — from signing a quote to paying an invoice — and what you configure per event to enable it.
The EventHub customer portal is the web page where your customer follows their event: view and sign the quote, pay the invoice, request changes, manage guests, and view photos — all without a Univents account. This article covers both sides: what the customer can do in the portal, and what you configure to make it available.
For how access itself works — creating, sending, and revoking the link — see Communication and Collaboration with External Parties. This article focuses on what's inside the portal.
What your customer sees
After logging in through their personalized link, the customer lands on an overview of their event with a countdown, cost figures, and next steps. The navigation only shows what actually exists for their event:
| Tab | What the customer does there |
|---|---|
| Overview | Countdown, guest count, total, amount paid, amount due, next steps |
| Documents | View/sign the quote, view the invoice/delivery note/credit note, download as PDF, pay the invoice online |
| Questions | Answer questions you've asked |
| Changes | Request changes to guest count, date, schedule, or earlier answers |
| Add more | Order additional products (if enabled) |
| Guests | Manage the guest list, create an RSVP link, record dietary needs |
| Messages | Message you directly |
Viewing and signing the quote
- The customer opens their quote in the Documents tab.
- As long as there's no open change request, they click Sign.
- In the dialog, they draw their signature or type their name instead, confirm the checkbox "I have read the quote and accept it as binding," and click Sign bindingly.
- Univents stores the timestamp, IP address, and browser fingerprint as an eIDAS-compliant record and sets the quote to "accepted."
Instead of signing, the customer can also Decline quote (with an optional reason), or click Request a change to mark individual line items and request to Modify or Remove them. As long as that request is open, the quote can't be signed — only your updated version unlocks signing again. Contracts run through a separate signing flow — see Creating, Managing & Signing Contracts.
Viewing, downloading, and paying the invoice online
In the Documents tab, the customer opens their invoice, delivery note, or credit note and can download it as a PDF at any time. For a sent or overdue invoice with an amount due of at least €10, the Pay now button also appears — provided you've connected Stripe (see Connecting Payments with Stripe). After the card payment, Univents automatically marks the invoice as paid — no action needed from you. Amounts below €10 are settled by bank transfer.
Requesting changes and messaging you
In the Changes tab, the customer submits structured requests for guest count, date, schedule, or previously given answers. You review every request in Univents before it's applied — nothing is adopted automatically. In the Messages tab, the customer can also write to you freely; every customer message is also mirrored to you by email, and your email reply lands back in the portal thread.
Guest list, RSVP, and dietary needs
In the Guests tab, the customer adds guests manually (name, RSVP status, plus-ones, diet, allergens with severity), or creates their own Guest link (RSVP): guests accept or decline themselves, without a portal login, using a personal link to change their response later. You see the dietary summary aggregated on the event, in the Kitchen Monitor, and in the Function Sheet, and adopt the reported guest count with Adopt guest count — if a quote already exists, this creates a newly recalculated version.
Photo gallery after the event
Photos you upload on the event stay hidden from the customer until you release them individually (Visible/Hidden). You can also create your own link for guests via Share gallery — no login required, with individual downloads and a per-photo reporting path (right to one's own image). When you create the link, you confirm you're entitled to share the people shown.
What you configure per event
- Open the event and stay on the Overview.
- In the Customer section, under Portal configuration, set which questions and add-on products the customer sees — automatically from the request/default page, or a specific booking page.
- Under Change requests, decide whether the customer may submit change requests for this event and up to how many days before the event — this overrides the booking page's setting.
- You release photos individually to the customer in the same section.
Frequently asked questions
Does my customer need a Univents account? No. Access runs entirely through the personalized link — see Communication and Collaboration with External Parties for details.
Why doesn't my customer see a "Pay now" button? Either Stripe isn't connected yet, the invoice hasn't been sent, or the amount due is below €10. In those cases the customer can still download the invoice as a PDF and pay by bank transfer.
Does my customer see every photo I upload? No. Newly uploaded photos are only visible once you release them individually on the event.
What happens if the customer submits a request while the quote is still open? As long as a change request is open, the customer can't sign the current quote. Only once you send an updated version is signing unlocked again.