EventHub Customer Portal: What Your Customer Can See and Do Online

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.

The video shows what your customer can do in the portal on their own: sign the quote, pay the invoice, send messages, manage guests, book extras and request changes.

Play video3:31

You’ll find the individual steps written out below as well.

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. As the cover image, the overview shows the event's own image, otherwise the venue's, otherwise — if you've set one — your default cover image from Settings → Branding. The navigation only shows what actually exists for their event:

Add more shows up as its own item in the sidebar — your customer doesn't have to find it through the detour Changes → "Products" tab. The item appears automatically as soon as at least one product is set up for self-booking on the linked booking page; without any products set up, it stays hidden.

Your business can switch off individual areas of the customer portal — the settings page is called Portals. A switched-off area then disappears from the navigation, and the page itself is locked for the customer: even with a saved link they won't get in. The Overview always stays visible.

Viewing and signing the quote

1. The customer opens their quote in the Documents tab.
2. As long as there's no open change request, they click Sign.
3. 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.
4. 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.

Answering questions

On the Questions tab you'll find the questions you selected in the customer portal configuration of the booking page. Your customer enters their answers right there:

• Freitext, Number, Date, Time, Address, and Checkbox are filled in as a normal field.
• Dropdown and Multi-select show the same options as the booking page. For multi-select, your Select at least and Select at most limits apply.
• Questions that require a file, and pure section headings, appear as information only — there is no input field for them.

The list shows what fits this event: a question attached to a product in the product form appears in the list only when that product is booked for this event — a canapés-only booking therefore leaves out the buffet questions. Questions without a product link always appear, and anything your customer has already answered stays visible, so no answer disappears.

Your customer doesn't have to fill everything in at once: saving works even if a required question is still open, and an empty field counts as "not answered yet". Any answer can be overwritten at any time — up to the deadline you set under Change requests (without one of your own, the booking page's deadline applies). After that, they only see their answers. Answers change no prices and no documents; only what the customer enters is stored.

You see the same questions on the event overview. It carries the Questions in the customer portal card, listing every question together with what your customer answered: open ones show Still open, answered ones carry Answered and the date they were recorded. Via Edit you enter the selection yourself — for instance because you agreed on it over the phone — and the portal then shows the question as answered. Leave the field empty and the answer is removed again. If a selection question has no options set up, the card says so and links to the booking page where you add them. Until the deadline your customer can still overwrite their answer. The card shows the same narrowed list as the portal — questions whose product isn't booked for this event are missing here too.

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. A multi-select question shows up there as a real selection with your Select at least/Select at most limits instead of a text field, and every changed option becomes its own item — so you can accept or reject it individually. Once you approve, the line items on the order follow the selection. 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.

Accepting or rejecting individual items

If the customer sends several requests at once, you decide item by item. Open the event and go to Documents: every open item of the request shows Accept and Reject. Switch the items you don't want to adopt to Reject and click Apply selection at the bottom. Univents only applies the accepted items; if this creates a new quote, it contains only those changes.

When you switch an item to Reject, the field Reason for the customer (optional) appears below it. Whatever you enter there, your customer sees next to that item in the email and in the portal.

If you accept some items and reject others, your customer gets the separate email Change request partially accepted: the adopted items first, then the rejected ones under "Not accepted" including your reasons. If you accept everything, the existing "Change request accepted" email goes out as before. You can edit the text of both emails under Settings → Email Templates. If you switched off "Change request accepted" there, the partial email isn't sent either.

In the portal, every rejected item is marked "Rejected". If you don't want to adopt a single item, use Reject all — there you can also give the customer a reason.

Suggesting a schedule

Under Changes → Schedule, your customer can suggest a schedule themselves — even if the event has no schedule yet. They add as many items as they like (time and programme item, optionally a description and duration, and the day for multi-day events) and send everything for approval with one click.

You receive the suggestion as a change request and see every item with its time. When you click Accept, Univents creates the items as real schedule items on the event:

• If there is already a schedule you shared with this customer, the items are added there.
• Otherwise a new schedule called “Schedule” is created, which the customer sees in the portal. Your internal, unshared schedules stay untouched and invisible to the customer.
• The time applies to the selected event day. If the event has no date yet, Univents tells you so — set the date first, then accept the request.

You can reject individual items of the suggestion as described above; only the remaining ones are then created. The “applied” confirmation email is only sent once the items have actually been created. Older suggestions the customer sent as free text (for example “18:00 welcome, 18:30 speech”) are split line by line into separate items when you accept them.

AI assistant for questions about your documents

If you share documents in the knowledge base with every customer who has a portal link, the portal also shows an AI assistant entry. Your customer asks questions there about the schedule, directions, or services and gets an answer with a source — without you answering every question yourself. The assistant only quotes shared documents, does no maths, and makes no promises; below every answer it states that only what you confirm is binding. Setup, costs, and the emergency stop are covered in AI assistant in the staff portal and the customer portal.

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.

Who is doing the inviting. At the top of the guest page, the event's customer appears as the inviter ("Company X invites you"), with your business shown small underneath as Organiser: …. Guests therefore see whose name the invitation comes in. If no customer is stored on the event, or the name isn't readable, your business stays there as the inviter, exactly as before.

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.

After the event: review and rebooking

Once the event has taken place (status completed or archived), the overview also shows an After the event section with the note "Thank you for having us. A quick bit of feedback goes a long way."

Review. The How was it? button opens a dialog where the customer can leave you 1 to 5 stars plus an optional comment, then submit it with Send feedback. If you've set a Google review link in your company settings, the same dialog also shows a Review us on Google button that takes the customer straight to your Google profile. Once the customer has already submitted a review, the button on the overview reads Edit feedback and shows their existing answer pre-filled.

Request a new event. The Request a new event button opens a short form with event name, type of event (e.g. wedding, company party), guest count, preferred date, and an optional message — pre-filled with data from the event that just concluded. After submitting, the request lands as a new inquiry in your Requests cockpit; nothing is adopted automatically. The button only appears when your workspace still has an active booking page the new request can be submitted through. If the customer submits again while their previous request is still open, Univents lets them know the request is already in progress.

What you configure per event

1. Open the event and stay on the Overview.
2. 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.
3. 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. The same deadline applies to answering the questions: after that, both are read-only.
4. You release photos individually to the customer in the same section.

Creating portal access and sending it out

The Customer portal section inside the Customer area tells you where you stand:

• No access yet. It reads “This customer does not have portal access yet.” Create access sets it up without sending any email. Send invitation creates the access if it is missing and emails the customer their link.
• Access exists. You see the full portal address with a copy button, plus Customer portal (opens the portal in a new tab), Send invitation, and the circular arrow that creates a new link. Below that you see when the customer last opened the portal — or “Portal not opened yet”.
• Customer without an email address. Instead of the buttons you see the reason, so no click runs into nothing. Add the address on the contact and the buttons come back.
• Who can do this? Creating access, sending the invitation and issuing a new link require a role that may edit events. With view-only access you can see and copy the link, but not change it.

Creating a new link when the old one has gone astray. The circular arrow issues a new link, with a confirmation first. The current link stops working immediately, including the one the customer already received by email. This applies to all of that customer's events, not just the one you have open: a customer has one portal access, not a link per event. They can only get back in once you send them the new link.

Portal configuration only appears when your workspace has at least one booking page. Without a booking page there are no questions and no add-on products to choose from, so there is nothing to configure. If it is missing, the Customer section simply shows less — it is not a fault.

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.

Who exactly gets into the customer portal? Two groups: the contact set as the event's customer, and every contact you actually sent a document to from that event (quote, invoice, credit note, signed delivery note). So if you change the customer on the event, the original recipient does not lose access — their quote and the confirm button stay reachable. A draft document is not enough the other way round: access starts with sending.