Configuring Your EventBuilder Portal

Last updated: May 23, 2022

When you sign up for an EventBuilder subscription, we assign a private portal for your account. There are some important actions to take once your Portal has been assigned to ensure proper configuration, including User Account privileges, Default Template creation, branding, privacy, and security. Generally, the steps outlined in this article are performed upon your initial account setup and not repeated once completed.

Accessing Your Portal

You will receive a Welcome email from EventBuilder with your Portal information and link to your Portal Username. Your Username is the email address you provided to EventBuilder at sign-up. 

Screenshot: Welcome email, with "Where do I log in" information included.Click on the blue "here" hyperlink to be taken to your new Portal. You will be prompted to set a password: 

Screenshot: Set password dialog.

Click 'Save' and you will be redirected to your Portal's Dashboard. Click on the computer icon to begin your Portal's configuration.

Screenshot: Top navigation with Portal icon highlighted.

 


General 

Screenshot: Top navigation bar for company Portal.

The first section of your Portal is where you will find general information about your account, such as your Portal name and URL, contact information, and billing information. 

Screenshot: General section of Portal Configuration: Portal Name, Portal Hostname (locked), Company Name, Created date, Last Modified date, Contact Name, Contact Email, Billing Contact Name, Billing Contact Email, Billing Address. "Mailing address used for billing"Note: Most fields have been pre-populated with information given at the time of sign-up. Company name, Contact, and Billing information can be edited, however, if you wish to change your Portal name, please email care@eventbuilder.com

The bottom portion of the General section in your Portal includes the Default Template selection and information about your subscription level and number of subscriptions, as well as access to your subscription and billing management.

Screenshot: lower portion of Portal Configuration's General section, including Default Template, Service Description, License Type, and Number of Subscriptions, Subscription Term, and access to the payment and billing portal.Default Template Information:

Administrators can create and set a global, Portal-level Template to ensure consistent collection and dissemination of information Portal-wide. Administrators should carefully consider what type of information, Files, and Registration questions they would like to enforce across all Events. Default Templates can also be utilized to ensure any necessary opt-in questions are present. The Default Template can be created and set here at any time. Learn more about Templates


Branding

Screenshot: Top navigation in Portal Configuration area with "Branding" circled.

The branding section in your Portal Configuration is where you will customize and set defaults for your company logo, banner, footer, and more, as well as set Portal Login Privacy, Security and User privileges.

We will break down this section into three parts.

Section 1: Logos, Style Customization, Disclosures, Analytics

Screenshot: Branding section in Portal Configuration.
  1. Title - Appears in browser tab.
  2. Logo - Your company logo, appears in the upper left-hand corner of your Event Pages. 
  3. Logo URL Redirect - Choose a page to direct Registrants to if they click on the logo.
  4. Cascading Style Sheet - Customize colors on Registration and Listing Pages. Administrators should contact their Developer/Engineer to create custom style sheets.
  5. JavaScript - Customize JavaScripts. Administrators should contact their Developer/Engineer to create custom JavaScripts.
  6. Portal Privacy Notice Text Customized Privacy Notice text.
  7. Portal Privacy Notice URL - Privacy Notice URL field (appears on EventBuilder Streaming Console - Info View).
  8. Portal Terms of Use Text - Terms of Use text.
  9. Portal Terms of Use URL - Link to Terms of Use.
  10. Portal GDPR Text - GDPR text.
  11. Portal GDPR URL - GRPR link.
  12. Portal Contact Text - Portal contact custom text.
  13. Portal Contact Email Address - Contact email - hyperlinked in product.
  14. Google Analytics - Add Google tracking and analytics code to your Portal. 


Portal Privacy Notice, Terms of Use, GDPR, and Portal Contact fields default to EventBuilder's policy text and links. Portal Privacy Notice and Portal Contact fields can be customized to fit your Portal needs.
 
Note: To add Google Analytics to your Portal, insert the portal's analytics tracking code (Global Site Tag - gtag.js) in the space provided. See Google Analytics Help for assistance with adding your portal URL to your Analytics account.

Section 2: Banner Graphics, Footer, Disclaimer

Screenshot: Portal Banner, Disclaimer, Footer, and Registration Text editors.
  1. Portal Banner - Company graphic; appears at top of Portal-level emails.
  2. Footer - Location for Privacy Notice, Terms of Use, etc., to be displayed on all pages. Note: If left empty the default is automatically set to EventBuilder's information.
  3. E-mail Disclaimer HTML - Open-HTML editor to add privacy or corporate-mandated text for communications. Is displayed on all e-mails.
  4. Registration Text - Customize the text that appears above your registration questions. Administrators can use this space to add their own privacy wording to the top of their Registration Form.

Section 3: Privileges, Portal Security, Data Retention

Screenshot: Section 3 of Portal Configuration page. Tag Creation, Template Creation, Portal Login Security, Registrant Data Retention Period.
  1. Tag Creation - Give permission for Organizers and Admins, or Admins-only to create Event Tags. Administrators can change this setting at any time. Learn more about Tags.
  2. Template Creation - Give permission for Organizers and Admins, or Admins-only to create Templates. Administrators can change this setting at any time. Learn more about Templates.
  3. Portal Login Security - When this option is enabled, Portal account holders will be prompted to change their password at an interval you set here. Admins may also restrict User's reuse of previous passwords. Ex., Administrators can set Users to change their password every 60 days, disallow use of the User's 6 most recent passwords upon changing. 
  4. Registrant Data Retention Period - Administrators set the length of time Registrant Data will be stored. After the designated time, identifying information will be redacted on Registrant records, but event data such as 'number registered' and 'number attended' will remain. 

Click 'Save & Continue'


Emails

Screenshot: Portal Configuration: Emails section.

Administrators have three Portal-level email options: 

Screenshot: Three available Portal-level email options. (See text for explanation)
  1. Event Access Granted - Sent to Presenters/Moderators/Guests who don't currently have a paid account on your Portal and will be joining your live Event. Includes fields for Event date, time, contact, and login. Fully customizable. 
  2. Verify Registrant Email - Available for Pro and Suite-level subscribers, this email prompts Registrants to verify their email address to complete Registration. Includes an open-HTML editor for customization.
  3. Event Rescheduled Guest - Sends an email to Presenters and/or Moderators (individuals with Guest accounts) to inform them their Event has been rescheduled.

Event Access Granted

Click on 'Edit' to open the email editor. The following window will open.  

Screenshot: Event Access Granted email customization area.

Click in the top area to open the HTML editor and customize copy and/or add database variables by clicking on the 'fx' button highlighted below:

Screenshot: Top of email's open HTML editor with 'fx' button highlighted.

Scroll to the bottom portion of the email, to customize copy for your Event Presenters/Organizers/Guests. Click in the area to open the HTML editor and customize copy. Click on the three dots highlighted below to open the 'fx' menu to add database variables.

Screenshot: bottom portion of email with HTML editor open and fx control menu highlighted.

Image text: EventBuilder sent you this email at the request of {event_contact_name}. To change your communication preferences, please contact the event organizer.

Scroll to the bottom of the dialog to disable or customize text on the email's button:

Screenshot: Button text customization fields.

Image text: All dynamic elements are enabled on this email. If you want to customize these items, disable as appropriate below so you can add them back with your custom formatting.

Verify Registrant Email

Click on 'Edit' to open the email's editor window. 

EventBuilder has provided boilerplate fields and copy, but Administrators have full control over customization.

To add a database variable, click on the 'fx' button:Screenshot: Verify Registration Email editor window.

Event Rescheduled Guest

As with the previous Portal Email options, click on 'Edit' to open the email editor. Administrators can fully customize to suit their needs, as well as disable or customize the text on the email's 'Update Calendar' button.

Screenshot: Event Rescheduled Portal Email edit screen.

Test

Screenshot: Portal-level email options with 'Test' highlighted.

Once Portal-level emails have been customized, Administrators can send themselves a test email to check for delivery, accuracy, and appearance. The test email will be sent to the email address associated with your EventBuilder Portal User account.

Click 'Save' to close the window.

Video Training: Portal Configuration