When a new booking is created, you are required to enter a "Primary" contact. This individual will be the point of contact in which you share contracts, invoices, and any other documents through the organizer portal.
Note: If you are setting up a new booking or promoting a rental inquiry, you will add a contact during the initial setup.
Adding and Inviting Contacts to the Organizer Portal
Navigate to the booking and select the "Details" tab. Scroll down to "Contacts".
Select the purple "Add Contact" button on the bottom right. Select the black "Add New Record" button if you are adding a contact who has not previously been entered into your system.
Note: Use the "Filter" search box at the top to find individuals previously added as a contact. This allows you to quickly add repeat customers to new rentals and/or events. Search by organization or search all contacts.
Add in as much information as you can on the individual. First, Last name, and email are required fields if you are going to invite them to the Organizer Portal.
Example: Lets say the father of the bride will be making payments on a wedding rental, you would invite him to the portal as a "financial' contact type. The bride is the "primary" contact; her organizer portal will house all information on the wedding, while her fathers' will only show invoices and payment options.
Select the "Contact Type" from the list of options. Remember, at least one contact must be listed as "Primary". Click the purple "Save" button on the bottom right.
The new contact is now listed on the booking. You will see a paper airplane "Invite" link to the right of their name. Click the icon to send an invitation to the Organizer Portal to their email.
Refresh your page to see the invite disappear.
The Organizer Portal
Once an invitation has been sent to a contact they will receive an email with instructions to login. Below, instructions for a new contact to gain access to the Organizer Portal.
From the email, copy the temporary password and click on the purple "Visit Gazebo" link directly below.
You will be taken to the Organizer Portal for your first login. Using your email and the temporary password, click the purple "Log In" button.
Reset your password and click the purple "Continue" button. You are now on the homepage of the Organizer Portal.
The portal is where you will view contracts, invoices, make payments, and review attendee details.
Note: If the operator has not yet made invoices, contracts, or documents visible to organizers THERE WILL BE NOTHING in the organizer portal when you first log in. This is okay, it will populate as items are shared.
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