Custom Portals leverages the data that you have in Sessionboard related to your sponsors, speakers, and exhibitors to create dynamic portals that will update based on the filters that you set to include contacts that match the criteria.
This allows you to differentiate and assign tasks, files, and forms to various speaker, sponsor, and exhibitor groups.
You can group contacts into portals by applying speaker or session filters that align with the group of contacts you want to target.
For Example: By applying a session filter of FORMAT that contains BREAKOUT SESSION I will be able to create a group of speakers that have a session with the format breakout session.
Custom Portal Use Cases
Below, are examples of how custom portals can be leveraged for your event:
Speakers
Portals for various session formats (i.e. keynotes, breakout sessions, panels, roundtables)
Portals for speakers on different days (i.e. Day 1 Speakers vs. Day 2 Speakers)
Portals for speakers vs moderators vs chairperson
Sponsors/Exhibitors
Portals based on sponsor/exhibitor level (ie. Gold, Silver, Bronze)
Each level may have various tasks that are specific to their package.
How to create a custom portal
First, decide if you will be creating a People Portal (speakers) or a Group Portal (sponsors and exhibitors).
Navigate to Portals from the 'Portals' module, and select the blue "+ Add Portal" button on the right of the screen.
Customize your portal by adding a portal name and designating what type of portal you are wanting to create.
People Portal: Speakers, Sponsor Contacts, Exhibitor Contacts, Chairperson, and Moderator
Group Portal: Sponsor and Exhibitor Groups
NOTE: Only available if you have the sponsor and exhibitor modules enabled.
NOTE: Sponsors and Exhibitors will automatically have a people portal assigned to them. This allows for the admin to create tasks assigned to the contacts individually (i.e. share contact details) vs. the whole organization.
Select the participants that will see this portal by adding a filter to the left of your screen.
People Portals: Admins are limited to using contact fields (i.e. name, email, job title, custom contact fields) or select session fields (i.e. format, track, tag, level, languages) to filter by. Admins can not filter by the session submission form type or any other session-related fields.
Group Portals: Admins are limited to using group fields (i.e. name, level, custom group fields) to filter by.
Once you have applied your filters, your dashboard view will auto-populate with the contacts that align with the filters. Select "Save & Customize".
Next, customize your portal even further by configuring email notifications and appearance (i.e. portal name and background image) as well as creating and assigning tasks, forms, files, and wiki pages. Once complete, click the blue "Done" button at the top right-hand corner of your screen.
To learn more about how to create and assign tasks, forms, files, and wiki pages visit our portal collection.
NOTE: Any contacts that do not match the filters you have set for your portals will automatically be placed within the Default Portal. Ensure to customize this portal as well.
Delete Portals
To delete a portal...
Select the three ellipse dots to the right of the portal that you would like to delete and select the 'Edit' button.
At the top right of your screen, select the three dots > "Delete Portal".
In the pop-up confirmation window, select "Delete".
Duplicate Portals
When you duplicate a portal, the portal name and filters are copied onto the new portal created. Portal configurations (i.e. tasks, portal name, portal description, background image, settings) will not carry over to the new portal created.
To duplicate a portal...
Select the three ellipse dots to the right of the portal that you would like to delete and select the 'Edit' button.
At the top right of your screen, select the three dots > "Duplicate Portal".
Reorder Portals
To reorder how the portals appear, select the pencil icon to arrange the order by drag and drop.
This is ideal for any contacts that appear in two or more portals based on the filters assigned to them or their sessions. The first portal that they are assigned based on their order is the one they will have access to.
Copy Portal Link
To copy a portal link, Select the three ellipse dots to the right of the portal that you would like to delete and select the 'Copy Link' button.
NOTE: All portals created have the same link.
💡 TIP: Create a custom dashboard view within the People module to show the field "Assigned to". This allows you to visibly see what portal each contact is assigned to.
