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Share the plan with clients, keep your notes to yourself.

Run-of-show items, files and booking documents start private to your team. Tick what the client should see, send the booking as one link in the order you choose, and put your logo and colours on their portal.

Start your free month

Harbour Lights Gala · Jess

In Maya’s portal

Harbour Hall floor plan.pdfplanning · 1.2 MB · v3 · Client shared
✓Visible in client portal
Approve the stage on the floor planDue Oct 14 · JessClient visible✓Show in client portal · The client can see this task.
QuestionnaireGuest dietary needsSent 0 of 6 answered · Due Oct 30Send
Run of show · Event dayDoors open · welcome drinksMar 14, 6:00 PM · Harbour Hall foyerShared detailsCoat check opens at 5:45. Welcome drinks on the terrace.Private planner notesBar team in by 4:30. If it rains, drinks move to the east hall.✓Show shared details in client portal
1MO
gala

Harbour Lights Gala

Harbour Events156 days
OverviewPlanPeopleFinancesClient

Event dateMarch 14, 2027

LocationHarbour Hall

Your accessReply, approve, and answer

You’re all caught up

Waiting on you

You have no open tasks, forms, documents, or payments.

TaskApprove the stage on the floor planOct 14, 2026
QuestionnaireGuest dietary needsOct 30, 2026
Messages4 in conversation
Next steps1 task open
Questionnaires1 awaiting you
BookingDocuments up to date
Coming upMar 14, 2027 · Doors open · welcome drinks
New shared file: Harbour Hall floor plan.pdfJess shared Harbour Hall floor plan.pdf.

Harbour Lights Gala · Jess

Harbour Hall floor plan.pdfplanning · 1.2 MB · v3 · Client shared
✓Visible in client portal
Approve the stage on the floor planDue Oct 14 · JessClient visible✓Show in client portal · The client can see this task.
QuestionnaireGuest dietary needsSent 0 of 6 answered · Due Oct 30Send
Run of show · Event dayDoors open · welcome drinksMar 14, 6:00 PM · Harbour Hall foyerShared detailsCoat check opens at 5:45. Welcome drinks on the terrace.Private planner notesBar team in by 4:30. If it rains, drinks move to the east hall.✓Show shared details in client portal
1In Maya’s portalMO
gala · Harbour Events

Harbour Lights Gala

156 days
OverviewPlanPeopleFinancesClient

You’re all caught up

Waiting on you

You have no open tasks, forms, documents, or payments.

TaskOct 14, 2026Approve the stage on the floor plan
QuestionnaireOct 30, 2026Guest dietary needs
Next steps1 task open
Questionnaires1 awaiting you
Coming upMar 14, 2027 · Doors open · welcome drinks
New shared file: Harbour Hall floor plan.pdfJess shared Harbour Hall floor plan.pdf.

Put the booking in order, then send one link.

Draft the proposal, agreement and invoice on the event, move them into the order the client should work through them, and send the ticked ones as one email with one link. Preview it as the client first; anything unticked waits for later.

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Lakeside FundraiserSep 18, 2027 · River House
OverviewPlanPeopleFinancesClient
BudgetPaymentsBooking
Documents3Waiting on the client0ClientReadyBookingOpen

Booking documents Add from your templates

In the order Dana will do them. Each is this event’s own copy: editing it never changes your template.

Step 1 · Proposal DraftLakeside Fundraiser proposalDraft · not sent yetProposal
Step 2 · Agreement DraftEvent services agreementDraft · not sent yetFrom your template “Social and nonprofit event planning agreement” · Ivory & Ink
Step 3 · Invoice DraftLakeside Fundraiser · $12,600Draft · not sent yetInvoice
Send to DanaOne email, one link, in the order above. Unticked drafts stay here for later.Preview as DanaSend 3 documents
A note for Dana · OptionalHere is everything for the gala, in order. Start with the proposal.

Files stay yours until you share them.

Every file you upload to Documents starts private to your team. Pick files and choose Share, and they appear in the client’s Documents with every version, and the event’s clients are notified. Make private takes them back.

Documents

2 selectedMove toChoose folderShareMake privateMove to trash
Run of show for the board.pdftimeline · 220 KB · v2 · Planner only
Seating chart.pdfguest · 310 KB · v1 · Planner only
River House floor plan.pdfplanning · 1.2 MB · v3 · Client shared
Vendor contacts.xlsxvendor · 48 KB · v1 · Planner only

Invite the client when you are ready.

Connect a client to the event and send a secure invitation, or copy the link and share it yourself. Switch the portal off for one event without deleting anything on it.

PlanWell
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Lakeside FundraiserSep 18, 2027 · River House
OverviewPlanPeopleFinancesClient
MessagesClient portalQuestionnaires

Portal access

DEDana Ellisdana@harborarts.orgChange client

Invitation pending

Send a secure invitation when you are ready to collaborate.

Renew invitationCopy linkShare

Client experience

The portal shares event details, approved tasks, files, booking documents, and this event’s conversation.

Client portal enabledTurn off access without deleting the event.Save portal setting

Client profileOpen messages

Your name and colours, not ours.

Set your colour for each event’s countdown and progress bar, and add your logo. Clients working with you see your business name and logo at the top of their portal.

Client portal branding

Primary color#1b1b1bHeadings and links in your client portal.Accent color#faf7f1A soft ground on your guest websites and public profile page.Business logoholloway-mark.pngShown in your sidebar and to clients in their portal. PNG, JPEG, or WebP up to 5 MB; visible to anyone with its image link.

Client portal preview

HHolloway EventsYour event, all in one place.

OverviewMessagesCalendar

Save portal branding

Also here: a share switch on tasks, guests, vendors, event people and run-of-show items, Remind and Withdraw on anything already sent, and a view-only notice for anyone whose access is read-only.

Show clients the plan, and only the plan.

Start your free month