Click on the icon above to watch the video tutorial about Planning Only Clients
What is a Planning Only Client?
A
Planning Only Client is a client who you want to give access to
planning forms and the music request system but not have access to the
financials for the event.
The Planning Only Client will be the one filling out all the planning details for their special event.
When would you use a Planning Only Client?
There are many reasons why you may want to add a Planning Only Client
Some examples:
If you have a Wedding Planner as a client (the one who contracts and pays you).They will be your main client, setting up date, time, financials, etc.Their
client would be a wedding couple and they will be the Planning Only
Client, filling out the planning forms and music requests.
Parents who are hiring you and will be paying for your services as your main client.The honoree would your Planning Only Client to fill out the details and music for planning.
How to set up a Planning Only Client
You
will create an event as you normally would for your main client; the
client who will be contracting your services and handling the
financials.
Once you have added your event or navigated to an existing event, click on the Planning tab.In the lower right will be a heading titled ‘Planning Only Access’.To add a Planning Only Client, click the button labeled ‘ADD PLANNER ONLY CLIENT’.
A window will appear allowing you to either select either an Existing Client or Create New Client.
Use Existing Client
Clicking on Use Existing Client will load your client list where you can search for a specific client to add.Click on the client’s name you want to add, then click ‘Select’
Create New Client
Clicking on Create New Client will load the Add New Client fields.Enter the client’s information in those fields.
Under
the Event Planning tab, you can choose a different option than the
default option for when you want them locked out of their planning forms
if necessary.
Once everything is entered, click the green Save button.
Once
you have added either an existing or new Planning Only Client, you will
see that they have been assigned to that event under the Planning Tab
-> Planning Only Access
If you click the View button next to that assigned client you will be able to view their client details.
While
viewing a client’s details, clicking on the Events tab will list
upcoming events and will denote if they have Planning Only Access.
To
view the Client Portal as a Planning Only Client, click the Event
Planning tab while viewing that Planning Only Client, then Log On As.
You
will notice that when logged in as a Planning Only Client they will not
be able to view the Event Details or Financials and only have access to
Plan My Event.
Email Templates
When creating email templates for a Planning Only Client there are additional settings required.
Under
the Email Template Settings and Scheduling tabs, you will want to make
sure that under the Autofill Settings -> Send To, check the box next
to Planning Only Clients.This will autofill the email address for that client and not your main client on the event.
When
composing the body of the Email make sure you use the correct merge
tags for Planning Only Clients and not the main client merge tags.Below is a screenshot of a few of those merge tags as seen in the Merge Tag Wizard.
Should
you have any questions, please reach out to Support by Live Chat found
under Support Options in the left menu; or by posting on the official
support forum: