Client Portal for Event Planning Agencies
Centralize event planning communication with timelines, vendor details, and budget tracking. Give clients visibility into event progress and reduce last-minute coordination chaos.
Why Event Planning Agencies Need Better Client Portal
Event management companies coordinating venues, vendors, timelines, and budgets for corporate and social events.
Event timelines and schedules scattered across email and spreadsheets
Clients asking about vendor status and logistics without centralized information
Budget tracking requiring constant email updates and spreadsheet sharing
Last-minute changes causing confusion about what's confirmed vs. pending
How AgencyPro Solves Client Portal for Event Planners
Branded client-facing portal for project updates, file sharing, approvals, and transparent communication.
Event timeline dashboard showing planning milestones, vendor confirmations, and day-of schedules
Vendor management with contact details, contracts, and status tracking
Budget tracker showing approved expenses, pending costs, and remaining budget
Change log documenting timeline updates, vendor changes, and logistics modifications
How It Works
Event Planning
Clients review event timelines, vendor selections, and logistics plans with milestone completion tracking and approval workflows.
Vendor Coordination
Vendor contacts, contracts, and confirmation status are organized by category (venue, catering, entertainment) with status updates visible to clients.
Budget Management
Real-time budget tracking shows approved expenses, pending costs, and remaining budget with category breakdowns and variance alerts.
Frequently Asked Questions
Can clients see the complete event timeline and schedule?
Yes, the portal displays comprehensive event timelines showing planning milestones, vendor booking deadlines, and day-of event schedules. Clients can see what's been completed, what's in progress, and what's coming up, with clear deadlines and confirmation status for each item.
How do clients track vendor bookings and confirmations?
The portal organizes vendors by category (venue, catering, entertainment, photography, etc.) with contact details, contract status, and confirmation tracking. Clients can see which vendors are booked, which are pending, and which need decisions, reducing "have we booked the DJ?" type questions.
Can clients see real-time budget tracking and spending?
Absolutely. The portal includes budget dashboards showing approved expenses, pending costs, and remaining budget by category. Clients receive alerts if spending approaches budget limits or if additional approvals are needed for expenses. This transparency prevents budget surprises.
What happens when event details or timelines change?
The portal tracks all changes with a change log showing what was modified, when, and why. Clients receive notifications for significant changes, and the timeline updates automatically. This ensures everyone stays aligned when plans evolve, which is common in event planning.
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More AgencyPro Solutions for Event Planners
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Professional invoicing with time-to-invoice automation, multiple payment gateways, and branded invoice delivery.
Time Tracking Software for Event Planning Agencies
Smart time tracking with project-level timers, billable/non-billable categorization, and team timesheets.
Project Management Software for Event Planning Agencies
Agency-focused project management with task boards, deadlines, team assignments, and client collaboration.
CRM Software for Event Planning Agencies
Client relationship management built for service businesses with deal pipeline, contact management, and client lifecycle tracking.
Reporting & Analytics Software for Event Planning Agencies
Real-time dashboards and automated reports covering revenue, profitability, utilization, and project performance.
Recurring Billing Software for Event Planning Agencies
Automated subscription and retainer billing with payment processing, dunning management, and revenue recognition.
Streamline Event Planning
Keep clients informed about event progress with centralized timelines, vendor tracking, and budget visibility.