pory logoPory

Event planner client portal for tasks & vendors

An event planning portal is where each client sees their own events and checks off the planning tasks that are theirs, while the planner keeps each event's vendors in one list.

Pattern: Client hubs

Describe it to Pory

“Our event planning company wants each client to see their own events and the tasks they owe us, and our planners to keep track of the vendors booked for each event.”

Viewing as

Vendors

Vendors

The FoundryVenueBluefin Q4 sales kickoffNov 5, 2026Confirmed
Salt & Ember CateringCateringBluefin Q4 sales kickoffNov 5, 2026Booked
Lumen AVAVBluefin Q4 sales kickoffNov 4, 2026Booked
Wild Stem FloralsFloristBluefin Q4 sales kickoffNov 5, 2026Confirmed
Northside Coach LinesTransportBluefin Q4 sales kickoffNov 5, 2026Inquired
The Linden RoomVenueBluefin customer dinnerNov 19, 2026Confirmed
Back Bay Executive CarsTransportBluefin customer dinnerNov 19, 2026Inquired
Harbor HouseVenueChen and Alvarez 25th anniversaryOct 24, 2026Confirmed
The Saturday Swing BandEntertainmentChen and Alvarez 25th anniversaryOct 24, 2026Booked
Glenrock LodgeVenueOsprey leadership offsiteOct 29, 2026Confirmed
Berkshire Hiking CompanyEntertainmentOsprey leadership offsiteOct 30, 2026Booked
Northside Coach LinesTransportHartley School galaNov 14, 2026Canceled

Showing 1–12 of 12

Powered by Pory

In plain English

How Pory sets it up

Pory gives every client and planner a sign-in of their own. Each client sees only their own events. It covers vendors and tasks & one space per client. Events, decisions, planning tasks, vendors, payment schedule, files and planning team live in Pory's own database, so there's no spreadsheet to keep in sync.

What it does

01

Planners keep each event's vendors in one searchable list

Vendor details are scattered across email chains, a spreadsheet tab per event and the planner's phone. Here each vendor is a row against its event, with the category, the load-in date, the contact and whether they're inquired, booked or confirmed, searchable and editable in place. Finding the band for Saturday takes a search, not a scroll through last month's emails.

Tables to manage recordsDone by: Planner
02

Clients check off the planning tasks that are theirs to do

The client's to-dos (final headcount, speaker bios, dietary requirements) get buried in a long email that ends "let me know if you have any questions." Each task sits on the client's list with a due date against its event, and they check it off when it's done. The planner stops chasing the headcount by email.

ChecklistsDone by: Client
03

Each client signs in to their own events and no one else's

A shared folder means hoping nobody clicks into the wrong event, and every status update is another email. Each client signs in to see their events (the date, the venue, guest numbers and how far along planning is) and nothing belonging to another client. Rachel sees Bluefin's kickoff and customer dinner, not the anniversary party Talia is planning the same month.

Client-only accessDone by: Client

Who sees what in an event planning portal

Every person signs in to their own view. This is what each role in the demo gets.

Client

Sees only their own events.

Pages
Home, My planning tasks, My events, Payment schedule, Files, How we work

Planner

Sees every event in the portal.

Pages
Home, Vendors, Events, Calendar, Client to-dos, Payments

What’s in the event planning portal template

The tables and fields Pory sets up for this portal. Describe your own version and change any of them in the editor.

Events

  • Event (text)
  • Date (date)
  • Venue (text)
  • Guests (number)
  • Status (choice: Inquiry, Planning, Final details, Done, Canceled)
  • Client (link)
  • Planner (link)
  • Day-of schedule (text)
  • What happens next (text)
  • Brief (long text)

Decisions

  • Decision (text)
  • Needed by (date)
  • Event (link)
  • What to choose between (text)
  • Status (choice: To decide, Decided)
  • Your decision (text)
  • File (file)
  • Client (link)

Planning tasks

  • Task (text)
  • Due (date)
  • Event (link)
  • Client (link)
  • Done (yes/no)

Vendors

  • Vendor (text)
  • Category (choice: Venue, Catering, AV, Florist, Transport, Entertainment, Photography)
  • Event (link)
  • Load-in (date)
  • Status (choice: Inquired, Booked, Confirmed, Canceled)
  • Contact (text)
  • Quote ($) (number)
  • Client (link)

Payment schedule

  • Payment (text)
  • Event (link)
  • Due (date)
  • Amount ($) (number)
  • Status (choice: Upcoming, Paid, Overdue)
  • Client (link)

Files

  • Title (text)
  • Event (link)
  • Kind (choice: Proposal, Floor plan, Menu, Run sheet, Booking terms, Photos)
  • Shared on (date)
  • File (file)
  • Client (link)

Planning team

  • Name (text)
  • Role (text)
  • Phone (text)

The parts behind this portal

Each one reads and writes the same records, so a form, its approval and the status page someone checks are one system. How Pory builds a portal

Decide

1 part

  • Checklists

    A task list on each record, ticked off in its detail view, with progress shown. Use it for onboarding, inspections or opening duties.

Share

1 part

  • Tables

    Search, filters, sorting, inline add and edit. The spreadsheet, minus the sharing accident.

Control

3 parts

  • Who sees which records

    Each person sees their own records, the ones assigned to them, or the ones they manage. Fields can be hidden per role. Pory sets this up from your description, and you can adjust it in the editor.

  • Passwordless sign-in

    A sign-in link by email, by default. Password sign-in if you'd rather.

  • Your brand

    Your domain, your colors, your logo. Members see you.

Frequently asked questions

A client signs in with a link sent to their email and lands on Home. They see Home, My planning tasks, My events, Payment schedule, Files and How we work, and only the events that are theirs.

You invite them. Each person gets a sign-in link by email, with no password to set, and lands in the role you chose for them.

More events portals

All events portals
Wedding client portalPlanning, vendors, payment scheduleCatering orders portalMenu, headcount, deliveryPhotography portalClient galleries, selects, deliveryArtist commissions portalRequest → progress → deliveryFilm & video production portalShoot schedule & assetsExhibitor & vendor applications portalApply → approve → stand assigned

Related portals

Professional servicesLaw firm portalClient intake, case status, document requestsProfessional servicesAccounting & bookkeeping portalDocument collection & return statusCommercialPartner & reseller portalDeal registration & assets

Build your event planning portal with Pory

Describe who signs in and what each person needs, and Pory builds it. Join the waitlist while signups open; paid plans are a flat price with unlimited clients.

See pricing · How Pory builds a portal