The Organizer Portal is where you can easily manage all the events under the same organizer or company. The Organizer portal has several tabs to see a list of events, event activation, usage report, integrations, audience, and more. This article will discuss each option and how this is useful for organizing your events.

Accessing the Organizer Portal

  • Login to your Admin Console

  • Click Manage Organization from the bottom of your left side panel. This will lead you to your Organizer Portal.

Organizer Portal

The organizer portal has several tabs that will allow you to see data about specific events or data for everything under your organization. These are the available tabs in the Organizer Portal:

Note: If you're on an Enterprise or White Label plan, the Billing, Usage Report, and Integration tabs will not appear if you're viewing the organizer. You will need to access your Enterprise or White Label Dashboard. It looks similar to your Organizer portal with an additional tab for managing the organizers under your Enterprise or White Label account.

Tab 1: Events

The events tab showcases all the events under your organization. From here, you also have the option to create a new event.

  1. Name - the name of your event

  2. End Date - date and time when your event concludes

  3. Revenue - this is still in beta and is being currently worked on by our team

  4. Sold Tickets - quantity of tickets sold

  5. Status

    • Preview - the event has not been published

    • Public - the event is published and is added to our event listing site for additional exposure

    • Private - the event is published and is not added to our event listing site

  6. Action - Clicking the eye icon on the right side will show or hide the event from the organizer page. The 3 dot menu has other event options:

    • Manage - allows you to manage what event email notifications you receive as an event admin

    • Edit - redirects you to the admin console to edit the event

    • Duplicate - duplicate the event

    • Delete - delete the event

    • Unsubscribed Users - download the list of users that unsubscribed from newsletter emails from the event

  7. Event Plan - indicates which plan is applied to the event. If you have purchased different plans, you can select the plan by clicking on the drop-down arrow.

Tab 2: Profile

The Profile tab allows you to edit your Organizer page. The Organizer Page enlists all events under that organizer and will enable you to add more information about your organization. You can share this page with your audience to promote all your events where they can easily purchase tickets.

Tab 3: Billing

The Billing tab allows you to activate a virtual event plan subscription, and if already subscribed, it will show your current plan.

  • If you haven't purchased a plan yet, it will say FREE under the current plan. The Free plan is applicable only for testing, in-person, and fundraising events.

  • If you subscribe to a single event plan like Starter or Professional, it will say Pay As you Go, as you can purchase additional plans as you create more events.

  • If you subscribe to Scale, a multiple-event plan, it will show Scale as the plan name.

  • If you subscribe to Enterprise or White Label, we will provide you access to a separate dashboard or portal where you'll see the billing tab that indicates your plan type.

You can also track your event's attendee credits and accumulated sessions in this tab.

  • Select Events - choose an event to display the event billing details of that event.

  • Attendees Usages - shows a list of checked-in attendees in the selected event. Note that attendees who checked in before publishing the event won't appear in this list, and attendees manually checked in through the admin console.

  • Attendees - this counts how many attendee day credits you have used and included in your plan.

    • Example: The Professional Plan has 500 attendee day credits. If you have a 2-day event and 1 attendee has already checked in, the counter will show that 2 out of 500 credits have been used.

  • Sessions - this is the number of sessions in the event and included in your plan.

Free Plan View

Starter or Professional Plan View

Scale Plan View

Enterprise / White Label View

Enterprise / White Label Dashboard

Activating your Plan

To purchase a plan for your virtual event, click Activate from one of the plans or click the Chat with Sales button to activate the Enterprise plan.

Tab 4: Usage Report

The Usage Report tab only appears if you've already activated a plan. This tab will show your billing date, the current balance you need to pay when you receive your bill, and a breakdown of what you've already paid for and its inclusions. You also have the option to pay your balances from here.

In the example below, these are the transactions:

  • 1 purchase of Professional Plan, which has 500 attendee day credits

  • 2 uploaded attendees

  • 3 purchases of Exhibitor Pro Booths

The billing date will always be at the end of the month following the event's conclusion. Click here to learn more about virtual event billing.

You may see another item in the usage breakdown called Attendee Days which will indicate the number of attendee day credits used for that event. The View button will show you more details on the attendee day credits used.

Tab 5: Widgets

The Widgets tab contains 2 widgets from your organizer page that you can embed on your website. You can embed your whole organizer page and your event calendar.

Tab 6: Team Members

The Team Members tab enlists users of different levels. You can invite or add other organizer admins, resend invitations to access, and delete other team members from this page. The dropdown on top will allow you to view team members filtered by event or view everyone under the organizer.

  • Owner - this is the person who added the Organization to Accelevents. An owner cannot be deleted.

  • Billing Contact - as a default, the Owner is selected as a Billing Contact. Only one billing contact can represent your team, and only the Owner may change the billing contact by choosing a new one, then unselecting the previous billing contact.

  • Admin - there are two types of admins - Event Admin and Organizer Admin

    • Event Admin - if an event admin is added through the Admin Console's Settings > Manage Team, they are automatically added as admin in the Organizer Portal.

    • Organizer Admin - If an organizer admin is added through the organizer portal, they are limited to accessing the Organizer Portal. They cannot access the event for editing.

Tab 7: Integrations

The integrations tab will show you which platforms you can integrate with Accelevents. Once integrated, you can import and export event data from those platforms (HubSpot, Salesforce, and Marketo). We are looking to expand our integrations with other platforms. Stay tuned!

Note: This is only available for Scale, Professional, Enterprise, and White Label accounts.

To set up your integration, check out these articles:

You can also generate an Accelevents API Key from this page for other webhooks and other integrations. This is currently in Beta.

Tab 8: Audience

The audience tab lists all of the attendees in all events under the same organizer. You can create segments that allow you to view attendees with specific parameters. There is also an option to download the attendee list per segment.

Creating a Segment

  • Click Create Segment

  • Click Add a Filter

  • Select from the 3 choices:

    • Personal Data: First Name, Last Name, Company, etc.

    • Registration: Ticket Buyer, Ticket Holder, Order Status, etc.

    • Engagement: Joined a Session, Bookmarked a Session, Event Name, etc.

  • Specify the dates and times or leave it blank to see all data

  • After selecting filters and dates, click Save

  • Click Save again below

  • After saving, it will show you the results of the segment you created. This example shows all attendees with an Accelevents email address.

  • If you are satisfied with the results, save the segment by entering a Segment Name and clicking the Save Segment button.

  • You can access all created segments by clicking the dropdown arrow.

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