A portal is a capped ticket allocation someone outside your team hands out themselves, from a page of their own. You create it, set how many tickets of which types it may issue in total, and email a private link to the person running it. A portal can also start with no tickets, to share files or ask for details, and get its allocation later.

They hand the allocation out by assigning tickets to people themselves, as individual registration links, as one shareable link if you switch it on, or by uploading a spreadsheet. None of these can oversell the allocation.

go.tito.io/acme/summer-fetes-summer-fete/admin/portals

What they see

Anything waiting on them comes first, under Still to do, with an amber flag. That's Due and the date where you set one, and Needs you where you didn't. Tickets still in hand count as waiting too, so that row stays near the top and says how many are left to give.

A portal doing three or more things gives each section a page of its own, listed down the left. The private link opens on their tickets. On a wide screen, Still to do stays in view down the right on every page.

Anything you've written for them shows at the top or bottom of their pages. See Put your own writing in a portal.

To see a portal as they do, open it from its row in the list of portals. It opens in a new tab.

Their tickets

Every ticket the portal has issued is listed on their page, with its type and its reference. A link nobody has used yet is listed too, marked Link sent. They can filter the list by ticket type, search it by name, email or reference, and Export it as a spreadsheet.

Opening a link lets them change who it's for, or Revoke link. Revoking stops the link working straight away and gives its places back to the allocation, even if it was already emailed.

A portal can send twice its allocation in links and tickets each day, or 20 if that's more, counting the shareable link too. Past that, it asks them to send the rest the next day.

When the portal has more than one ticket type, they choose the Ticket type each link is for, and the person who follows it registers for that type. If you've set a number for each ticket type, a link takes its places from that type's number as soon as it's sent.

Changing the email address on a link gives its tickets to that person, and the previous person's ticket link and wallet pass stop working.

Opening a ticket lets them Edit their details or Remove this ticket. Removing asks first, gives the place back to the allocation and emails the attendee to say the ticket no longer works. Nothing is refunded.

Assigning a ticket

Assign a ticket now issues a named ticket straight away and emails it to the attendee. Under Their tickets on the portal’s What it does tab, you choose whether they answer the event’s required questions first, or give only a name and an email and leave the questions to the attendee.

A spreadsheet does the same for many people at once. Issue a ticket to each person issues one ticket per row, and a ticket_type column names each row’s type. Each of your questions has a column of its own, and the template they download includes them. Where they have to answer required questions first, a row missing an answer needs fixing.

Before anything is issued, they see each row that needs fixing with the reason, and they can fix it on that page. Issue tickets issues the rows that are ready and leaves out any that still need fixing. A question that asks for a file can't be answered in a spreadsheet, so a ticket type with a required one can only be assigned one at a time. A spreadsheet that would go over the allocation issues nothing.

Email each person a link to register emails each row a link instead, for the ticket type in its ticket_type column.

Either way, a spreadsheet that needs more tickets than the portal has left says so before anything happens, with how many it needs and how many are left, by ticket type if the portal has a number for each. They remove some rows and upload it again.

What else they can do

Three switches on What it does give them more, and each starts off. The first two are under Their tickets and the third is under Who can use it.

Let them change a ticket’s type moves a ticket to another type their allocation still has places for. Nothing is charged, so a ticket somebody paid for stays on its type.
Let them buy more tickets takes a price for each ticket type, and shows each one’s standard price under its box. Use this price copies it in. Leave one blank and it isn’t for sale there. Most they can buy, beside each price, limits how many of that ticket type they can buy in total, across all their orders. Leave it blank for no limit. What they buy is an ordinary order, taxed at each ticket type’s own rate, and the tickets are added to their list once it’s paid. A ticket type that needs a time chosen can’t be bought there.
Let them add team members lets them give colleagues access. It locks the portal, so the link alone stops working and everyone on the list signs in with their email address. The portal stays locked while the switch is on.

Receipts on their page lists everything they’ve paid for through it.

One link for everyone

Shareable registration link, under Who can use it on What it does, gives the portal one link anyone can use to register, until the portal’s tickets run out. It starts off, and only you can switch it on. The person running the portal sees the link on their own page, to hand out.

The link offers every ticket type the portal gives away free. When there’s more than one, you choose which of them the link offers by setting each one to On or Off under the switch. A type you set to Off can still be given out from the portal’s own page.

While it’s on, Share at the top of the portal’s page gives you the link and its QR code. The QR code downloads as an image for flyers and slides, or as a vector for big prints.

Switching it off closes the address, and anyone who follows it is told to ask for the current one. Switching it on again opens the same address.

The address is made from the portal’s name, with a few random characters on the end so nobody can guess it. To change it, for example after renaming the portal, edit Registration address on the portal’s Edit form. Clear the box to make the address from the current name. The old address stops working as soon as you save.

When giving out stops

Stop giving out tickets from this portal at a set time, on the portal's Edit form, takes a date and time on the event's clock. Until then their page says when it closes. After it, they can't send links, assign tickets, upload a spreadsheet or register anyone on the shareable link, and their page says giving out has closed.

Tickets they've already given out keep working, and so does any link they've sent that nobody has used yet. Change the time or switch it off to let them give out more. The portal's page and the list of portals show when allocating has closed.

Who can open it

A portal link works for whoever holds it, so a link forwarded once works for everyone it reaches. Lock this portal to specific email addresses or domains changes that: the link becomes a sign-in page instead of a way in.

List one address or domain a line, like amgen.com or paul@amgen.com. Somebody who follows the link types their address, and if it's on your list we email them a way in that works for 15 minutes. Everyone else sees the sign-in page and gets no further.

Both the link and an address on the list are needed, so a leaked link on its own opens nothing.

A domain covers everyone with an address at it. amgen.com doesn't cover eu.amgen.com, so list that too if you need it.
Adding somebody to the list lets them in straight away. There's no new link to send.
Taking somebody off stops them the next time they open the page.
One sign-in covers every portal whose list has that person on it, so an agency running five of your portals signs in once.
Guest links aren't checked against the list. A guest is somebody outside the sponsor's own team, which is what the guest places are for.
The portal's page lists who's signed in so far.
The lock starts off, on new portals and on the ones you already have. Switching it on is what changes who can get in.

What they can order

Let them order add-ons gives the portal a store on its own page. You connect any of the event's offerings to it and set how each one reaches them: Included comes with their package, or they order it on top at the price you set for this portal. The same offering can be included with one portal and a paid add-on for another.

An add-on you price at nothing shows as Free on their page, and it's theirs the moment they order it.

A portal order never asks who is buying, so its confirmation goes to the Contact email you set on the portal. Leave that blank and the confirmation is kept on the order with nowhere to send it.

A donation asks them for an amount, and shows the suggested and minimum amounts you set on it. Each add-on can be ordered until its own closing date, so there's no ordering deadline to set on the portal itself.

If your event sells in more than one currency, What it costs them holds the currency in the box itself. Pick one and the portal keeps it for good. Every price you type into the portal is read in it, the whole portal page shows it, and every order the portal produces is in it. A portal made before your extra currencies, or without picking one, stays in the event's own currency.

Deleting a portal

A portal nobody has used yet can be deleted with Delete portal… in its Actions menu. Used means anything was handed out, ordered, answered or uploaded through it. Deleting can’t be undone, and if you’d sent the link, it stops working. A portal that has been used can be revoked or archived instead.

Good to know

Regenerate link in the Actions menu replaces the private link and gives the shareable link's address new random characters. Both old links stop working.
The shareable registration link hands out only the ticket types this portal gives away free. A priced type is claimed through an individual link, which goes to one named person.
Someone registering through the shareable link answers the ticket type’s questions before their ticket is issued. If your event asks its questions after the order is confirmed, they answer them from their ticket instead.
A link stays Reserved for every place it can still hand out, and stops being reserved as those places are taken. That's why a portal can have fewer left than the tickets handed out would suggest.
On a portal’s own page, Sent includes places held by unused links, and Registered counts tickets issued, in total and per ticket type. A link without a type appears under No ticket type.
Canceling a ticket returns its place to the allocation only when nobody else could have used it. Cancel a ticket on a link for two and the guest place stays Reserved, because the guest can still claim it. Cancel the link instead to hand a whole one back.
Activity records every sign-in and every address that was turned away, so a sponsor who says the link won't let them in can be answered from the page. It also carries what the person running the portal did on their own page.