portal setup

The complete ‘How To’ guide in setting up you Booking Portal including Bookings, Quotes, Forms, Email Workflows, Pricing, Terms & Conditions and Embedding Forms into your website!

Overview

The Celebrant Planner Portal is the engine room of your Celebrant business! Here is where you can learn how to customise the portal to your requirements and realise the time savings and cost benefits to your business!

outline

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Package Pricing

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Add-ons & Discounts

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Email Notifications

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Terms & Conditions

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Create A Booking

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Send A Quote

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Make A Payment

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Manage Ceremony Checklists

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Client Meeting Planning Form

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Clients Certificate Of Marriage - Form 15

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Official Marriage Celebrant Forms

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Certificate Of Marriage Register

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Manage NOIMS

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Embed Forms into your Website

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Troubleshooting

We’re here to help! If you need support and your not sure, please log a support ticket and leave us your number and we’ll be in touch as soon as we can. We want you to be using the system to its full capacity to help streamline the management of your business.

Set up Package Pricing

From the Portal Page, scroll down to the “Quote & Package Setup” area.

There are 2 dummy packages pre-loaded for your convenience. These can be edited by clicking the EDIT link within the Package table, or DELETED if not required.

If your prices don’t differ between Peak and Off Peak, simply enter the same price in both fields. Include a deposit or booking fee amount in whole dollars only.

Additional Packages can be added by clicking the “Add New Package” button and completing the fields.

We have recently added a ‘Package Inclusions edit field which will allow you to detail exactly what is, and whats not in your quote.

The table will update on refreshing the page.

Set up Add-ons & Discounts

From the Portal Page, scroll down to the “Quote & Package Setup” area.

There are 2 dummy add-ons pre-loaded for your convenience. These can be edited by clicking the EDIT link within the Package table, or DELETED if not required.

If you don’t offer any add-ons, delete the dummy entries.

Additional Add-ons can be added by clicking the “Add New Add on/Extra” button and completing the fields. The table will update on refreshing the page.

Follow these same instructions for adding or editing the discount options. Discounts must be entered as a whole negative number as per the dummy entry.

Set up Email Notifications

From the Portal Page, scroll down to the “Embed Codes, Email & Agreement Setup” area.

Expand the “Email Body Text for Quotes” or “Bookings” box by clicking on the + symbol.

A draft email text is pre-loaded for your convenience. This can be edited by clicking the EDIT link within the Email Body Text for both the Quotes and Bookings tables.

Do not include a salutation such as “Dear So-and-so” as this is already automated to include your client’s first name.

Examples of how the email templates will look for your Quotes & Bookings are included at the bottom of this section.

Set up Terms & Conditions

From the Portal Page, scroll down to the “Embed Codes, Email & Agreement Setup” area.

Expand the “Agreement Terms & Conditions Text” box by clicking on the + symbol.

A draft T&Cs text is pre-loaded for your convenience. This can be edited by clicking the EDIT link within the table.

Terms and Conditions are included in the Booking Form which need to be accepted before the Booking can be processed.

How to Create a Booking

From your home Portal Page, click on the Tab ‘Create A Booking’.

Start by enterting the quote number on the quote you sent your client. If you dont have one and havent sent a quote, type ‘NA’ in this field.

Proceed to fill in all necessary information in the fields provided and click SUBMIT.

How to Send a Quote

From your Home Portal Page, click on the Tab ‘Send A Quote’.

Start by enterting the the clients information from your enquiry. You will notice there are required fields that must be completed.

‘Peak’ and ‘Off Peak’ pricing allows you charge a premium for Peak times i.e. Saturdays and ‘Off Peak’ for mid week weddings. You must select one of these tabs as you will then see a drop down selection tab of all your packages. Simply choose the package you have discussed with your client.

Select any ‘Add Ons’ i.e. Travel etc that need to be included in quote.

Enter any discounts by using your code i.e. Family and Friends, VIP etc.

Proceed to click ‘Send Quote’ and your quote has been sent to your client. You will also receive notifcation the quote has been generated. All quotes will automatically generate a ‘Event ID’ number which will be used exclusively by your client when filling out their NOIM etc.

The client can accept the quote by clicking on accept now tab on your emailed quote and you will also be notified of confirmation. Their NOIM link will automatically be sent to them withing 15 minites to start completing via email. They can work on this and save it and come back to it and once complete, they submit to you for approval. Your all ready for printing and signing.

If you place the embeded codes on your website, clients can also access their NOIM via your website simply by enterting their Event ID number.

How to Make a Payment

From your Home Portal Page, click on the Tab ‘Make A Payment’.

Start by enterting the the clients Event ID.

Fill in all fields and hit the ‘Submit’ tab. You will now be able to view all paynets by clicking to ‘View Payments’ tab. 

 

 

Managing Your Ceremony Checklist

From your Home Portal Page, scroll down to My Bookings and click on the Tab ‘Manage Checklists’.

Start by enterting the the clients ‘Event ID’.

Simply tick all the required documents you need to obtain for future reference.

Click ‘Update’ and this will automatically be saved.

 

 

Client Meeting Planning Form

From your Home Portal Page, scroll down to the Manage Booking section. Click on the tab ‘Plan Ceremony’.

Enter the ‘Event ID’ number and fileds will automatically populate for your clients wedding.

This is an amazing tool for when your meeting with your client to discuss in detail their requiements for their wedding. We recommend you have this open on your device at your meeting and consult with your client as to their wishes.

It will also prompt you to think about detail and selections that will add to you planning the perfect ceremony.

Simply complete the fileds and click ‘Update’. You can return to this form at anytime and edit and or delete.

 

Clients Certificate of Marriage - Form 15

From your Home Portal Page, scroll down to the Officail forms at the bottom of your portal or simply click the tab at the top of your screen called ‘Official Forms’. 

click on the icon that says ‘Clients Certificate of Marriage’ Enter the ‘Event ID’ number and fileds will automatically populate for your clients wedding.

Fields will need to be manually entered such as Cetrificate number, dates, etc and once you’ve checked all the dates and spelling, hit the ‘Submit’ button and it will automatically generate a PDF document ready to print on your PC.

 

Run a few copied form 15’s first to check all is ok befire you run the offivail documnet. Its here when you enteretd the certificate number it will be automatically recorded on your ‘Certificate of Marriage Register’.

Official Marriage Celebrant Forms

From your Home Portal Page, scroll down to the bottom of you page and you will see the Official Marriage Celebrant Forms section with the following 3 documents you will need, as a part of your complaince.

1. Notice of Intended Marriage

2. Official Certificate of Marriage + Declaration of No Legal Impediment

3. Client’s Certificate of Marriage

Simply click on the document you need and enter the clients ‘Event ID’ number. All fields will populate and some remain clear for last minute changes. You will need to manually enter this information.

Hit ‘Submit’ and the system will populate a PDF document for you to save to your device for printing. You will also receive this an automated email ready to print.

The Form 15 Certifcate of Marriage template will be sent as a PDF file so all you need to do is load your ‘From 15’ in your printer corectly and print away!

NOTE: We suggest you photocopy the ‘Form 15’ and to a test run first before you use the officlial certificate.

Certificate of Marriage Register

From your Home Portal Page, scroll down to the bottom of your page and you will see the tab ‘Certificate of Marriage Register’.

As a part of your obligations, you will need to keep a record of all ‘Form 15’ Marriage Certificates and these are all recorded here for you to manage.

 

Manage NOIMS

From your Home Portal Page, scroll down to the bottom of your page and you will see the tab ‘Manage NOIMS’

When your client submits their completed NOIM to you, it will appear in this template as either ‘Approved’ or ‘Pending Approval’.

The Celebrant can view the NOIM here and ensure all details have been filled in correctly.

On the Pending NOIM you wish to approve, click ‘Edit’.

Check all information and at the bottom of the form Click ‘Pending Review’ tab bar and change to ‘Approve’. Click ‘Update’ 

The NOIM is now good to save as a PDF file and print for signing with all populate information.

 

Embed Forms into your Website

From the Portal Page, scroll down to the “Embed Codes, Email & Agreement Setup” area.

Expand the “Website Embedding iFrame Codes box by clicking on the + symbol.

Copy the iframe and paste into a code box on your website. You need to replace the {yourusername} text with your account username (without the brackets{}).

The “Check Availability” code is a link which can be attached to a button or text link on your website.

You can then advise your Clients to check availability, make an enquiry, make a booking or make a payment directly from your own website.

Troubleshooting

Common challenges when setting up your portal:

“The page keeps jumping to the top after I click EDIT in a table”: This is a known function which is a little annoying – just scroll back down to the table to edit the details.

“I added a new package but it’s not showing in the table”: Refresh the page and all new entries will then be displayed in the table.

“How do I add a No-Charge booking?”: Add a new Package called No-Charge, and make it $0. This is then selected when making the booking.

“I don’t know how to add things to my website”: Ask your web developer to add the codes/iframes for you, or ask the team at Celebrant Planner to give you a quote.