Instructions

Event Planning Made Simple
Complete guide to coordinating with clients using portal links, guest lists, menu selections, and floor plans
6
Easy Steps
📋
Guest Lists
🔗
Portal Links
📚 What You'll Learn
🗓️ Creating Event Planning Records
🔗 Sharing Secure Portal Links
📋 Guest List Management
🍽️ Menu Selection Process
🏢 Floor Plan Design
✅ Final Appointment Checklist
💰 Money Box Tracking
🗓️
Creating Event Planning Records
Set up comprehensive event coordination
Creating Event Planning Records
1.
Access Manager Dashboard • Open the GlanceMenu manager app • Navigate to Events → Event Planning
2.
Create New Event Planning • Tap ➕ Create Event Planning • Enter Event Title (e.g., “Smith Wedding Reception”) • Select Event Type (Wedding, Corporate, Birthday, etc.) • Set Event Date and Expected Guest Count
3.
Client Information • Enter Client Name, Phone, and Email • Add Menu Tier (Bronze, Silver, Gold, Platinum) • Set Special Requirements or dietary notes • Configure Deadlines:
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Guest List Deadline
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Final Appointment Date
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Portal Expiration Date
4.
Portal Configuration • System generates unique Portal Token • Portal link created automatically • Set portal access permissions • Configure which features clients can access
 
Event Planning Dashboard Features
• Progress Tracking: Real-time completion percentage • Status Indicators: Created, In Progress, Completed • Document Management: Store contracts and agreements • Communication Log: Track all client interactions
🔗
Portal Link Sharing
Secure client access via SMS or email
Sharing Portal Links with Clients
Method 1: SMS Sharing (Recommended)
1.
Generate Portal Link • Open event planning record • Tap Share Portal Link • Select Send via SMS
2.
SMS Content • Auto-generated message with portal link • Includes event details and deadline • Client receives secure access token • One-click access from mobile device
3.
SMS Benefits • Instant delivery to client • Mobile-optimized portal access • No email account required • Higher open rates than email
 
Method 2: Email Sharing
1.
Email Portal Link • Tap Share Portal Link • Select Send via Email • Customize email message • Include important deadlines
2.
Email Template • Professional branded template • Clear call-to-action button • Portal access instructions • Support contact information
 
Portal Security Features
• Time-based Expiration: Portals expire after set date • Unique Access Tokens: One token per event planning • Read-only Access: Clients can’t modify critical details • Activity Logging: Track all portal actions
 
💡 Pro Tip: Send portal links immediately after booking to give clients maximum time for planning.
📋
Guest List Management
Upload and manage attendee information
Guest List Upload & Management
Client Portal - Guest List Upload
1.
File Format Support • CSV Files: Comma-separated values • Excel Files: .xlsx format • Template Download: Provided in portal
2.
Required Fields • Guest Name (First and Last) • Table Assignment (optional) • Meal Selection • Dietary Restrictions / Allergies
3.
Upload Process • Client accesses portal via link • Navigates to Guest List section • Downloads template (if needed) • Fills out guest information • Uploads completed file • System validates data automatically
 
Manager Dashboard - Guest List Review
Validation & Error Checking
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Duplicate Detection: Alerts for duplicate guest names
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Missing Information: Highlights incomplete records
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Allergy Flags: Special markers for dietary needs
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Table Capacity: Warns about over-assignment
Guest List Features
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Search & Filter: Find guests quickly
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Export Options: Download as PDF or Excel
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Manual Editing: Correct client errors
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Bulk Operations: Update multiple guests at once
 
Dietary Restrictions Tracking
Allergy Management
• Color-coded Warnings: Visual indicators for allergies • Kitchen Alerts: Automatic notifications • Meal Substitutions: Track alternative meals • Notes Field: Additional dietary information
Common Dietary Categories
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Vegetarian / Vegan
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Gluten-free
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Nut allergies
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Shellfish allergies
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Dairy-free
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Kosher / Halal
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Custom restrictions
 
💡 Pro Tip: Request guest lists at least 2 weeks before the event to allow time for menu adjustments and seating arrangements.
🍽️
Menu Selection
Client menu package configuration
Menu Selection Process
Menu Package Tiers
Bronze Tier • Basic menu selections • Standard appetizers and entrees • Classic dessert options • Limited customization
Silver Tier • Enhanced menu variety • Choice of 2 appetizers • Premium entree options • Dessert upgrades
Gold Tier • Extensive menu selections • Multiple course options • Premium ingredients • Custom menu creation
Platinum Tier • Fully customized menus • Chef’s special creations • Unlimited options • Personal menu consultation
 
Client Portal - Menu Selection
1.
Browse Available Menus • View all items in selected tier • See photos and descriptions • Check ingredient lists • Review allergy information
2.
Select Menu Items • Choose appetizers • Select main courses • Pick dessert options • Add special requests
3.
Customize Preferences • Temperature preferences (steaks, etc.) • Cooking modifications • Plating instructions • Portion adjustments
4.
Submit Menu Selections • Review complete menu • Confirm dietary accommodations • Save selections • Manager receives notification
 
Manager Dashboard - Menu Review
Menu Approval Workflow
1.
Client submits menu selections
2.
Manager reviews for feasibility
3.
Check kitchen capacity and timing
4.
Approve or request modifications
5.
Final menu confirmation
Menu Management Features
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Cost Calculations: Automatic pricing
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Inventory Check: Ingredient availability
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Kitchen Notes: Special prep instructions
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Print Options: Generate menu cards
 
💡 Pro Tip: Encourage clients to finalize menus 3 weeks before the event to ensure ingredient availability and proper kitchen preparation.
🏢
Floor Plan Design
Interactive seating arrangement builder
Interactive Floor Plan Builder
Manager Dashboard - Floor Plan Creation
1.
Start Floor Plan • Open event planning record • Navigate to Floor Plan tab • Select venue layout template • Or create custom layout
2.
Add Tables to Layout • Drag-and-drop Tables: Position anywhere • Table Shapes: Round, rectangular, square • Table Numbers: Auto-numbering or custom • Seat Capacity: 4, 6, 8, 10, or custom
3.
Guest Assignment • Drag Guests to Tables: From guest list • Auto-assign: Algorithm-based placement • VIP Tables: Special designations • Table Relationships: Group related tables
4.
Floor Plan Features • Zoom & Pan: Navigate large venues • Grid Snapping: Align tables perfectly • Measurement Tools: Distance between tables • Notes & Labels: Add text annotations
 
Client Portal - Floor Plan View
Read-only Floor Plan Access
• View Seating Arrangement: See complete layout • Find Guests: Search and highlight • Table Details: View guest assignments • Download PDF: Print for reference
Floor Plan Sharing
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URL Sharing: Share with coordinators
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PDF Export: Print for venue setup
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Mobile View: Optimized for tablets
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Guest Finder: Locate specific guests
 
Advanced Floor Plan Features
Special Table Types
• Head Table: Bridal party or VIPs • Sweetheart Table: 2-person table • Bar Area: Standing cocktail space • Buffet Stations: Food service areas • Dance Floor: Non-seating space • Stage/DJ Area: Entertainment zones
Floor Plan Templates
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Wedding Reception: Standard wedding layout
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Corporate Event: Business-style seating
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Birthday Party: Casual arrangement
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Gala Dinner: Formal circular seating
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Custom Templates: Save for reuse
 
💡 Pro Tip: Save floor plans as templates for similar events to save time on future planning.
✅
Final Appointment
Checklist completion and money box tracking
Final Appointment Checklist
9-Item Completion Checklist
The final appointment checklist ensures all details are confirmed before the event:
1.
Menu Confirmation ✓ • Verify final guest count • Confirm all meal selections • Review dietary restrictions • Approve final menu
2.
Guest List Finalized ✓ • All guests entered • Table assignments complete • No-shows marked • VIP designations set
3.
Floor Plan Approved ✓ • Seating arrangement confirmed • Table placement finalized • Special accommodations noted • Venue coordinator notified
4.
Payment Confirmed ✓ • Deposit received • Final payment schedule • Payment method confirmed • Invoice sent
5.
Timeline Reviewed ✓ • Event schedule confirmed • Vendor arrival times • Meal service timing • Cleanup schedule
6.
Vendor Coordination ✓ • DJ/Band confirmed • Photographer briefed • Florist coordinated • Other vendors notified
7.
Rental Items ✓ • Linen selections • Chair covers • Centerpieces • Special equipment
8.
Dietary Accommodations ✓ • Allergy list to kitchen • Special meals prepared • Vegan/vegetarian options • Children’s meals
9.
Final Walkthrough ✓ • Venue inspection • Table setup verified • Equipment tested • Staff briefed
 
Money Box Tracking
Cash Collection Management
Beginning Balance • Record starting cash amount • Document bill denominations • Photo of initial cash • Manager signature
Ending Balance • Count final cash amount • Compare to expected total • Document any discrepancies • Record in system
Auto-calculated Total • System calculates: Ending - Beginning • Shows total collected • Flags negative amounts • Generates receipt
Notes Field • Document shortages • Explain overages • Note damaged bills • Special circumstances
 
Checklist Progress Tracking
• Real-time Updates: Check off items as completed • Completion Percentage: Visual progress indicator • Timestamp Tracking: Record completion times • Team Visibility: All managers see progress • Mobile Access: Update from anywhere
 
💡 Pro Tip: Schedule final appointments 3-5 days before the event to allow time for any last-minute adjustments.
⚡
Portal Benefits
Streamlined client coordination
Why Use the Event Planning Portal?
For Venue Managers
Time Savings • Automated Data Collection: No manual entry • Self-service Portal: Clients do the work • Reduced Phone Calls: Everything online • Centralized Information: One place for all data
Accuracy Improvements • Client-entered Data: Fewer transcription errors • Real-time Validation: Catch errors immediately • Automatic Formatting: Consistent data structure • Version Control: Track all changes
Better Communication • 24/7 Client Access: Anytime, anywhere • Progress Transparency: Clients see completion • Instant Updates: Real-time synchronization • Activity Notifications: Know when clients act
 
For Clients
Convenience • Mobile-friendly: Works on any device • No Appointments Needed: Update anytime • Save Progress: Complete over multiple sessions • Easy Sharing: Send link to co-planners
Visibility • Progress Tracking: See what’s left to do • Deadline Reminders: Never miss a date • Menu Previews: View all options • Floor Plan View: See seating arrangement
Control • Direct Input: Enter information yourself • Immediate Updates: Changes saved instantly • Edit Anytime: Make corrections easily • Download Records: Keep copies
 
Portal Analytics
Manager Insights
Completion Metrics • Average time to complete guest lists • Menu selection patterns • Portal engagement rates • Deadline compliance
Client Behavior • Portal access frequency • Most-used features • Common questions • Support requests
 
💡 Pro Tip: Portal links can be sent months in advance, allowing clients to work at their own pace while you maintain oversight.
⚡ Quick Reference
🗓️
Create Event Planning
Events → Create Event Planning
🔗
Share Portal Link
Send via SMS or email to clients
📋
Guest List Upload
CSV/Excel format with dietary info
🏢
Floor Plan
Drag tables, assign guests
✅
Final Checklist
9-item completion tracking
🏆 Ready to Get Started?
You now have everything you need to coordinate seamless events with the GlanceMenu Event Planning Portal.
Launch Dashboard
📚 Resources & Support
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Email: support@glancemenu.com
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Live Chat: Available during business hours
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Knowledge Base: Comprehensive documentation
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Training Sessions: Schedule team training
🚀 What’s Coming Next
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Digital Contracts: E-signature integration
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Payment Processing: Online deposit collection
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Vendor Portal: Direct vendor coordination
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Guest App: Self-check-in and meal selection