Category: Planning Portal

ORCHESTRIS support articles for Planning Portal.

  • What can a host edit in an event?

    What can a host edit in an event?

    What can a host edit in an event?

    Short answer

    A host can edit the event planning fields that are enabled, unlocked, and available under the event's current status. Admin-only descriptions and locked cards should not be editable.

    Learn moreHow do hosts and guests use the planning portal?How do event lock dates and statuses work?

    Usually editable

    • Enabled questions
    • Enabled notes fields
    • Song requests on song-enabled cards
    • Account profile details
    • Guest-request controls when the workspace allows hosts to manage them
    Learn moreHow do I edit an event timeline?How do hosts and guests use the planning portal?

    Usually not editable

    • Template descriptions
    • Admin-only internal notes
    • Locked cards
    • Staff-only event status controls
    • Workspace admin settings
    Learn moreHow do I edit an event timeline?How do event lock dates and statuses work?

    Status matters

    • Active events can allow host editing.
    • Pending or locked events should limit editing to staff according to the workspace workflow.
    Learn moreHow do event lock dates and statuses work?

    Related articles

    How do hosts and guests use the planning portal?Learn moreHow do event lock dates and statuses work?Learn moreHow do I edit an event timeline?Learn more

    Last updated for the ORCHESTRIS 2.0 support knowledge-base rollout.

  • What should I check before inviting a client or host?

    What should I check before inviting a client or host?

    What should I check before inviting a client or host?

    Short answer

    Before sending a host link, review the event details, status, timeline, visible cards, guest-request setting, documents, and any features the host should use.

    Learn moreHow do host and guest links work?How do hosts and guests use the planning portal?

    Event details

    • Confirm event name, date, time, venue name, location, and maps link.
    • Check that the event status allows the host to edit if they need to complete planning.
    Learn moreHow do event lock dates and statuses work?How do hosts and guests use the planning portal?

    Planning visibility

    • Open the timeline and confirm the correct cards are visible to hosts.
    • Lock any cards the host should not edit.
    • Make sure notes and questions only appear where they are supposed to.
    Learn moreHow do hosts and guests use the planning portal?How do event lock dates and statuses work?

    Links and features

    • Copy the generated host link from the event.
    • Turn guest requests on or off according to the event workflow.
    • Confirm documents, photos, photobooth, or music features only appear when they are meant to be used.
    Learn moreHow do host and guest links work?How do hosts and guests use the planning portal?

    Related articles

    How do host and guest links work?Learn moreHow do hosts and guests use the planning portal?Learn moreHow do event lock dates and statuses work?Learn more

    Last updated for the ORCHESTRIS 2.0 support knowledge-base rollout.

  • How do I add a planning-call option for clients?

    How do I add a planning-call option for clients?

    How do I add a planning-call option for clients?

    Short answer

    A planning-call option should let a host book a call from the portal and route that call to the correct assigned staff member or team workflow.

    Learn moreHow do I assign staff to an event?How do I set availability for booking calls?

    Recommended workflow

    • Decide which staff type or assigned person should handle planning calls.
    • Connect availability for that person or team.
    • Show the booking option from the host portal only when it is useful for the event workflow.
    Learn moreHow do I assign staff to an event?How do I set availability for booking calls?

    Event-specific assignment

    • If the assigned DJ or planner should handle the call, the booking workflow should prioritize that person over a random team member.
    • If nobody is assigned yet, the workflow can fall back to workspace availability rules.
    Learn moreHow do I set availability for booking calls?How do I assign staff to an event?

    What clients should see

    • The client or host should see a clear call type, available time options, and confirmation details after booking.
    • They should not need to understand internal assignment rules.
    Learn moreHow do hosts and guests use the planning portal?

    Related articles

    How do I assign staff to an event?Learn moreHow do I set availability for booking calls?Learn moreHow do hosts and guests use the planning portal?Learn more

    Last updated for the ORCHESTRIS 2.0 support knowledge-base rollout.

  • Why can’t I edit a planning card?

    Why can’t I edit a planning card?

    Why can't I edit a planning card?

    Short answer

    A planning card may be locked, not assigned to your role, hidden from guests, or part of an event status that limits editing.

    Learn moreHow do hosts and guests use the planning portal?How do event lock dates and statuses work?

    Common reasons

    • The workspace admin locked the card.
    • The event is pending or locked.
    • The card allows guests to view it but does not allow guest input.
    • The card feature, such as questions, notes, or songs, may not be enabled.
    Learn moreHow do event lock dates and statuses work?How do hosts and guests use the planning portal?

    What to check

    • Look for whether the card has questions, songs, or notes enabled.
    • Ask the workspace admin or assigned staff to confirm whether the card should be editable.
    • Refresh the page if a card appears blank or does not open correctly.
    Learn moreHow do hosts and guests use the planning portal?

    Expected behavior

    • Descriptions added by templates or admins may be view-only for hosts and guests.
    • Response fields should blur-save when editing is allowed.
    Learn moreHow do hosts and guests use the planning portal?

    Related articles

    How do hosts and guests use the planning portal?Learn moreHow do event lock dates and statuses work?Learn more

    Last updated for the ORCHESTRIS 2.0 support knowledge-base rollout.

  • How do I assign an existing host to another event?

    How do I assign an existing host to another event?

    How do I assign an existing host to another event?

    Short answer

    Repeat hosts should keep one account and be assigned to each relevant event so they can log in once and see all of their events together.

    Learn moreHow do host and guest links work?How do I reset or change account access?

    Why this matters

    • A client or planner with multiple events should not need a separate login for every event.
    • One account makes it easier to manage repeat bookings and reduces support issues.

    Recommended workflow

    • Search for or create the host user first.
    • Assign the host to each event they should access.
    • Send one magic link so they can create or open their account and see the assigned events.
    Learn moreHow do I reset or change account access?How do host and guest links work?

    Guest links are different

    • Guest links are event-specific and should be used for limited guest participation such as song requests or photo access.
    • Hosts should use host access when they need planning permissions.
    Learn moreHow do host and guest links work?

    Related articles

    How do host and guest links work?Learn moreHow do I reset or change account access?Learn more

    Last updated for the ORCHESTRIS 2.0 support knowledge-base rollout.

  • How do hosts and guests use the planning portal?

    How do hosts and guests use the planning portal?

    How do hosts and guests use the planning portal?

    Short answer

    Hosts and guests open their assigned event, use the Planning tab to complete enabled cards, and rely on blur-save fields so answers save as they work.

    Learn moreHow do host and guest links work?How do clients and guests request songs?

    Planning cards

    • Cards show the planning information, questions, notes, and song controls that have been enabled for that event.
    • On smaller screens, opening a card should move into a focused card view with a clear back control.
    Learn moreHow do clients and guests request songs?How do host and guest links work?

    Editing rules

    • Descriptions from templates or admins should not be editable by hosts or guests.
    • Notes only appear when notes are enabled on the card.
    • Locked cards cannot be changed by hosts or guests.
    Learn moreHow do clients and guests request songs?

    Saving

    • Answer fields should save when the user clicks or taps out of the field. The portal should not require a separate submit-planning button.

    Related articles

    How do host and guest links work?Learn moreHow do clients and guests request songs?Learn more

    Last updated for the ORCHESTRIS 2.0 support knowledge-base rollout.

  • How do host and guest links work?

    How do host and guest links work?

    How do host and guest links work?

    Short answer

    Each event can have a host link and a guest link. The host link grants host planning access, while the guest link grants limited guest access for enabled guest features.

    Learn moreHow do hosts and guests use the planning portal?Why am I missing a button or page?

    Host links

    • Use the host link for the client, couple, planner, or event owner who should help complete planning details.
    • Repeat hosts should be assigned to multiple events under one account instead of receiving separate logins for every event.
    Learn moreHow do hosts and guests use the planning portal?

    Guest links

    • Use the guest link for guest-facing requests such as song requests or event photo galleries when those features are enabled.
    • Turning guest requests off should not erase data already collected.
    Learn moreHow do hosts and guests use the planning portal?Why am I missing a button or page?

    Security note

    • Only share links with the people who should access that event. If a link is exposed publicly by mistake, contact the workspace admin so access can be reset or locked down.
    Learn moreWhy am I missing a button or page?

    Related articles

    How do hosts and guests use the planning portal?Learn moreWhy am I missing a button or page?Learn more

    Last updated for the ORCHESTRIS 2.0 support knowledge-base rollout.