Set up the event portal
Applies to Dynamics 365 (online), version 9.x
The event portal is a customer-facing website that people can use to read about your event and its speakers, create an account, register for the event, purchase passes, view their session schedule, and more. The following image shows a site map of your event portal as your attendees will see it.
The event portal is built by using the standard portals capabilities for Dynamics 365 solution, so you can see all its constituent elements by going to the Portals work area of Dynamics 365. However, you usually won't need to work with any of these elements unless you want to customize the portal. The event portal is preconfigured to publish all the relevant information about each published event, and to enable visitors to register for the event, create an account (including username and password), edit their profile, and choose session passes. More information: Engage with customers online with Dynamics 365 portals
- The event portal uses a session cookie to enable contacts to sign in and register for events. More information: Set up the event portal
Publish an event to the portal
Most of the information shown on the portal comes directly from your event model and its various related records, so all you need to do get the portal online is make sure that all the information is available in Dynamics 365 and that the event itself, plus its relevant sessions and tracks, are set to be published on the portal. To publish any of these items, open the relevant record and set its Publish Status in the drop-down list (usually shown in the upper-right corner of the form) to Published. Other relevant information related to the event, like speakers and sponsorships, will be published automatically so you don't need to publish them separately. Set the Publish Status to any other value to unpublish an event, session, or track if needed, thus removing it from your event portal.
The following table summarizes which types of information are publish to the portal. Be especially careful and thorough when entering values for these fields, because they are exposed to the public.
|Entity||Where it gets published||Which fields get published|
|Events||All published events are listed on the All Events page of the portal.||Event Name
Start and end dates
|Sessions||Each published session is listed on the Sessions page for the event it belongs to, on the Speaker page for the speaker presenting it, and on the Session Tracks page for tracks it belongs to.||Session Title
Start Date & Time
End Date & Time
Session Detail Description
|Speakers||Published speakers are listed on the front for each event where they are speaking, on the Speakers page, and on session pages for each session they are running. A speaker profile page shows additional details and a schedule of sessions for that speaker.||Name
|Session Tracks||Published external tracks are listed on the Session Tracks page for the event they belong to. Each session track shows its name and a list of sessions that belong to it (with links).
You can only publish external tracks (not internal ones).
|Passes||All passes associated with a published session track are listed on the Pass Information page for the event the track belongs to. The system tracks the number of passes available and the number assigned, and indicates when passes are sold out.||Name
Track Name from the related track record
Sold out status, indicated when the Passes Remaining field for a pass reaches zero
|Sponsors||Sponsors associated with published events are displayed at the bottom of most pages of the portal for those events.||Event Sponsor (the Account Name of the related account record)
Logo (taken from the related account record for each sponsor)
Customize portal graphics
The portal features a banner image for each event, and also shows speaker photos and sponsor logos.
You can customize the banner image shown for any event by editing the event record, going to the General tab and changing the Portal banner image setting. (A default banner image is shown for all events that don't have their own custom banner.) For details about how to customize the banner, see this blog post: How to Change Portal Banner Images in the Dynamics 365 for Marketing Event Portal.
Speaker images come from each speaker record (not from the associated contact record). To upload a speaker image, go to Events > Participants > Speakers and open the relevant speaker record. Then select the existing photo (or generic placeholder) in the heading area of the page to open a dialog where you can upload an image. More information: Set up an event
Sponsor images come from each sponsorship record, which you can edit by working in the event record where the sponsorship applies (found on the Agenda tab, which links to related sponsorship records), or by finding the appropriate sponsorship record under Events > Sponsorship management > Sponsorships. As with speaker images, you can edit the image by selecting the existing photo (or generic placeholder) in the heading area of the sponsorship record page.