Set up the event portal

Applies to Dynamics 365 (online), version 9.x

Important

This topic describes the sample event portal that is included with Dynamics 365 for Marketing. The sample event portal is intended for demo and testing purposes only. Any customizations that you make to the sample event portal will likely get overwritten the next time you update Dynamics 365 for Marketing, so if you want to create a custom event portal to use in production, you must create a new website in your Dynamics 365 portal. You can start by recreating the sample event portal on the new site, and then apply customizations as needed. For more information about how to create a new website in the portal, see Create and manage websites. Alternatively, you could download the event portal as an Angular project, customize as required, and then publish as a new site on your portal or on your own website, as described in Customize the event portal and host it anywhere. The sample event portal is editable, so you can still experiment with it, but be aware that your customizations are only temporary and are likely to be entirely overwritten the next time you update the system.

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.

Sitemap for the standard event portal

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

Important

Many countries/regions (including the European Union) require that you get consent before setting a cookie on a user's machine. It is your organization's responsibility to be aware of, and conform to, all relevant laws and regulations in the markets where you operate, including consent to set cookies. You can read more about the EU regulations at ec.europa.eu/ipg/basics/legal/cookies/. Dynamics 365 for Marketing uses cookies in the following ways:

  • Marketing pages created and hosted by Dynamics 365 for Marketing use cookies to enable the pre-fill feature for known contacts, and to log when any contact opens a marketing page. Dynamics 365 marketing pages and page templates do not include a cookie-consent feature, so you must add it. One way to do this is by adding JavaScript to the section of your pages using the HTML editor of the page designer. You could develop your own JavaScript or use one of the many free or licensed solutions already available. You could also use the built-in privacy statement for marketing pages to announce your use of cookies; however, this might not be sufficient in all jurisdictions because it won't stop the server from setting the cookie—it just informs visitors that cookies are being used (for more information about this feature, see Configure marketing pages). More information: Create and deploy marketing pages
  • The websites feature uses cookies to log visits to any web page where you place the tracking script. Cookies work together with the marketing-pages feature to identify contacts by matching the visitor IDs to landing-page submissions. If your website already uses cookies and includes a consent feature, then it probably covers the Dynamics 365 for Marketing website script. However, if you don't have cookie consent built into your website, you must add it before adding the website script to pages that market to residents of relevant countries/regions. More information: Register contacts' engagement with your internet marketing initiatives
  • The event portal uses a session cookie to enable contacts to sign in and register for events. More information: Set up the event portal

More information: How Dynamics 365 for Marketing uses cookies

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 an event, session, or track, 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. 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 Publish Status menu

The following table summarizes how to publish each publishable entity to the portal, and which types of information are publish for each of them. Be especially careful and thorough when entering values for published fields, because they are exposed to the public.

Entity How and where it gets published Which fields get published
Events Publish each event manually by opening the event record and setting the Publish status to Published. Unpublished events won't be shown on the portal.

All published events are listed on the All Events page of the portal.

Event name, Start date & time, End date & time, Primary venue, Description
Sessions Publish each session manually by opening the session record and setting the Publish status to Published. Unpublished sessions won't be shown on the portal.

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 summary, Detailed description, Session tracks, Duration
Speakers Speakers are published automatically when you publish the session they are assigned to.

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, Photo, Title, About, LinkedIn, Twitter, Website
Session Tracks Publish each track manually by opening the track record and setting the Publish status to Published. Unpublished tracks won't be shown on the portal.

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).

Name, Audience
Passes Passes are published automatically when you publish the event they belong to.

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, Name of the related track record, Pass price, Sold out status

Sponsors Sponsors are published automatically when you publish the event they belong to.

Sponsors associated with published events are displayed at the bottom of most pages of the portal for those events.

Event sponsor (the 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 using the Portal banner image setting.

  • 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
    Edit the speaker image

  • 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.

Open the sample event portal

To find the URL for your sample event portal and open it:

  1. Open the relevant event record.
  2. Make sure the Publish status is set to Published.
  3. Open the General tab and find the Key information section.
  4. The Event URL field here shows the address of the portal for this event. Select the globe button at the edge of this field to open the URL.

Customize the event portal and host it anywhere

If you are comfortable developing web applications using the Angular framework, then a good way to customize the sample event portal for production is to download it as an Angular project, customize it in your preferred development environment, and then publish it either on your own website, or as a new site on your Dynamics 365 portal. For details, see Build and host a custom event portal.

See also

Set up online payment for events
Engage customers online with portals
Set up an event
Go live with publishable entities and track their status