Customer portal settings

Customer Portal Settings

The customer portal gives your clients a dedicated space to view their event details and submit final information. Use these settings to control when clients get access, what they can see, and how CaterCloud responds when they submit.

Go to Settings → Customer Portal to configure everything below.

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Portal Access

Grant portal access when controls how clients receive their portal link.

• Deposit paid — sends automatically (recommended): The client receives an email with their portal link as soon as the event moves to the Deposit Paid stage. No manual action required.
• Manual — I'll send the link myself when I'm ready: No email is sent. Copy the portal link from the event page and send it directly to your client whenever you're ready.

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Final Details Forms

Assign a form for each service type so clients see the right questions for their event.

• On-site events, Delivery events, and Pick-up events each have their own dropdown.
• Select a published form from the list, or leave it as None if you don't need a form for that service type.
• If no forms appear, go to Forms, create a new form, set its type to Final Details, and publish it before returning here.

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After Customer Submits

Choose what happens automatically when a client submits their form.

• Advance event to stage: Move the event to Details Finalised, Fully Paid, or Completed — or select None to advance it manually.
• Email me when customer submits: Receive an email notification on submission.
• In-app notification when customer submits: Receive a notification inside CaterCloud.

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Visible to Customer

Toggle which sections clients can see in their portal.

• Quote and Invoices are on by default.
• Run sheet, Menu, and Documents are off by default — enable them if you want clients to access those items.

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Travel Fee — Address Update Behaviour

When a client's confirmed address differs from the original suburb estimate, choose one of three responses:

• Flag for review: Marks the travel line item as "Needs review" so you can approve or adjust it.
• Auto-update: Recalculates the travel fee silently.
• Lock: Keeps the original quoted amount with no recalculation.

Click Save after making any changes.

> Tip: Build and manage your final details forms in Forms before assigning them here — you can create separate forms for on-site, delivery, and pick-up events.