Sending the Host Portal

If you're working with a Host for your Event, the Host Portal is an optional - but powerful - way to keep them in the loop.

You need to send the Host Portal in order for Sparkhub to establish login capability for your Host.

If your Host has problems, you can look at (or refer them to) these help articles: https://sparkhub.helpscoutdocs.com/collection/122-host-resources.

Note: when you view the Host Portal from your account, you'll see info that your Host won't see. In particular, if they click on a guest, they will not see all of the Contact info from Project Broadcast (eg, notes about the Contact) like you do.

To send the Host Portal,

Ensure you have entered the Host in the Host tab. Click Save. If their name isn't in the dropdown box, add them in your Contacts tab, then add them in the Host tab of your Event.
The Host Portal login instructions will be sent via email, but if you want to also send a PB message at the same time as an FYI, designate a PB template to use in the "Host PB Template" field. Sparkhub will send that template. The text will send immediately or, if it's not within Broadcast Hours you have set in PB, PB will schedule it to send later. You should be able to see the status in your PB chat with the Host. Sample wording: "Hey {{firstName}} - just a quick note to check your email, because I'm sending you info on accessing your Host Portal for our event!" Of course, you can also fold this type of FYI text into your Event Timeline texts for your Host if you prefer.
Then, click "Send Portal" and click "Next." You must click "Next" in order for Sparkhub to grant permission to that person to view the Portal.
Sparkhub will then establish that the Host may access the Portal for this Event by logging in with their email.
Sparkhub will send your text if one was selected above.
Sparkhub will open up a draft email for you to send to the Host in your device's default email program. If you don't want to use your default email program, you can instead copy the text from the Sparkhub screen. (You can't copy the text until you've first hit "next" to generate the wording.) The email is designed to work for either a first-time host or a repeat host (that is, someone who already exists in our system, by being a Sparkhub subscriber or a host of another Event).
1. If it's the Host's first time to have a Sparkhub account, Sparkhub will generate a one-time-use link that lets them save their password. (This is the same type of link generated when someone resets their password.) Once logged in, they can view any events they are hosting, since their home screen will show all Host Portals they have access to. The email will also contain a link directly to the HP for this particular event. Email wording is as follows:"Thanks for hosting {shEventName}, {shHostFirst}! I've prepared a Host Portal with your resources for this event, starting with a checklist. **If you don't yet have a password in the Sparkhub system (or you don't remember it)** then you need to first create a password at this link (copy and paste to your browser): [password reset link]. Once you have a password, access your Portal at this link (copy and paste to your browser): my.sparkhub.app/h/{shEventID}. Enjoy! -{shMyFirst}"
2. If it is not their first time, Sparkhub will not generate a link to create a password, but the email will still prompt them to visit the "reset password" page if needed. Email wording is as follows: "Thanks for hosting {shEventName}, {shHostFirst}! I've prepared a Host Portal with your resources for this event, starting with a checklist. **If you don't yet have a password in the Sparkhub system (or you don't remember it)** then you need to first create a password at this link (copy and paste to your browser): my.sparkhub.app/resetpassword/. Once you have a password, access your Portal at this link (copy and paste to your browser): my.sparkhub.app/h/{shEventID}. Enjoy! -{shMyFirst}"
Note: once credentials are created, your Host can always sign into the Host Portal at my.sparkhub.app, which will take them to a list of any Sparkhub events they are hosting. Or, they can access the specific Event's portal directly at my.sparkhub.app/h/eventid. You can include the direct link to their Host Portal in texts to them by using this dynamic link: my.sparkhub.app/h/{shEventID}