Concierge

Overview

The Concierge feature in Evencia lets your team receive, track, and respond to individual requests from guests — all in one place.

Guests can submit requests through a personalized, branded portal without needing to call, email, or approach a staff member in person. Your team sees every request as it comes in and can respond, assign it to a colleague, and mark it as done.

Guest portal

Give guests a personal portal to submit and track their own requests.

Request management

See all incoming guest requests in a list or on a visual board.

Team assignment

Assign requests to team members and track who is handling what.

Direct replies

Reply directly to guests from inside Evencia.

Where to find it

From your event's main navigation, select Concierge. Inside, you will find the following sections accessible from the tab bar at the top:

Tab	What it does
Requests	See all guest requests in a list with filters and search.
Board	See requests grouped by status in a drag-and-drop board.
Categories	Create and manage request categories.
Canned Replies	Save response templates your team can reuse.
Portal Settings	Set up the branded guest portal and notification options.

The tabs that appear depend on your permissions. If you cannot see a section, contact your administrator.

Before you start

You need an Organizer or Event Manager role for the event.
Guests must be added to the event's guest list before they can access the concierge portal. The portal verifies guests by their email address or phone number.
To enable the guest portal, an administrator must create a portal link from Portal Settings.

How it works for guests

Guest visits the portal

Submits a request

Team receives and reviews it

Staff member handles it

Guest notified when done

Each event can have a unique, branded guest portal — a web page guests visit to submit their requests. Guests verify their identity with a one-time code sent to their email or phone. Once verified, they can:

Submit new requests with a subject, description, category, priority, and a preferred date or time.
Attach files to their request.
Track the status of their requests.
Reply to messages from your team.
Cancel a request they no longer need.
Leave a star rating when their request is marked as done.

Your team sees these requests in real time and can respond directly from the Requests or Board view.

Permissions

Access to Concierge depends on the permissions assigned to your account. Different team members may have different levels of access:

Permission	What it allows
View requests	See the full details of individual requests.
View all requests	See the complete list of requests and use the board.
Update status	Change the status of a request (for example, mark it as done).
Assign	Assign a request to a team member.
Respond	Send replies to guests and create new requests on their behalf.
Delete	Move requests to the trash or permanently delete them.
Manage categories	Create, edit, and delete request categories.
Manage settings	Set up the guest portal and configure notifications.

If you believe you should have access to a section you cannot see, contact your administrator.