Events and rental: Customer portal for set builders
A customer portal for set builders where designers and producers follow design versions, approval rounds, finish samples and schedule per project, without versions getting lost in email threads.
What customers of set builders want to see.
On every project, set builders deal with three or four parties: the designer, the producer, the venue's technical manager and sometimes a director or brand manager. Each sends comments by email, on different versions of the drawings. A paint sample gets approved from a photo in a group chat, a dimension change is agreed over the phone. When the workshop starts, it is unclear which version was approved by whom. And when extra work is charged later, the producer can fairly ask when they agreed to it. The project manager spends a lot of time keeping track of who said what.
Customer portal for set builders
Example- 1
Invite people per project
DoneFor each project the project manager decides who gets access: designer, producer, technical manager or brand manager.
- 2
Show versions and samples
In progressThe portal shows design versions with dates, the construction drawings that have been released, photos of paint and material samples and the schedule up to the build.
- 3
Record approval per version
NextEveryone with approval rights can approve a version or sample, or leave a comment.
From invitation to approval.
Invite people per project
For each project the project manager decides who gets access: designer, producer, technical manager or brand manager. Each role sees what is relevant to them. The technical manager sees drawings and build arrangements; the producer also sees quotes and extra work. Nobody sees projects they are not part of.
Show versions and samples
The portal shows design versions with dates, the construction drawings that have been released, photos of paint and material samples and the schedule up to the build. Each version lists what changed from the previous one. Older versions remain visible but are clearly marked as superseded.
Record approval per version
Everyone with approval rights can approve a version or sample, or leave a comment. Approval is recorded with name and date. A comment reaches the project manager as a task. Only once the right people have approved does a version go to the workshop.
Less email, the same records.
Set builders currently share drawings by email, a shared folder or a file transfer service, and collect approvals across emails and group chats. The portal does not replace the drawing program or shared folder; it shows which version is current and who has approved it. Quotes and extra work come from the quotation software. The designer owns the design, the set builder owns the construction, and the producer owns the budget and the approvals.
One sign off or per role
A single sign off from the producer is simple, but the designer or technical manager may still object later. Approval per role, where designer, technical manager and producer each approve their part, takes more steps but prevents surprises. The portal can set per project who decides what.
Physical samples or photos
A physical paint or material sample gives the designer the real impression but costs time and shipping. A photo is quick, but colours shift on screens. Many set builders send physical samples for the key finishes and photos for the rest, and record both approvals in the portal.
Share the schedule or keep it internal
A producer who sees the schedule knows when an approval is needed to hit the build window. At the same time the workshop does not want every internal shift to trigger questions. The portal can show milestones, such as the approval deadline and the build, without exposing the workshop schedule itself.
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Read the storyWhat customers find in the portal.
In the portal clients get their projects with roles, design versions with their changes, samples, milestones and approval per version with name and date. Together we try an exhibition stand where only the exhibitor approves, and a theatre set where the designer rejects a colour after the producer has already approved that version. Extra work proposals in the portal and an archive per client can be switched on later.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan the designer see what is happening in the workshop?
The portal shows the milestones and the photos the project manager chooses to share, such as a trial assembly or a finished element. The day to day workshop schedule stays internal. The designer can follow progress without every small shift in the schedule raising questions.
What if two people contradict each other?
The project manager sees both comments on the same version. The portal does not resolve the conflict, but makes it visible before the workshop starts. The project manager can ask both parties to decide together, and the final approval is recorded with who gave it.
How long do projects stay in the portal?
As long as you like. For revivals, tours or exhibition stands that come back, it helps to keep drawings and approvals. A closed project can be archived, so it no longer clutters the active overview but can still be found.
Does the client need to create an account?
For regular producers and designers an account is most convenient, because they see all their projects. For a one off client, a personal link can be enough. Either way, every approval records who gave it.
Add-ons for your industry.
What often connects to this.
- Digital job cards for set buildersDigital job cards for set builders that record, per element, the released construction drawing, materials and hours, so the workshop never builds from an outdated version.
- Website for set buildersA website for set builders that shows which kinds of sets, materials and finishes you produce, so designers and producers know what work they can bring to your workshop.
- Enquiry form for set buildersAn enquiry form for set builders that asks for design stage, venue, dimensions, build window and transport, so the workshop can judge straight away what is being asked.
One place for your customers.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Customer portal for set builders: design versions, approval rounds and samples per project in one place, with approval recorded for each version.
- Invite people per project
- Show versions and samples
- Record approval per version