Cvent Guidebook
Transcript of Cvent Guidebook
Chapter Cvent (Online Registration) Guide
This document provides step‐by‐step instructions to manage online registration for your Chapter’s Pay It
Forward Tour. Please review this document thoroughly to gain a foundation of knowledge and
understanding of our online registration system – Cvent. We have done our best to set up your Tours
for registration in a way that will minimize your use of the system. We will keep you posted with
updates and changes as they occur over time.
Here are the contents of this Guide:
Logging into Cvent…………………………………………………………………………………………….…………….1
Overview of Cvent Capabilities………………………………………………………………………………………..2
Overview of Events Section ……………………………………………………………………………………………3
Overview of Events => Details Section…………………………..…………………………………………….…4
Event time, date, departure location, event‐level email alerts, launch event.
Overview of Events => Agenda & Fees Section…………….………..……………….………………………5‐6
Price, time‐related discounts, financial aid discount codes, sessions (Tour) selection.
Overview of Events => Registration Process ………………………………………………………………….7
Modify information on registration pages.
Overview of Events => Website & Invitation ………………………………………………………………….8
Edit invitation and access weblinks.
Overview of Events => Emails ……………………………………………………………………..…………….….9
Modify email templates, add to invitation list, send emails.
Overview of Events => Manage Invitees …………………………………………………………………….….10
Modify registrations, manually enter new registrations.
Overview of Events => Reports ……………………………….…………………………………………………….11
Pull information regarding registrations and payments for your Tour(s).
We understand that the system can be a little cumbersome until you are more familiar with it. We are
here to explain or help you through anything at any time.
Please contact Brian at [email protected] or 612‐968‐5757 if you have any questions or would like
assistance at anytime. Thanks!
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Logging in to the Cvent
Step 1: Enter the following address into your web browser:
www.cvent.com
Step 2: Click on ‘Client Log in’ at the top of the screen.
Step 3: Enter your chapters login credentials:
o Account: STLFMN001
o Username: Chapter’s stlf.net email address (i.e. [email protected])
o Password: yeahbud1
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Overview of Cvent Registration System
Item 1. Note the four main tabs across the top: Events, Suppliers, Contacts, Administration.
o 95 ‐ 100% of your work in Cvent will be housed under the ‘Events’ tab.
o Regardless of how many Tours your Chapter has, you will only have one event
listed under the events tab. For multiple bus Chapters, the Tours are separated
within the one event to help streamline management of the registration.
Item 2. Let’s get started by clicking on the Event listed – College Tour 2010.
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Overview of Events Section
The following will provide both a big picture overview and an overview of things you may need to
know in each section.
Item 1. After clicking on the event, the first screen that appears will be an Overview
page, complete with a summary of each section. Note the links to the several sections
that appear just below the four main tabs on the top of the screen. Please take a few
minutes to review the overview page to become familiar with the system capabilities.
Item 2. Your next step is to click on the ‘Preview’ link on the top right. This will create a
new tab that will allow you to preview the registration process from the registering
participant perspective. You will not be able to complete a registration in preview
mode, but you will be able to go through and view each step of the process. Please take
a few minutes to go through the preview to review for any changes.
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Events => Details
Item 1 – General Information. Edit Event Information such as dates, departure address,
and times.
Item 2 – Email Alerts. Set up email alerts to email certain people notifications when
students register for the Tour.
Item 3 – Event Administration. Launch or deactivate your Event.
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Events => Agenda & Fees
Below is an overview of each of the left side column areas that you may need to use.
=> Admission Items
Item 1 – Fee Description. Edit the text that describes what is included in the fee in the
registration process.
Item 2 – Tour Registration Fee. Scroll to the bottom of the admission items page and
click on Tour Registration Fees. Here you can change the price, set time‐related
discounts, or change the refund policy (currently set at $125 nonrefundable).
=> Sessions (Only applicable for Multiple Bus Chapters)
The sessions feature allows registrants to select which Tour they want to sign up for.
Each Tour is a separate session. Information and routes for all Tours are already set up
for you, but here you can make any edits and changes to the Tour name, route, change
the capacity, enable or disable a waiting list, or set up session‐level email alerts. Be sure
that if you change our route, make the changes in both Cvent and on the website.
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=> Additional Discounts (Managing Financial Aid)
This section will help you manage financial aid through providing students a discount
code one they are awarded financial aid. Students will be able to enter the code during
the checkout and payment step of the registration process and pay the reduced rate.
We have set up codes for 25% off and 50% off, and recommend that these be the two
levels of aid awarded. If you need though, here you can set up additional levels of
financial aid.
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Events => Registration Process
This section allows you to modify the registration process that participants experience when signing up
for a Tour. Any changes you make here should take place in the Registration Pages section (see left
Section Links.)
=> Registration Pages
Here you can edit or modify any of the information that the registrant sees when going
through the registration process. When editing the process for any of the sections, editing
‘Page Setup’ determines the fields shown in the process, and editing Presentation Options
can change the descriptive text that is displayed below each section header.
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Events => Website & Invitation
Here you can edit your event invitation and access direct links to certain registration pages.
Item 1 – Website Invitation. Here you can edit your event invitation. If you make any
changes, make sure to click ‘Save and Update Email Invitations’ so that changes will also be
reflected in your email invitation.
Item 2 – Website Links. Here you can access direct links to certain pages. The ‘Event
Summary’ page is the one that is already linked directly from your Tour page on
www.stlf.net.
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Events => Emails
Here you can edit the content of email templates to participants, add to your invitee list, and send emails
to invitees or participants.
Manage List. We have already added your participant list from last year to your Tour’s
Invitee List (new chapters don’t have anyone invited yet). If you want to add additional
emails to the list, click on ‘Quick Add’.
Email Templates. Here you can edit the content of emails that could be sent to prospective
and/or registered participants. The following email templates are the ones that are most
applicable to you as a Chapter Core leader:
o Invitation – Invitation to last year’s participants.
o Invitation Reminder – Reminder of invitation to last year’s participants.
o Registration Confirmation – Automatic after registering.
o Event Reminder – Email with updates and info prior to Tour.
o Modification Confirmation – Confirmation if student changes registration (i.e.
contact info, switches Tours.)
o Cancellation Confirmation – Confirms a student cancellation.
Send Emails. To manually send an email to the list you created under Manage List, click on
the template of the email you want to send, then click on ‘Manual Send’ to send your email.
This will allow you to invite or communicate to your email list to register for your Tour.
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Events => Manage Invitees
Here you can manually register new participants, modify participant registrations, resend confirmation
emails, and more.
Item 1 – Invitee Search. To pull up a list of all registered participants, highlight ‘Accepted’ in
the box on the right, then click ‘Search’ below. This will display the list of registered
participants. Now you can click on their name to modify or cancel their registration or enter
payments if necessary.
Item 2 – Register new. Click here to manually register a new participant (for someone who
could not pay by credit card and filled out a paper form, or did not have access to internet.)
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Events => Reports
Here you can pull information from the system, such as all registrants, registrants for each Tour (if you
have multiple Tours), financial reports, and more.
For each report, you will be able to select which fields of information, date range of registrants, and
more that you want to be pulled when the report is run. Below are just a few of the reports you can run
that we thought would be most helpful. Feel free to explore with other reports, or let us know if you
would like help in pulling certain information from the system.
Item 1 – Registrants. This report will allow you to view the information of all registrants for
your Tour(s). Even if you have multiple Tours, all will be listed here.
Item 2 – Product Ad Hoc (For multiple bus Chapters). This report allows you to pull
information of registrants by bus.
Item 3 – Order Summary by Invitee. This report shows all registrants, balance due, and all
cancelled registrations.
Item 4 – Failed Online Transactions. Shows transactions that did not go through online.
Expect to have some failed transactions. Reasons could be that the address doesn’t match
their billing address of their credit card, not enough credit limit, or using a card other than
Visa or Mastercard.
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