Cvent

Becoming a Cvent event creator will allow you to have more flexibility and autonomy around the registration process as well as more visibility into who is registering for your events. 

The training process is relatively simple - this begins with an Intro to UA Cvent course (Cvent Event Website Creation Learning Path – roughly 1-2 hours and self-paced on ALP) to learn the basics and inventory your specific event needs. Then you’ll attend an instructor-led lab with the Central Technology Learning team – you’ll be granted full access to Cvent Flex after this. And finally, you’ll join us for a quick 30-minute session to review our CAS-specific templates and processes.

Don't want to become a full builder but want access to Cvent registration data, reporting, and OnArrival? You can complete one brief training for this simpler role -  Cvent Registration, Reporting, Testing and OnArrival.

Cvent is a very robust tool for creating registration sites. It’s complex and layered but provides you the flexibility to customize settings. We have three CAS templates, please choose the following types for easy building:

CAS Flex Basic RSVP – Best for single day events in person/webinars

CAS Flex Lecture Series/Paid event – Best for multiple dates

CAS Flex Hybrid RSVP – Best for in-person and online hybrid event

1.  Click the double square icon near the CAS template that fits your event needs, select COPY EVENT
    
2. Input event information
   1. Event Title
   2. Event Category
   3. Planner Email is the reply to email for the event. This can be your email ONLY if you are the event coordinator. If not, select a department email and separate the name into two. (Ex. First: Department of / Last: Astronomy)
      
      Cvent compiles a personal list of verified emails that you can use. If you don’t see your desired email on that list. Contact: advhelp@uw.edu with your preferred planner name and email address for access.
       
3. 4. Format (In-Person, Virtual, or Hybrid)
   5. Location
   6. Event Date(s)
   7. Your NetID
   8. Event Data – no action needed
   9. Email Settings – no action needed
       
4. Click Create event
    
5. On your Home page — this is a summary of your event. It includes the following:
   • Event Overview (Registration count, emails sent, and OnArrival rate)
   • An Actions button in the top right for test runs; select Perform Test
   • Manage the feature status — this is where you make your website and registration live.
      
6. In the left menu — under General > select Event Information
   • Details Tab: Click Edit
     1. Update Description. This Description can be inserted into your website and event emails so that you do not have to retype it in multiple places.
     2. Scroll down to Event Planner and add company and title, if desired
     3. Add Key Stakeholder [define what a key stakeholder is here], if applicable
     4. Click the blue Save button at the top right of screen
   • Media Tab – no action needed
   • Custom Fields Tab – no action needed: Leave the Tandem Event Code field empty — When creating an event, Tandem will automatically create a code to upload your attendees into the database.
      
7. In Registration Types – No action needed here. This refers to denoting types of registrants: students, staff, faculty, or public. If everyone has the same experience, then you can use “No Registration Type” – you don’t even have to make a “general” type.
    
8. In Event Settings ­­­— this refers to event format. If this is a virtual event go to > Virtual Event Tab. Input all the necessary URLs and information (ex. Zoom links & Meeting ID).
    
9. In the Speaker section — select the Speakers List tab and input information/images.
    
10. Go to Agenda > Session list. Fill out all necessary dates and information. This step is usually only for lecture series sites. If you will not be using it, select all sessions, then choose delete from the dropdown menu under Actions.
     
11. In the left menu, select Website > Open Site Designer ­­­—  This is where you’ll design your website using widgets. Most event information has been automatically filled out via tokens but not all.
    1. Reminder: To edit speaker information, you must edit it under the speaker list tab.
    2. In the left drop-down menu, make sure your registration path makes sense (Personal Information, Registration Items, Registration Summary, and Confirmation pages)
    3. If you want to enable a waiting list go to Site Designer > Go to Event Information drop down > Select the settings icon and turn on waiting list.
    4. Once you’ve finished building, remember always to SAVE and PUBLISH your site. This won’t go live; it’s to preview new edits to your site.
        
12. On your home page go to the Marketing section > select Weblinks
    1. Scroll down and copy the decline form link. Paste that decline form link in the “Can’t Attend” button in the site designer.
    2. You can customize your link address here by going to “Change Domain” at the top.
       (Ex. https://events.uw.edu/UWPANEL2023)
        
13. In the Registration section, you can do the following (IMPORTANT):
    • Registration Settings: Edit registration deadline and input event capacity here
    • Registration Process: You can also edit the registration path and their fields here
       
14. In the Email section > Event Emails — Open Email Designer to design your email reminders. The available event email options:
    • Registration Confirmation
    • Modification Confirmation
    • Waitlist Notification
    • Event Tomorrow Reminder
    • Event Today Reminder
    • Thank You (optional)
      
      Reminder: Manually set the desired time and date for each email
       
15. In the Attendee List section, you can review your attendees and register on behalf of people.
     
16. Perform Test (IMPORTANT) — To test your website and registration path go to your home page and click the “Actions” drop down menu at the top.
    1. Select “Perform Test”
    2. In Testing Method, select email test scenarios to other people
    3. In Setup, change from address to preferred planner email
    4. In Add Recipients, select your own email
    5. In Add Scenario, select Website
    6. In Description, write in “TEST” or a blurb (required)
    7. Click OK and Start Test
        
17. Launching Your Event— Since Registration and Website features are separate items in Cvent. We will need to need to launch/open both.
    • Go to “Feature Status” menu on your home page
      1. Website  > “Go Live”
      2. Registration > “Open”
      3. OnArrival > “Go Live” (at the start of your in-person event)
          
18. To track registration via OnArrival for in-person events

• To monitor registrations, you must take one course before gaining access:

1. Complete the self-paced Cvent Registration, Reporting and Testing training
2. Once you’ve logged in with your UW NetID, go to Content Library
3. Select Cvent Registration, Reporting and Testing
4. Once you have completed this, you will have access to your events registration data.

• On the day of the event — The OnArrival feature enables staff to easily check-in guests and manage onsite registrations – free and compatible with all iOS devices (iPads and iPhones). iPads are available for reservation if you are interested. Most importantly, OnArrival captures event participation data easily and automatically syncs with the event in Cvent. After the event is over, participant information will be updated in Tandem. ​​​​​​

Reminder: Once your event has been launched, your Registration status cannot go back into Pending/Test mode.  Please be sure of all testing trials before launching your event and opening registration.

For any questions or inquiries about Cvent, please contact the Digital Communications team at casadser@uw.edu

• Internal vs External Event Emails
• How does Marketo/Jeto work with Cvent? Marketo/Jeto are integrated with Cvent so they share data. This allows us to send emails to different subsets of people related to your event. For example, we can set up your Registration Reminder email to be sent on a date and to only send to people who are not yet registered for your event in Cvent. At the date and time your email is to be sent, Marketo will check Cvent automatically and send it to the correct people!
• Creating Session Emails

In addition to the event registration summary dashboard that appears on the home page of your event, you can pull additional reports that provide more detail on your registrants/event activity.

From your event homepage, navigate to the Report section, then the Reports page. 

Of the 29 available options, we think you'll come to rely on the following report the most:

• Registrant Details: Shows a list of registrants along with their contact and registration information.
• Other useful reports

UA Cvent Reporting Resources

• How do I create a report?
• How can I filter the data on my report?

As you get closer to your event date, Cvent’s OnArrival tool will be a super important tool for event managers. This feature enables staff to easily check-in guests and manage onsite registrations – free and compatible with all iOS devices (iPads and iPhones). iPads are available for reservation if you are interested. If you are a Cvent builder, be sure to enable this before your event.

Event information in Cvent is synced with Tandem. We highly encourage our department partners to use this function so that event attendees are accurately tracked and properly reflected in Tandem.

You don't need to be the Cvent builder to use this tool. If a collaborator built the registration for you, make sure to reach out to them to request that they turn this feature on.

Getting started

• ALP OnArrival Training - Cvent Registration, Reporting, Testing and OnArrival
• Cvent On Arrival instructions

How to add an email address to my Cvent planner list?

If you would like to use your unit's general email or a colleague's email as the contact for an event, you'll first need to add them to your planner list in Cvent. Each Cvent user has a unique planner list.

• Email advhelp@uw.edu requesting this addition, including the email owner's name and email address.

How to update the 'Can't Attend' button link

In the site designer, this link is not automatically populated so you must remember to replace the placeholder link. This can be found under 'Marketing' >> 'Weblinks', scroll down to find the Decline Form link. Copy this and paste it into the 'Can’t Attend' link field in the site designer.

Editing the registration link

Generate a clean and simple registration link that is easy to share. Navigate to 'Marketing' >> 'Weblinks'. Select 'Change Domain' in the top left corner to create a custom URL with the event name.

• Image sizing
• How to set up a waiting list

Additional Central UA Cvent Resources

• Creating Session Emails
• Accessible Links
• Addition Accessibility tools

Please contact the Advancement Services team anytime at CASadser@uw.edu with questions or for more information.