Cvent Resources

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 straightforward and designed to build skills step by step.

• It starts with an Intro to UA Cvent course (about 1–2 hours, self‑paced in ALP) where you’ll learn the basics and identify your specific event needs.
• Next, you’ll participate in an instructor‑led lab with the Central Technology Learning Team.
• After completing the lab, you’ll be appointed a Cvent Creator, which provides full access to Cvent.

Not interested in becoming a full event builder but still need access to Cvent registration data, reporting, and OnArrival event check-in? You can request Registrar access, which provides visibility into these tools without the ability to build or edit events.

Learn more and submit a Cvent User Request form here.

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 to choose from 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

For detailed information and help with building a Cvent registration site or answers to questions, please visit University Advancement's Cvent Training Library (UA credentials needed for access).​​​​​​

Event emails typically fall into one of the following categories

• Invitations – email invitations promoting registration/RSVPs for your event.
• Invitation Reminders – follow-up emails to people who have been invited but not yet registered for your event to remind them to register/RSVP.
• Registration Confirmation/Modification/Cancellation Notices – update emails automatically sent to event guests based on their actions in relation to an event. These emails confirm a registration, modification, or cancellation and can also serve as transaction receipts if your event is selling tickets.
• Event Reminders – emails sent to people who have registered for your event close to the event date to remind them of the event details.
• Post-Event Emails – emails sent only to people who attended the event. These can be a simple thank you or include a survey about their experience.

Of these categories of email communications, only Registration Confirmation/Modification/Cancellation Notices, Event Reminders, and Post-Event Emails may be sent directly from Cvent. UW is committed to respecting our constituents' email preferences, and Cvent doesn't have information about people who have opted out of receiving emails from the University, so we send Invitations and Invitation Reminders in the University's approved email marketing platform – Marketo or Jeto.

• Marketo and Jeto integrate with Cvent and allow us to set up Invitation Reminder emails to only be sent to people who are not yet registered for your event. At the date and time your Invitation Reminder is to be sent, Marketo will check Cvent automatically and send it to the correct people!

If you need to request our support with sending Event Invitation or Invitation Reminder Emails, please visit the Event Digital Communications page of this toolkit to learn more, or submit a Project Inquiry Form.

If you're building an event in Cvent and need help setting up Registration Confirmation/Modification/Cancellation Notices, Event Reminders, and Post-Event Emails, please contact us at CASadser@uw.edu. If we are building your Cvent, we will set these emails up for your event.

In addition to the Event Overview dashboard that appears on the homepage of your event, you can create reports that provide more detail on the event registrations or activity.

From your event homepage, navigate to the Report section, where there is a list of all available report templates. The most commonly used reports have a gold star next to them:

• Registrant Details: shows a list of registrants and their contact and registration information
• Sent Email Details: shows a list of emails that Cvent has sent, such as registration confirmations
• Event Dashboard: a dashboard of key metrics about the event

Learn more about the available reports and how to create, save, and edit them in the UA Cvent Reporting Resources (UA credentials required for access).

As you get closer to your event date, Cvent’s OnArrival feature will be an important tool. This feature enables staff and volunteers to easily check-in guests and manage onsite registrations – making check-in a simple and enjoyable guest experience. Cvent also syncs registration and attendance information with Tandem, University Advancement's database, which will ensure we have a record of event attendees and can include them in future event-related invitations. We highly encourage you to use OnArrival, so that event attendees are accurately tracked and reflected in Tandem.

OnArrival is free and compatible with all iOS devices (iPads and iPhones). iPads are available for reservation, so you don't need to use personal devices. If you are a Cvent builder, be sure to enable this before your event.

You don't need to be the Cvent builder to use OnArrival for check-in. If someone else built a Cvent registration site for you, reach out to them to request that they turn this feature on.

To use OnArrival:

• Take the self-paced ALP OnArrival Training
• Review OnArrival Quickstart Guide
• Using OnArrival with multiple event support staff or volunteers

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

To use a 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 email list in Cvent. Each Cvent user has a unique list of planner emails.

• Email advhelp@uw.edu to request the addition of a Cvent planner email to your account list. Include the email owner's name, if applicable, and the email address.

How do I update the 'Can't Attend' button link?

In the site designer, this link is not automatically populated so you will need to add the link manually.

• Locate the correct link under 'Marketing' > 'Weblinks' and scroll down to find the Decline Form link. Copy and paste the link into the 'Can't Attend' link field in the site designer.
• Note: This link won't work until the event site goes live.

How do I create a custom registration site link?

Generate a clean and simple registration link URL 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

If you have questions about how to ensure your event site is digitally accessible, please see our Digital Communications Accessibility page for more resources. Please contact the Advancement Services team anytime at CASadser@uw.edu with questions or for more information.