It works, but it isn't ideal!
Since you can't format the Registrant Information, some people see the link as just text, it's not clickable (depends on what mail client they use). So people would have to manually copy paste the session link in their browser.
At this point, it's better to straight up build session emails manually, and do the formating in the email the way we want. Adds a lot of labor time though! We'd really prefer it if the integration with Webex just worked the way it's supposed to...
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Béline Falzon
Event Planner
California Teachers Association
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Original Message:
Sent: 05-13-2020 12:40
From: Loretta Peterson
Subject: Tip of the Week #5: Registrant Information and Session Emails
Hi @Beline Falzon
How did your testing go?
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Loretta Peterson
Event Associate
CDW
Original Message:
Sent: 05-08-2020 13:45
From: Béline Falzon
Subject: Tip of the Week #5: Registrant Information and Session Emails
Hello,
We were hopeful that we'd be able to use the Webex integration, however we ran into a snag because our Webex company license is accessed via SSO.
So now we are planning on using the Registrant Information field to send the webex links to the attendees! We are running tests right now and crossing our fingers for it to work...
Best,
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Béline Falzon
Event Planner
California Teachers Association
Original Message:
Sent: 05-06-2020 11:17
From: Dan Tobin
Subject: Tip of the Week #5: Registrant Information and Session Emails
Hello Cvent Community!
For this week's edition of Tip of the Week, we wanted to focus on ways you can utilize existing features within your Cvent event to enhance the attendee's experience! There has been a huge shift to virtual events in the past weeks, however a lot of planners are still looking for the best way to send out webinar details or specific session details, while keeping it secure for your attendees and concise in your reporting.
- Whether you are using Sessions or Admission Items for your virtual event, you can utilize the Registrant Information field within the Additional Information section of the Advanced Settings tab.
- This field allows you to enter in details/text, whether that be directions to access the webinar or even the link itself for the specific breakout session. It can be entered as generic text and can also render the hyperlink when you include the necessary HTTPS front.
- You can then include the Registrant Information or Current Registration data tag in your emails, and this will format to include everything from the Admission Item, to Sessions, to Guests and Registration Questions.
- The great value of this field is that it will only populate for those registered, so you are not sending out the details to non-registrants, whether that be for security purposes or to keep directions clear for your many invitees.
- The next feature we suggest looking at are Session Emails. Using Session Emails allows you to reach out to the correct audience without putting in loads of manual effort, which we know is key for our planners.
- You can choose from audience types such as "When someone registers for a session," or "At a date and time relative to the associated sessions."
- As you can see from some of the audience types, you can create just one or a couple emails, and then associate multiple sessions if they all have similar content.
- Within Session Emails, there are particular data tags that will populate based on the session's information. A few great ones to use would be:
- Session Name
- Session Start Time
- Session Registrant Information
- Session Calendar Link
- You can get creative with how you make use of these emails! Whether they are just sent once as a confirmation once an invitee registers, or you use them for reminder emails leading up to your virtual event, or even post-event to send out a session feedback survey, they are sure to provide value and the essential information for your invitees.
Have you used either of these features before, whether for a virtual event or a different capacity entirely? If so, be sure to reply here to share your best practices and any additional tips you may have. If you have other ideas to assist in the process of moving your event virtual, add them here, too!
#EventApp-Building/managing
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Dan Tobin
Client Success Advisor
Cvent
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