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Efficiently Manage your Registrations

  • 1.  Efficiently Manage your Registrations

    Cvent Staff
    Posted 27 days ago

    Hi, Community members! Back with our next Tip of the Week.

    For this week's edition, we're going to cover some best practices when it comes to managing your registrations. Whether that be virtual, hybrid, or a mix of both, registration can get complex and it's important to stay on top of it. Often, that involves assisting your invitees & registrants directly, or confirming that they know how to register and access your event. Read on for some helpful suggestions:

    • Sometimes, it's easiest to take the action for your registrant. That's where either registering or modifying on their behalf comes into play.
      • To register on behalf of an invitee, access your event > Invitee Management > Quick Action > Register Invitee. You can fill out the details and continue through the process, then click Submit to complete the Flex registration.
        • When using planner-side registration, you have the option to skip required fields.
        • You have the ability to Edit Prices for the registration if you were charging this invitee less perhaps.
        • You also have different payment options – No Payment, Offline Payment, and Online Payment. This grants more flexibility if on the guest side there is a required method, such as online payments only.
      • To modify an existing registrant on their behalf, navigate to Invitee Management > Invitees & Registrants > Select the registrant > Registration dropdown > Modify Registration. You will then be brought to planner-side registration where you can make the necessary changes, whether that be as simple as updating their address or entirely changing their agenda and amount due.
    • Is someone cancelling or modifying part of their registration? When a refund is needed, you may need to take these steps.
      • Similar to the above, when changes are made, depending on your refund policy you may need to get involved.
      • Complete a refund by navigating to Invitee Management > Invitees & Registrants > Select the registrant > Orders & Payments tab > Select the dropdown arrow next to the item that needs a refund > Adjust Order Amount > Enter $0 if they are being fully refunded or otherwise the new price in the New Amount field > Save > Hover over Actions > Submit Refund > Enter Refund Amount > Select Online or Offline as the Type > Submit.
    • Not sure if the registrant received your event reminder email with the link to log in? Confirm the emails were delivered, and even opened.
      • Review this helpful report to track your email delivery: Navigate to Reports > Email Reports > Email Details > Click the arrow next to the email name > View Sent and Undeliverable statuses.
      • To drill down further, click the arrow next to the status to see the registrant details, including the date and Opened: Yes or No field.
    • Attendee having trouble with their video in the Attendee Hub? Try these solutions.

    Questions for You:

    • How has the Cvent platform helped you/your team become more efficient when managing registration?
    • What else is a standard process between you and your registrants when launching and managing registration?

    As always, let us know your thoughts and experiences below! #CventTip

     

    If you enjoy these weekly tips and learning through the Community, be sure to join us for our Ask the Expert session on virtual & hybrid events in the Attendee Hub. The live session takes place tomorrow, May 20 at 11am ET, but you can post your question for our Cvent Professional Services experts at any point between now and then! 


    #Flex-Creating/ManagingEvents
    #ManagingVirtualEvents

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    Danni Czark
    Senior Associate, Online Community Marketing
    Cvent
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  • 2.  RE: Efficiently Manage your Registrations

    Posted 21 days ago
    • How has the Cvent platform helped you/your team become more efficient when managing registration? Its helped us consolidate preferences and requests as well as keep better track and cross reference. Some of our registrations are for marathons/races and we like to ensure there's a fair break up of people who get in so we can better look at historical data. It also helped a lot during the event in post-registration reports. Rather than consolidating many excel lists from all different people checking in we had switched to electronic check-in and had more accurate reporting in real-time

    • What else is a standard process between you and your registrants when launching and managing registration? We provide emails and follow up from the day of reg launch through the event and are sure to include in each email an option for them to change or modify their registration


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    Rachel
    NJ
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  • 3.  RE: Efficiently Manage your Registrations

    Community MVP
    Posted 21 days ago

    • How has the Cvent platform helped you/your team become more efficient when managing registration?

    Using the reporting portal allows me to provide real time access to those volunteers and staff who need to see their reports. In the old days I'd run the report and email them. Volunteers work in the evenings and it's important that they have the reports when they need them.

    Our registrations ask a lot of questions. Particularly session questions. I will use sub questions. Something like, are you driving? The answer is either Yes or the attendee leave it blank. No need to include No as an option, If the person answers yes, a series of questions pops up. Less clutter in the page that way.

    Multiple registration types and paths allow me to turn 3 event registrations into one. Each type/path has may have a different look and feel with all reports being combined.

    • What else is a standard process between you and your registrants when launching and managing registration?
     Stakeholders and staff generally don't respond to my requests for tests. And if they do register, they are just too close to the event to see the registration in the eyes of an invitee. I'll send test registrations to a select number of invitees. Often my most vocal critics. After moving to live, I'll do a soft launch and have them register again. They will notice that I forgot to turn off, pay later or I'm giving everyone a 100% discount. :) Both has happened. Much easier to fix issues when there are only 6 registrations.

    In my confirmation and modification email I have explicit instructions how to modify a registration. We add sessions after launch all the time. I'll include screen shots of the modification process. Often I'll just modify their registration for them if their frustration level is high. :)

    #CventTip

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    Steven Schlossman
    Jack of all trades. Master of none.
    BMW Car Club of America
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  • 4.  RE: Efficiently Manage your Registrations

    Posted 21 days ago
    How has the Cvent platform helped you/your team become more efficient when managing registration? 
    Data at ease, drilling down to specific data.

    What else is a standard process between you and your registrants when launching and managing registration? 
    Working toward touchless registration check-in


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    Mary Ann Hall
    Event Specialist
    Federal Reserve System
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  • 5.  RE: Efficiently Manage your Registrations

    Posted 20 days ago
    • How has the Cvent platform helped you/your team become more efficient when managing registration?
    • We've been able to streamline the process and ensure we can build the registration page to ask the right questions, direct folks down the right registration path (to help us better manage attendee types, fee/no fee, etc.) and share information through reporting
    • What else is a standard process between you and your registrants when launching and managing registration?
    • Testing is critical, and we've been able to effectively plan out our timeline to factor in for testing. We also make sure to have a thorough communication plan in place to keep attendees informed


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    Bouran Qaddumi
    National Field Trainer
    Cajun Operating Company d/b/a Church's Chicken
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  • 6.  RE: Efficiently Manage your Registrations

    Posted 20 days ago
    • How has the Cvent platform helped you/your team become more efficient when managing registration?
      • Reporting and auto emails are such a time saver. Then I can add any special notes into the internal field for later use.
    • What else is a standard process between you and your registrants when launching and managing registration?
      • I don't let them modify their registration on their own because I don't really like the modification experience for the user. 


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    Katie Dreifus
    Employee Experience Manager
    loanDepot
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  • 7.  RE: Efficiently Manage your Registrations

    Community MVP
    Posted 19 days ago
    • How has the Cvent platform helped you/your team become more efficient when managing registration?
      • As soon as opening the event having the visual of how many registrants and in some cases how much money has been taken in has been invaluable. Then within the reports drilling down to gather specific numbers and sharing those among the team members keeping everyone on the same page
    • What else is a standard process between you and your registrants when launching and managing registration?
      • Getting the most out of the emails within the event. Save the date, invite, reminders, confirmation, and the thank you emails keep us engaged with the registrants and attendees at all steps of the event


    ------------------------------
    James Rose | Senior Web Developer and Content Management
    Digital Infrastructure
    Office of University Development | University of Michigan
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  • 8.  RE: Efficiently Manage your Registrations

    Community MVP
    Posted 19 days ago
    Hi Danni, 

    • How has the Cvent platform helped you/your team become more efficient when managing registration?
      • We are still working on it but we are linking up our third-party membership database to our contact library, so we can prefill a lot of our registration fields for our members.
      • That integration also allows us to use the custom logic on custom contact fields to only allow confirmed members through to their dedicated registration path and types. 
    • What else is a standard process between you and your registrants when launching and managing registration?
      • Test it once, test it twice, test it thrice! 
      • We create a whole slew of Reference ID links to disseminate on our various platforms, so we know who comes from where when registering. 
      • We have pre-written help text to help customers find registration nd information so we can answer emails quicker. 

    Cheers,

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    Béline FALZON
    Conference Program Specialist II
    California Teachers Association
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  • 9.  RE: Efficiently Manage your Registrations

    Posted 18 days ago
    How has the Cvent platform helped you/your team become more efficient when managing registration?
    Keeps us organized

    What else is a standard process between you and your registrants when launching and managing registration?
    Follow up emails between when they register and the event keeps the communication open.

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    Candice Ramer
    Marketing
    Balanced Scorecard Institute
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  • 10.  RE: Efficiently Manage your Registrations

    Posted 17 days ago
    • How has the Cvent platform helped you/your team become more efficient when managing registration? - we are able to track who visited, who opened the email and who hasn't. 
    • What else is a standard process between you and your registrants when launching and managing registration? Checked the invited report to see who hadn't registered yet. Plus emails to all unregistered attendees. 


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    Justina Hulen
    Events Director
    Republican State Leadership Committee
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  • 11.  RE: Efficiently Manage your Registrations

    Posted 15 days ago
    • How has the Cvent platform helped you/your team become more efficient when managing registration?
      • We managed to built a seamless process covering all our Compliance and privacy needs and targeting the information to be be collected from the different audience to improve our attendee journey.
    • What else is a standard process between you and your registrants when launching and managing registration?
      • The communication steps are now also pretty automatized through Cvent. We have standardized the email content by invitation list, providing a consistent brand experience


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    Maria Pedrosa
    Event Manager
    W.L. Gore & Associates
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