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Tip of the Week #17: Internal Information is Your Secret Tool!

  • 1.  Tip of the Week #17: Internal Information is Your Secret Tool!

    Cvent Staff
    Posted 07-29-2020 11:44
    Edited by Danielle Czark 07-29-2020 11:57

    Hi, Cvent Community! For this week's edition of Tip of the Week, we bring to you the many wonders of Internal Information. This feature can be used in so many versatile ways to support your events and we feel every Cvent user should know about it. Like it sounds, this feature is used when you need to add information to an invitee's record, but keep it internal. If you are familiar with Registration Questions, they are formatted in a similar way, except you as the event planner are inputting the answers for your registrants. To take it to the next level, if the information does not necessarily need to remain internal but needs to be controlled by you, you have the ability to populate this in various aspects of the attendee experience.

    To add internal information in your event, navigate to Website & Registration > Surveys > Internal Information. The first step is to add your questions, which can be in many formats such as single answer or text field. Once the questions are added, you can decide how you want to add the responses – will it be one-off in an invitee record, or in bulk through an import?

    Now that the questions and responses are added, here are a few ways the information can be used:

    • Reporting: If you are keeping this information internal, such as stating if the invitee is a VIP, you can simply view the data through the invitee record or through your registration reports. You can add the field into several reports – my personal favorite is Registrant Details.
    • Email Data Tag: On the other side, if you are not keeping this information internal but needed to be the one in control, you can add the details as a data tag and populate the information in attendee communications through Cvent emails. With the new normal of virtual events, there are so many new details that you may need to provide to an attendee, whether that is in a know-before-you-go email or even a post-event email. A creative way we have seen internal information used through virtual events is to assign break-out and networking groups or topics, and then during the virtual event you join the group that you were randomly assigned!
      • When adding the data tag in your emails, search for "Invitee Answers" and select the Internal Information question.
    • Certificate Data Tag: Similar to emails, you may want to include the Invitee Answers data tag in another format. If you send out certificates to your attendees and need to add personalized details, you can add Internal Information questions relevant to their certificate and credits and then add the Invitee Answers data tag. If you have not created certificates through your Cvent event before, these can be accessed in Website & Registration > Onsite > Badges and Certificates. Once you design the certificate and add your internal information details, you can add the Certificate Link data tag to your post-event or feedback email to ensure only attended registrants receive it.

    What are other creative ways you have used this feature before? Have you used it in new ways since moving to a virtual event, or plan to use it for a future hybrid event? We would love to hear any recommendations or use cases – post below to share! Don't forget to click Recommend if you found this helpful. 

    As always, let us know if you have any questions. #CventTip


    Danni Czark
    Senior Associate, Online Community Marketing

  • 2.  RE: Tip of the Week #17: Internal Information is Your Secret Tool!

    Posted 07-30-2020 08:49
    We love the internal information tool, and we use it in a few different ways:

    • On large incentive trips, we use it to more closely match up the guest registration data with the invitee so that we can more easily keep them together when send the spreadsheets off to vendors for creating name badges, tickets to tours, seating for awards dinners, etc. After registration is complete we re-import a spreadsheet that has all of the guest registration information on the same line as the invitee.
    • We just used it in April & May when we cancelled our three largest incentive trips in order to keep track of trip payout amounts for the reporting that we sent to our travel accounting department. A lot of people also had to cancel tickets that were already booked, so we had to track who had done it and who was outstanding.
    • On cruises, we use it to send out attendee booking numbers in a "before you go email" so that they can pre-register on the cruise line's website.
    • On virtual events, we upload before registration so that we know who each person's assigned account rep is. We use it for sorting and to make sure the account reps are getting folks to register.
    • Also on virtual events, we use it to send out CEU voucher codes and Uber Eats gift cards afterwards.
    • And in so many other ways...

    Lauren Becker
    Travel, Meetings & Incentives Web Content Coordinator

  • 3.  RE: Tip of the Week #17: Internal Information is Your Secret Tool!

    Posted 06-21-2021 10:42
    We use internal information to note:
    - billing information relative to a hotel stay
    -  approvals for acceptance outside the usual criteria
    -  extra/unusual communication with the registrant
    Anyone on the meeting planning team can check the internal information and it stays with the registrant's record.

    Brenda Chmiel
    Meeting Planning Coordinator
    Allergan Aesthetics, an AbbVie Company

  • 4.  RE: Tip of the Week #17: Internal Information is Your Secret Tool!

    Community MVP
    Posted 06-21-2021 15:18
    I used to use survey questions to keep track of data I needed for each registration. Then I found Internal Questions. A much better solution.
    Survey questions was visible in confirmation emails, something I never really wanted.
    Internal questions eliminated that issue.

    Steven Schlossman
    Jack of all trades. Master of none.
    BMW Car Club of America

  • 5.  RE: Tip of the Week #17: Internal Information is Your Secret Tool!

    Posted 07-15-2021 09:22
    I've used Internal Information fields a lot in the past. The problem I have with Internal Information fields now is that they can't be pulled into the new reporting "Invitees and Registrants" report. I would use them to list things such as the "Host" or "Invited by email" so we know who to follow up with if someone isn't responding to an invitation, but we don't have the option to pull the Internal Information fields into those reports. Am I pulling the wrong reports?

    Instead, I'm having to utilize our Custom Contact Fields which is a waste because we are limited to how many of those we can have. Is there something else I should be using?

    Jill Campbell
    Cvent Specialist
    Chubb INA Holdings Inc

  • 6.  RE: Tip of the Week #17: Internal Information is Your Secret Tool!

    Posted 07-15-2021 13:31
    Hi Jill,

    If you click the "Show Report Presets" dropdown link underneath the Invitees and Registrants report, you can find the "Invitee and Registrant Details" report, which will allow you to access all of the custom event fields, including internal information.

    Lauren Becker
    Web Content Coordinator

  • 7.  RE: Tip of the Week #17: Internal Information is Your Secret Tool!

    Posted 07-15-2021 16:11
    Great, thank you! I usually use that one and I couldn't find the option for Internal Information. I appreciate your help!

    Jill Campbell
    Cvent Specialist
    Chubb INA Holdings Inc