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Unique Cvent Use - Home Shipments

  • 1.  Unique Cvent Use - Home Shipments

    Posted 06-18-2021 18:53
    - Job Title: Employee Experience Manager
    - Event Description: Partnership Celebration Swag
    - Event Dates: April 2021
    - Phase of Event Planning: Post-Event
    - Type of Event: Online and Individual Home Shipments
    - What Worked for You: I don't know how I would manage 10,000 orders without internal fields and Cvent emails. Using these two Cvent features together saves me so much time. I have to send out tracking numbers, shipping addresses, shipping updates, etc. and they all have to be customized for each person based on their information. 
    - What to Avoid: I did not allow registration modifications so I had to individually edit 200+ address and shirt sizes. I wish I could find a way to better prevent cvent emails going to our employees' junk/spam folder. 

    #ShareandTell

    #Miscellaneous

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    Katie Dreifus
    Employee Experience Manager
    loanDepot
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  • 2.  RE: Unique Cvent Use - Home Shipments

    Posted 06-23-2021 13:08
    Edited by Rachel Sigley 06-23-2021 13:08
    Manual edits doesn't sound great! Would sending a form/'survey' to fill out and have those as fields have helped?

    For the employees part have you talked to your IT department about whitelisting the email address? Our employees wouldn't get our emails either so we had to have our IT dept do something on their end to always allow the emails thru to the main box.

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    Rachel
    NJ
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  • 3.  RE: Unique Cvent Use - Home Shipments

    Community MVP
    Posted 06-29-2021 09:50
    I am wondering if having them fill out an Inquisium survey for mailing addresses and shirt sizes would have been helpful, or do you feel like it was easier right in the registration process?

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    Lori Wildman
    Senior Marketing Manager
    DuCharme, McMillen & Associates, Inc.
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  • 4.  RE: Unique Cvent Use - Home Shipments

    Community MVP
    Posted 06-29-2021 10:02
    My edits are semi-manually.
    I often need to correct the spelling of names.
    First names are automatically populated but often people go by a different first name.

    So...
    I need to replace the first name with their preferred name.
    Cvent should really be using 'nickname' rather than first name  unless nickname is blank, but that is another suggestion I have made. :)

    I export my attendees. Fix the names in excel and import back into the address book. This will only work for invitees, not guests.

    Emails going into spam or being rejected is an ongoing problem since we are using our our email addresses sent by a different email server.


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    Steven Schlossman
    Jack of all trades. Master of none.
    BMW Car Club of America
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  • 5.  RE: Unique Cvent Use - Home Shipments

    Posted 06-30-2021 08:48
    Steve
    Agreed, I worked for a company that built their own registration system, an option was included during registration of Preferred name on badge.  This alleviated most badge reprints on site.

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    Sherry Mountford
    Sr Director Tradeshow Events
    Asembia
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  • 6.  RE: Unique Cvent Use - Home Shipments

    Posted 06-30-2021 11:32
    I do the same thing. Most of our events like this are smaller so it's an export and fix. Or I simply open the document and adjust.  I have started to use Qualtrics for some things and the fact you can customize questions and items.  I found this to be really helpful for an event we did NOT use Cvent for and name badges.  I used Preferred First Name and Last name.  I had minimal reprints day of.

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    Lesley Irminger
    University Events and Office of Communication Events Coordinator
    George Mason - Office Of University Events
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  • 7.  RE: Unique Cvent Use - Home Shipments

    Posted 06-29-2021 14:08
    Hi Katie,

    As of May 2021 you can now import modifications in bulk! I hope this steps are helpful and I've attached the article as well for reference: https://support.cvent.com/apex/CommunityArticle?id=000002496


    Importing Registrations in the Classic Experience

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    Got a stack of offline registrations to process? Don't add each one individually. Import up to 500 registrations at once by following the steps below.
     
    NOTE: This feature is intended for modifying existing registrations, recording new and Waitlisted ones, or re-registering Cancelled registrants in bulk. Registrants do not need to be added as invitees prior to importing.

    1 Ensure your event is active. You must launch your Flex or Classic event before you can import registrations.
     
    NOTE: These instructions are for the Classic Experience. If you're using the New Experiencereference this article instead.

    2 Access the Registrations Import. Hover over Invitee Management and, under Import, click Registrations.
     
    NOTE: If you're not seeing this option, check to make sure the event is in Active status. Still not displaying? Submit a case to have it enabled in your account.

    3 Establish the import settings. If you're using multiple registration paths, choose a path. If multiple email invitations are enabled, specify which list these registrants should be added to.
     
    NOTE: Any registrations imported without a value in the Registration Type column will automatically be assigned "No Registration Type," regardless of which registration path they are imported to.

    Determine if a confirmation email should be sent to the registrants. Use the radio buttons to select whether to match these registrations to existing contacts by email address or source ID.


     4 Download the sample file. Click Download a file, and save the sample.
     
     User-added image
     
    Locate it on your computer or network. Then right click, hover over Open with, and select Microsoft Office Excel.

    5 Prepare your data to import new registrations. Do not delete anything in the first row. These are the column headers. All other rows should contain specific values for each column. Reference the following for additional formatting changes:
    • First Name, Last Name, Admission Item, and either Email Address or Source ID are required for every row.
    • Up to 500 registrations can be imported at once.
    • If you're not using Registration Types, leave that column blank.
    • If you're importing custom contact fields, you'll need to add the fields to your event prior to importing.
    • If you're importing guests, you can only do so when matching by email address. You'll also need to ensure that you've added the Guest widget to your registration process, and fill out the Primary Registrant column within the import file. This will link the guest to the primary registrant, creating the guest invitee record in your event.
    NOTE: Guests cannot be imported in Classic events.

    After adding your data, save the spreadsheet as a text file (.txt) or Excel workbook (.xls or .xlsx).
     
    NOTE: General registration questions can be imported. However, you cannot import admission item questions, session questions, and travel questions. These will need to be updated individually from the invitee's record. 
     
    Or, prepare your data to modify existing registrations. Importing modifications will allow you to exceed item capacities, and skip required fields and questions. However, the import process will still follow the registration path settings and advanced rules. For example, you cannot import registrants into a registration path where their corresponding registration type is not associated.

    Prior to reporting, you'll need to confirm that registrants are in Approved status if Registration Approval enabled, and that widgets, such as a session or donation item, are on the canvas in the Site Designer on the registration path you're importing to.
     
    Once you're ready to import the modification, do not delete anything in the first row. These are the column headers. All other rows should contain specific values for each column. Reference the following for additional formatting changes:
    • First Name, Last Name, Admission Item, and Email Address are required for every row.
    • Up to 500 registrations can be imported at once.
    • Blank values in the import file will not overwrite existing values in a registrant's record.
    Reference this list of fields and items that can be included in a modification import file.


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    Chelsea Benge Ostoich
    Events Software Specialist
    cbenge@leadingre.com
    LeadingRE
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