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Validating Invitees

  • 1.  Validating Invitees

    Posted 03-09-2022 15:06
    We're planning to use Cvent to take RSVP's for an event we're holding.  It's important that the invitations we're sending out are not passed along by the invitee to someone else.  I need to figure out how to validate an invitees registration against the list of invitees.  Any help will be GREATLY appreciated!
    #Flex-Creating/ManagingEvents

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    Mary Shaw-Delaney
    Bahamas Paradise Cruise Line
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  • 2.  RE: Validating Invitees

    Posted 03-09-2022 15:16
    We are doing the same thing right now. I know of two ways to do this - either upload the invitee list and restrict registration to those on the list; or, use the registration approval option (this is the one we went with). Every time someone registers, you would get notified and have to approve the registration in order for them to be confirmed. We've never used this option before so I can't give any opinion about it. I do know you can add more than one person as the approval person; we have two people able to approve registrations. I hope this helps.

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    Jayne Ferro
    Support Staff Specialist
    NYSUT
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  • 3.  RE: Validating Invitees

    Posted 03-09-2022 15:20

    Thanks Jayne!  I'm actually one with the help desk at the moment.  I'll post the solution they recommend when we're done.

     

    Mary Shaw-Delaney

    Sr Manager of Sales and Partner Relations

    Bahamas Paradise Cruise Line

    431 Fairway Drive, Suite 300
    Deerfield Beach, FL 33441

    mshawdelaney@cruisebp.com

     






  • 4.  RE: Validating Invitees

    Posted 03-09-2022 15:24
    Edited by Steven Schlossman 03-09-2022 15:25
    All of our events are restricted to members and only those on the invite list can register.

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    Steven Schlossman
    Jack of all trades. Master of none.
    BMW Car Club of America
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  • 5.  RE: Validating Invitees

    Posted 03-09-2022 15:33
    Hi Steven, do you ever have issues with members not using the email address that you have on your invitee list? I"m just curious because I have used that method as well; it is actually easier when we have a pre-defined list. But, some people have multiple email addresses and they get frustrated when they try to register using the wrong email address. That being said, you'd think they would use the one that the invitation was sent to.

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    Jayne Ferro
    Support Staff Specialist
    NYSUT
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  • 6.  RE: Validating Invitees

    Posted 03-09-2022 16:03
    Hi Jayne, 
    We also restrict invitations to the invitee list and sometimes have that issue. I changed the language in the popup box that they get if they can't register, so now it says something like "Please check you are registering with the email address on your invitation". 

    I know that you have to go to the Marketing>Language Management tab in the event dashboard to edit the language. I think the popup is called "EventGuestSide_PrivateEvent_Error_Message__resx"

    Hope that helps!


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    Andi Blumenau
    Communications
    MIT Deshpande Center For Technological Innovation
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  • 7.  RE: Validating Invitees

    Posted 03-09-2022 16:08
    Andi, thank you! I never thought about changing the pop-up language there but I'm going to do that in the future. That will make all the difference and the invitees won't get frustrated.

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    Jayne Ferro
    Support Staff Specialist
    NYSUT
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  • 8.  RE: Validating Invitees

    Posted 03-09-2022 16:24

    What a great tip!  Thanks Andi!

     

    Mary Shaw-Delaney

    Sr Manager of Sales and Partner Relations

    Bahamas Paradise Cruise Line

    431 Fairway Drive, Suite 300
    Deerfield Beach, FL 33441

    mshawdelaney@cruisebp.com

     






  • 9.  RE: Validating Invitees

    Posted 03-09-2022 16:33
    If you enter names and email addresses into the invitee list, you can just send an invite directly through cvent. Then they just need to click yes or no.

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



  • 10.  RE: Validating Invitees

    Posted 03-10-2022 10:37
    I agree, Steven. It is so much easier that way but each department usually wants to send out their own material. I love it when I can use the invitations though. 
    On another topic, has anyone had a problem with admins that register someone, their boss for instance, and then uses that same email (a generic email like wtcoffice@xxx.org) to register a different person for another event which, of course, changes the name of the original person to the new person? Even though a warning comes up? I've had that problem too. The original person shows up for his/her event and that name is nowhere to be found because it is now the new person. Not a pretty scene onsite.  I do add text that tells them to use their own, individual email address when they register but . . .

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    Jayne Ferro
    Support Staff Specialist
    NYSUT
    ------------------------------



  • 11.  RE: Validating Invitees

    Posted 03-09-2022 16:47

    Our events are strictly for public agency members.  Some of them are elected officials who will use whichever email occurs to them first.  This group may use their City, personal, or business (where they work) email.  Some registrants are registered by a point person for the City and they sometimes enter an incorrect email address, or misspell the name, etc.  Our starting point is an import of contacts from Dynamics CRM.  We de-dupe our contacts in Cvent monthly due to all this noise.  Anyone else encounter this and what are you doing to reduce the admin overhead of de-duping your contact list?

     

     

    *As a reminder, our offices are closed on Friday

     

     






  • 12.  RE: Validating Invitees

    Posted 03-09-2022 16:58

    We use the registration approval method for our events that are limited to 30 attendees.  It is perfect for our goals. 

     

    We only cater to public agencies.  Our events are always over-subscribed.  We send out an email to the target audience who then "request to register" by starting the registration process in Cvent.  We then sort through the group and approve the mix of registrants based on preapproved factors.  This has been an awesome tool.

     

     

    *As a reminder, our offices are closed on Friday