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Tracking your emails in Cvent

  • 1.  Tracking your emails in Cvent

    Cvent Staff
    Posted 10-13-2021 11:24

    Hello everyone! Another edition of Tip of the Week coming your way. Let's discuss emails – it is important to get your message out there, whether you are sending event invitations, reminders, pre-event info, or otherwise. But are you taking the necessary steps to double check all emails were sent, received, and reporting on which were opened? Keep reading for some helpful reminders on how to track your emails!

    • Confirm emails were delivered via Email Details report
      • This report gives you a view of how many emails were sent, which means successfully arrived in inboxes, or undeliverable, which means they were blocked or bounced back.
      • If an invitee is listed under the Sent category but still cannot find the email, ask them to check their spam/junk folder to verify.
      • The Emails Summary report is also helpful for a broader view.
    • Avoid the spam folder
      • Follow legal requirements including Cvent's Terms of Use, Canada's Anti-Spam Law, or CAN-SPAM Act.
        • These encourage you to include unsubscribe or opt-out options in your email content.
      • Do not use too much formatting or marketing lingo, such as caps lock, extra punctuation, words like Free or Click Here, or excess tables/images.
    • Follow the steps in this article to get your emails whitelisted
      • For more technical assistance or questions when it comes to your emails, speak with your Cvent account team or Cvent Support.

    Questions for You:

    • What type of emails have the most successful delivery or open rate for you?
    • Share any additional Cvent email tips with your peers! 


    Let us know your experiences or questions below. #CventTip


    Danni Czark
    Assistant Team Lead, Online Community Marketing

  • 2.  RE: Tracking your emails in Cvent

    Community MVP
    Posted 10-20-2021 12:39
    Hi Danni! 

    Lots of good practices outlined in your post. I would add to check you are selecting the right audience when creating new emails! Especially if you are using more than one invitation list. 
    I think it will come to no surprise that the email we send from Cvent that gets the best open rate is the Registration Confirmation Email. Even people who end up not attending (and so not opening their Attendee Hub email) open the registration confirmation email. In terms of more marketing oriented emails, our open rate hovers around 20%, which is decent! 

    Béline FALZON
    Conference Program Specialist II
    California Teachers Association

  • 3.  RE: Tracking your emails in Cvent

    Community MVP
    Posted 10-20-2021 13:35
    Thank you for the link to all the IPs and domains to whitelist. We have actually created a letter that our clients can provide to their IT team requesting that we be whitelisted.

    Lori Wildman
    Senior Marketing Manager
    DuCharme, McMillen & Associates, Inc.

  • 4.  RE: Tracking your emails in Cvent

    User Group Member
    Posted 10-20-2021 15:58
    I am more likely to open an email, when the subject line has the company name and maybe a reason for the email. I shy away from emails that come from generic emails like gmail or yahoo, if it has the business name in the email I'm more likely to open it and give it a read. My advise on not going to the spam folder would be to keep your emails short with no attachments. If all else fails pick up the phone and follow up to see if their company has sophisticated email blockers that keep unknown senders out.

    Teresa James
    Director of Sales & Marketing
    DoubleTree by Hilton Gainesville

  • 5.  RE: Tracking your emails in Cvent

    Posted 10-21-2021 07:46
    The emails that I find that are opened the most are ones with important subject lines such as: Know Before You Go, Urgent Pre Arrival Information, Please Complete Prior to Arrival. In my organization, we do run reports often to ensure that emails went through and that they were open. We try calling individuals to get an updated email address if we see that certain people are not receiving the emails we are sending.

    Heather Alvarez
    Meetings & Events Coordinator Sr.
    Arthrex, Inc.

  • 6.  RE: Tracking your emails in Cvent

    User Group Member
    Posted 10-21-2021 09:34
    Lots of great tips here! One thing that we try to do is be cognizant of cadence. We want the message to get across, but not flood inboxes. We try to make sure the emails are relevant to the audience, highlight key events of interest, and keep them short and sweet so that the critical message/action item requested gets across.

    Bouran Qaddumi
    Cajun Operating Company d/b/a Church's Chicken

  • 7.  RE: Tracking your emails in Cvent

    Posted 10-21-2021 12:38
    Thank you for the tips! Many times in Cvent you just need to know what buttons to turn on so that you can report on it. Having an eye-catching subject line is the most important with having a high click rate.

    Eva Roig
    Implementation Specialist EMS/Cvent Program Coordinator
    The Commons Learning Center at The University of Texas at Austin

  • 8.  RE: Tracking your emails in Cvent

    Posted 10-22-2021 11:28
    We try to make sure our emails are relevant! I don't want to send emails that re just going to clutter up someone's inbox just to keep our name out there.

    Amy Zientek
    Director Of Sales
    Visit Lubbock The Convention and Visitors Bureau

  • 9.  RE: Tracking your emails in Cvent

    Community MVP
    Posted 10-22-2021 15:02
    Hi Danni and Cvent folks,

    Not only do we track out open rates (Q3 average =20%), but we also track our hyperlinked call-to-action items within our emails with Click Tracking.

    Click tracking was useful for A/B testing to determine when to send virtual event reminders that include join buttons and we've used it to track topical interest.  For example, we had a Thank You email that contained three images with embedded links videos.  We tracked topical interests based on the click-throughs.

    On another note, we have been taking creative license with our register buttons in the Cvent email invitations.  Instead of "RSVP Now" or "Register Now", we are using content tied to specific activities.  Several examples:

    Golf Outing:  Fore! Save My Spot
    President's Achievement Virtual Celebration (Event that recognizes our top sellers):  Let's Celebrate!

    Thanks for sharing, everyone!

    Loretta Peterson
    Events Associate

  • 10.  RE: Tracking your emails in Cvent

    Posted 10-25-2021 05:56
    Thanks Dani, great tips. 

    The emails have the most successful open rate before the event for us are the ones where we include the invoice, so we try to send useful information on he same email.  After the event, the same happens with the email that includes the certificate of attendance. Something we have tries in the past is that they need to complete the feedback form in order to receive the certificate  of attendance :)

    Laura Maestro
    Nexia International

  • 11.  RE: Tracking your emails in Cvent

    User Group Member
    Posted 10-25-2021 08:53
    • What type of emails have the most successful delivery or open rate for you?  Registration Confirmation for sure
    • Share any additional Cvent email tips with your peers! We utilize templates to reflect our company info.

    Mary Ann Hall
    Event Specialist
    Federal Reserve System

  • 12.  RE: Tracking your emails in Cvent

    Posted 10-25-2021 09:29
    Thank you for the tips. I tend to find the "open rate" a little misleading. It is my understanding that the email is marked as "opened" when the email server downloads the graphics from Cvent (please correct me if this is wrong). Some email servers download the graphics right away when someone clicks on the emails, making it a true "open," but others have their systems set to not download the graphics. For those, the user has to physically click on "download images in email" to see the graphics and thus, show an "open" status in Cvent. This isn't required in order for them to read the email message. I especially noticed this when I pulled the list of those who hadn't "opened" their email, but somehow still managed to register for the event when the invitation email was the only to register.

    Because of this, I'd suggest looking at the user's status before reaching out to them if their invitation email isn't showing "opened."

    Jill Campbell
    Cvent Specialist
    Chubb INA Holdings Inc

  • 13.  RE: Tracking your emails in Cvent

    Community MVP
    Posted 10-25-2021 10:03
    Spot on, Jill.  Also, recent email marketing buzz is that IOS 15 Mail Privacy Protection will be impacting open rates - google it for more information.  ​

    Loretta Peterson
    Events Associate

  • 14.  RE: Tracking your emails in Cvent

    Community MVP
    Posted 10-25-2021 09:31
    WOW, Such great tips on this one!  Thank you all so much for the tips and idea's!  Appreciate this weeks post !!!!

    Colleen Beck
    Director of Sales & Marketing
    The Westin Tampa Bay

  • 15.  RE: Tracking your emails in Cvent

    Posted 10-25-2021 12:07
    These are very good tips. One thing that I do is resend an email with a different subject line to those that didn't open the first email. And something else I learned, not every email is meant for everybody. Groups are important to be sure your email is going out to the proper target audience.

    Sheila Hanna
    Project Manager
    Denise AAmber Lee Foundation