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  • 1.  Add to Calendar Widget

    User Group Member
    Posted 08-19-2022 11:23
    When using Add to Calendar, is there a way to select an Admission Item instead of either the Event or the Session?  I have an event where they can choose either the in-person admin item happening one week or the online admin item happening another.  Currently I have the Add to Calendar widget on the Registration Confirmation page and it only post the second date range.
    #Flex-Creating/ManagingEvents

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    Ellen White
    Outreach and Training Specialist
    Electronic Theatre Controls, Inc.United States
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  • 2.  RE: Add to Calendar Widget

    Cvent Staff
    Posted 08-23-2022 15:38
    Hi Ellen,

    Currently, we only have the Add to calendar option for the entire event or individual sessions. As a workaround if you want to allow invitees to download a calendar for the Admission items, you can create a similar Optional session with the same name and add the same date & time as the Admission item.

    Once the sessions are created you can navigate to Registration > Admission Item > Click on the Admission item name > Advanced Settings > Edit > Select the respective session under associated session and save. This needs to be repeated for all Admission items.

    By doing this when an invitee selects an Admission item, they would be automatically registered for the associated session with the same date and time and then they would get an option to download that session's calendar which would be the same as Admission item.

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    Megan Clark
    Assistant Team Lead, Online Community Marketing
    Cvent
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  • 3.  RE: Add to Calendar Widget

    User Group Member
    Posted 2 days ago

    Hi Megan,

    I think I am running into a similar situation. I am working on an event which is happening in different states. Each state will have the same sessions. There are a total of about 16 sessions. The only difference is that the sessions will have their own room numbers and location for each state. The content, the speaker all will be the same for all locations but only thing that is different is the room number and the place. The client's ask is that when the registrant registers for the event and clicks on the add to calendar option, they should be able to see the room number on their calendar. This is why we will have to duplicate sessions for each state. I was thinking of creating an admission item and adding the location and room number to it if possible then in the advanced settings adding all the sessions to each admission item. basically each admission item will represent each state! I hope this makes sense. I really don't want to duplicate sessions, because if I do that then I will also have to duplicate speakers to link to the duplicate sessions!



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    Swati Balani
    Project manager
    Capital One Services, LLCUnited States
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  • 4.  RE: Add to Calendar Widget

    Posted 2 hours ago

    hi Swati,

    I'm also planning a similar type event where it's all in person occurring across the US on 1 day.  I've actually uploaded the room names/numbers under Session Locations and created admission types by regions (West, Central, East) and aligned those cities under the regions for ease of session selection. Also, made it where they just download the session calendar info.   So far in testing it has worked but will be doing final testing in the next week but not sure if you want to try to upload the session locations.



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    Jenn Wang
    Global Virtual Event Manager
    Ernst & Young LLP
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  • 5.  RE: Add to Calendar Widget

    Posted yesterday

    I run into this sometimes, too. What I end up doing is creating a calendar invite in Outlook that has the correct time and location, then saving the file. Then I upload that file to the event's documents and get the URL. 

    The next part is to duplicate the registration confirmation email. If you do this, instead of using the default one, you get more options in the Advanced Settings tab. You can set a filter so that only people who select a certain Admission Item gets that particular confirmation email. Then I insert the URL for my Outlook calendar invite into the Add to Calendar button (I don't use the widget).

    Then you can do this for each of your Admission Items. Be sure to turn off the original registration confirmation email. It ends up being a lot of emails if you have numerous Admission Items, but it's a nifty little workaround.



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    Lauren Becker
    Senior Event Technology Coordinator
    Aflac
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  • 6.  RE: Add to Calendar Widget

    User Group Member
    Posted yesterday

    Thank you, Lauren! This is a great workaround!



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    Tori Martinez, Cvent Certified
    Event Technology Specialist
    Direct Travel
    United States
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  • 7.  RE: Add to Calendar Widget

    User Group Member
    Posted yesterday

    Thank you so much Lauren! I would give this a try!



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    Swati Balani
    Project manager
    Capital One Services, LLCUnited States
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