Chapter Cvent (Online Registration) Guide

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1 Chapter Cvent (Online Registration) Guide This document provides step by step instructions to manage online registration for your Chapter s Pay It Forward Tour. Please review this document thoroughly to gain a foundation of knowledge and understanding of our online registration system Cvent. We have done our best to set up your Tours for registration in a way that will minimize your use of the system. We will keep you posted with updates and changes as they occur over time. Here are the contents of this Guide: Logging into Cvent..1 Overview of Cvent Capabilities..2 Overview of Events Section 3 Overview of Events => Details Section... 4 Event time, date, departure location, event level alerts, launch event. Overview of Events => Agenda & Fees Section Price, time related discounts, financial aid discount codes, sessions (Tour) selection. Overview of Events => Registration Process.7 Modify information on registration pages. Overview of Events => Website & Invitation.8 Edit invitation and access weblinks. Overview of Events => s....9 Modify templates, add to invitation list, send s. Overview of Events => Manage Invitees..10 Modify registrations, manually enter new registrations. Overview of Events => Reports..11 Pull information regarding registrations and payments for your Tour(s). We understand that the system can be a little cumbersome until you are more familiar with it. We are here to explain or help you through anything at any time. Please contact Brian at or if you have any questions or would like assistance at anytime. Thanks!

2 Logging in to the Cvent Step 1: Enter the following address into your web browser: Step 2: Click on Client Log in at the top of the screen. Step 3: Enter your chapters login credentials: o Account: STLFMN001 o Username: Chapter s stlf.net address (i.e. o Password: yeahbud

3 Overview of Cvent Registration System 1. Item 1. Note the four main tabs across the top: Events, Suppliers, Contacts, Administration. o % of your work in Cvent will be housed under the Events tab. o Regardless of how many Tours your Chapter has, you will only have one event listed under the events tab. For multiple bus Chapters, the Tours are separated within the one event to help streamline management of the registration. Item Let s get started by clicking on the Event listed College Tour

4 Overview of Events Section The following will provide both a big picture overview and an overview of things you may need to know in each section. 1. Item 1. After clicking on the event, the first screen that appears will be an Overview page, complete with a summary of each section. Note the links to the several sections that appear just below the four main tabs on the top of the screen. Please take a few minutes to review the overview page to become familiar with the system capabilities. Item Your next step is to click on the Preview link on the top right. This will create a new tab that will allow you to preview the registration process from the registering participant perspective. You will not be able to complete a registration in preview mode, but you will be able to go through and view each step of the process. Please take a few minutes to go through the preview to review for any changes. 3

5 Events => Details 1. 3 Item 1 General Information. Edit Event Information such as dates, departure address, and times. Item 2 Alerts. Set up alerts to certain people notifications when students register for the Tour. Item 3 Event Administration. Launch or deactivate your Event. 4

6 Events => Agenda & Fees Below is an overview of each of the left side column areas that you may need to use. => Admission Items 1. Item 1 Fee Description. Edit the text that describes what is included in the fee in the registration process. Item 2 Tour Registration Fee. Scroll to the bottom of the admission items page and click on Tour Registration Fees. Here you can change the price, set time related discounts, or change the refund policy (currently set at $125 nonrefundable). => Sessions (Only applicable for Multiple Bus Chapters) The sessions feature allows registrants to select which Tour they want to sign up for. Each Tour is a separate session. Information and routes for all Tours are already set up for you, but here you can make any edits and changes to the Tour name, route, change the capacity, enable or disable a waiting list, or set up session level alerts. Be sure that if you change our route, make the changes in both Cvent and on the website. 5

7 => Additional Discounts (Managing Financial Aid) This section will help you manage financial aid through providing students a discount code one they are awarded financial aid. Students will be able to enter the code during the checkout and payment step of the registration process and pay the reduced rate. We have set up codes for 25% off and 50% off, and recommend that these be the two levels of aid awarded. If you need though, here you can set up additional levels of financial aid. 6

8 Events => Registration Process This section allows you to modify the registration process that participants experience when signing up for a Tour. Any changes you make here should take place in the Registration Pages section (see left Section Links.) => Registration Pages Here you can edit or modify any of the information that the registrant sees when going through the registration process. When editing the process for any of the sections, editing Page Setup determines the fields shown in the process, and editing Presentation Options can change the descriptive text that is displayed below each section header. 7

9 Events => Website & Invitation Here you can edit your event invitation and access direct links to certain registration pages. 1. Item 1 Website Invitation. Here you can edit your event invitation. If you make any changes, make sure to click Save and Update Invitations so that changes will also be reflected in your invitation. Item 2 Website Links. Here you can access direct links to certain pages. The Event Summary page is the one that is already linked directly from your Tour page on 8

10 Events => s Here you can edit the content of templates to participants, add to your invitee list, and send s to invitees or participants. Manage List. We have already added your participant list from last year to your Tour s Invitee List (new chapters don t have anyone invited yet). If you want to add additional s to the list, click on Quick Add. Templates. Here you can edit the content of s that could be sent to prospective and/or registered participants. The following templates are the ones that are most applicable to you as a Chapter Core leader: o Invitation Invitation to last year s participants. o Invitation Reminder Reminder of invitation to last year s participants. o Registration Confirmation Automatic after registering. o Event Reminder with updates and info prior to Tour. o Modification Confirmation Confirmation if student changes registration (i.e. contact info, switches Tours.) o Cancellation Confirmation Confirms a student cancellation. Send s. To manually send an to the list you created under Manage List, click on the template of the you want to send, then click on Manual Send to send your . This will allow you to invite or communicate to your list to register for your Tour. 9

11 Events => Manage Invitees Here you can manually register new participants, modify participant registrations, resend confirmation s, and more. 1. Item 1 Invitee Search. To pull up a list of all registered participants, highlight Accepted in the box on the right, then click Search below. This will display the list of registered participants. Now you can click on their name to modify or cancel their registration or enter payments if necessary. Item 2 Register new. Click here to manually register a new participant (for someone who could not pay by credit card and filled out a paper form, or did not have access to internet.) 10

12 Events => Reports Here you can pull information from the system, such as all registrants, registrants for each Tour (if you have multiple Tours), financial reports, and more For each report, you will be able to select which fields of information, date range of registrants, and more that you want to be pulled when the report is run. Below are just a few of the reports you can run that we thought would be most helpful. Feel free to explore with other reports, or let us know if you would like help in pulling certain information from the system. Item 1 Registrants. This report will allow you to view the information of all registrants for your Tour(s). Even if you have multiple Tours, all will be listed here. Item 2 Product Ad Hoc (For multiple bus Chapters). This report allows you to pull information of registrants by bus. Item 3 Order Summary by Invitee. This report shows all registrants, balance due, and all cancelled registrations. Item 4 Failed Online Transactions. Shows transactions that did not go through online. Expect to have some failed transactions. Reasons could be that the address doesn t match their billing address of their credit card, not enough credit limit, or using a card other than Visa or Mastercard. 11

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