Key elements of your event configuration are the emails sent to your invitees and participants. Emails from Cvent to recipients may come in the form of an invitation, registration confirmation, cancellation, and more. All of these should be reviewed.
NOTE: Cvent supports extensive methods for controlling the look and feel of these messages. For the purposes of this document, we will cover basic settings. Also be careful with the use of HTML, graphics, and links in your messages. You run the risk of these emails being flagged as spam and never reaching the attention of the recipient.
- Go to Promotion & Communication -> Email -> Event Emails.
- This page is divided into multiple sections and there are many templates available to you. Make sure each of these emails are accurate(both the HTML and Plain Text versions as described later in this document). The templates that should be reviewed include:
- Invitation: If you are sending invitations using Cvent, this is the message invitees will receive.
- Registration Confirmation: even if you do not send invitations from Cvent, your participants will receive email after successfully registering.
- Modification Confirmation: If registrants need to make changes to their registration, this is the email they will receive and it also should be reviewed.
- Event Reminder: You can use this message to remind your registrants of the event which can help reduce the number of “no shows”. TIP: use this sparingly as your event reminders, if too frequent, could irritate your registrants.
- Guest Registration: If you permit attendees to bring guests and an email address is provided, these guests will receive these messages.
- Cancellation: Registrants may not be able to attend the event. Once they cancel, they will receive a message confirming this.
- You may also want to modify the Regret message (sent to invitees who officially decline the invitation) and the Thank You email which is sent after the event to recognize those who attended.
Most of the email templates included in your event may not be active. You can click the link for any of the emails and in the next window click Edit to modify information including making the email active. The included tabs are:
- Important fields in the Basic Information section include Name (the name of this email template which is never visible to the recipient), Subject (which uses a data tag that pre-populates the name of your event), From Name (the department sponsoring the event), and the From Email Address (which lists all email addresses you have permission to use), and Active (by default, the email template may be set to No).
- In the Send Settings section, you can determine if email invitations are sent Manually (the default) or you can schedule delivery of your email at some point in the future.
Content: The most important concept here is that you have two options for your message: HTML and Plain Text. You have no control over a recipients email settings. Some users disable or severely restrict the display of “rich text” or HTML content. For that reason, make sure both formats are accurate. NOTE: Exercise extreme caution in modifying or removing any Data Tag content. You can identify Data Tags by the brace and bracket characters which enclose them. Data Tags are populated using information you’ve supplied elsewhere for your event.
- There is an HTML section which shows your message with graphics, sections, images, and buttons. The page itself will give you direction on what to modify. It is also possible to edit the HTML source code of your message.
- The Plain Text section is also very important and should be updated so that all recipients can view your message.
- Advanced Settings: The most important fields on this tab are the format of your message. The default is to use HTML and Plain Textbut you can set that to be either instead of both.
- Preview: This tab shows you exactly how your email will appear. Even the Data Tag information is included and you can see both an HTML and Plain Text version of your email.
Finally, if you are using Registration Paths, be aware that you will need to check the emails for all paths using the pop-up menu at the top of the Event Emails page (only present if you’ve enable the option). For that reason, it is very important to configure your event from the website to the emails users will receive before adding the complication of Registration Paths.