AdvancEd_logo.jpg

 

 

 

Testing and Launching Events

Testing the Event and Emails

We highly recommend that you send yourself a test email before sending out emails to your invitees through the Cvent system. This allows you to test out the registration process, links, fees, etc. This also allows you to prevent any incorrect emails from reaching invitees, as well as catch any grammatical or process errors.

 

By trying out your event in test mode, registrations will not count against your total. All other Registrations, even if using “Test” as part of the event or registrant name, will incur a registration fee and/or count against your total if your event is in Active status.

 

To test your event:

  1. Go to Details.
  2. Click on Event Administration on the left.
  3. Click Move to Test Mode.

moveToTest.jpg

  1. Click Confirm Move to Test.

 

To send a test invitation to review the look and content:

  1. The event must be in the test or active status AND the individual(s) must be listed on the targeted list.

  2. Click on the Emails page.

  3. Click on Email Templates (either on the left under the section links or the icon in the middle of the screen if there

    are multiple targeted lists).

  4. Click on the name of the email to be sent.

  5. Click on the Preview tab.

  6. Click on the Test Send button.

  7. Choose the Type of recipient from the drop down menu and pick the email address, custom field, role, user, or

    group who should receive the email.

testSend.jpg

Keep in mind test emails are not tracked in email-related reports. Generic hyperlinks will function normally, however event specific links will not work.

 

To manually send an email to test registration:

  1. The event must be in the test or active status AND the individual(s) must be listed on the targeted list.

  2. Click on the Emails page.

  3. Click on Email Templates (either on the left under the section links or the icon in the middle of the screen (if there

    are multiple targeted lists).

  4. Click on the name of the email to be sent.

  5. Click Manual Send.

  6. Search for the individual being sent to either by status or by specific criteria.

  7. Once the individual(s) is located at the bottom, put a check in the box to the right of their name.

  8. Click Manual Send to Those Selected.

  9. Confirm the number being sent to.

  10. Click Confirm Send.

  11. Repeat steps 5-10 if the email should be sent to multiple people.

 

 

Within test mode, the following restrictions apply:

 

 

Approving and Launching Your Event

Once you have completed testing, you will need to launch your event. This will allow you to schedule emails, take registrations, and collect payments.

 

Please note that once you launch your event you cannot:

 

To Approve your event and request its launch:

  1. Go to Details.
  2. Click on Event Administration on the left.
  3. Click Send for Approval.

sendForApproval.jpg

  1. Select Christina Weitzman to receive the Approval Request.

  2. Provide any details, questions, or concerns in the Message text box.

  3. Click Send.

sendForApproval2.jpg

  1. An email will be sent from Cvent to Christina Weitzman.

  1. The event will be reviewed and you will be contacted regarding any questions or concerns.  

  2. Once the event is launched, you will be sent a confirmation email.

 

 

Cancelling Your Event

An active event can be cancelled if necessary.  Once an event is cancelled, it cannot be re-activated. If online payments have been received, they will be refunded upon cancellation.

 

 

To cancel your event:

  1. Send an email to Christina Weitzman (cweitzman@advanc-ed.org) with the following details:

  1. The request will be reviewed and you will be contacted regarding any questions or concerns.  

  2. Once the event is cancelled, you will be sent a confirmation email.  The event will remain on the Professional Development calendar with a Cancelled message until the event end date.

 

This topic was last updated on 04/15/2011