Cvent Manual Table of Contents Creating a New Event............................................................................................... 1 Working with the Event............................................................................................. 8 Uploading Images and Brochures.......................................................................... 13 Adding Images and Brochures to the Event........................................................... 23 Moving Event to Test Mode..................................................................................... 30 Uploading Contacts................................................................................................ 38 Launching Event..................................................................................................... 43 Sending Event........................................................................................................ 46 Reports................................................................................................................... 57 Passwords.............................................................................................................. 61
Our Knowledge is your Property
To create a new event, click on the “Create New Event” button.
Select the template you would like to use and click “Next.�
Do not use a Cvent template - only use a Colliers template, or your own template if Marketing has created a custom template for you to use.
Enter the title of the event. (Your initials - property address)
Ensure the RSVP and Archive date are in the far future (ie 10 years from now) and the time zone is Pacific. Click “Next.�
Ensure the category and template are “blank” and “all white blank.” Click “Next.”
Change the Planner First and Last Name to the Broker’s name. The Planner Email Address should be “vancouver.broadcast@ colliers.com” (this is the default option). Click “Next.”
Leave all of the Event Details as is and click “Finish.”
The event has been created and we are now ready to work with it.
#1 The email we send out is called the invitation.
#2 #3
To get there, click on: 1. Emails 2. Email Templates 3. Invitation (A security message will pop up in the editing invitation section - always click “yes.�)
Click on edit. (A security message will pop up in the editing invitation section - always click “yes.�)
Change the From Name to the Broker(s) Name(s). The From Email Address should be vancouer.broadcast@colliers.com (this is the default).
Change the Subject Line (will hold a maximum of 72 characters) Change the Text Message (the message for non-html enabled emails - ie blackberries) Add brokers email address and property features. Do not change any text past the *****************. To create a bullet, hold down ALT and press 0149. Click on HTML to edit the email in the WYSIWYG editor. (WYSIWYG = What You See Is What You Get).
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WYSIWYG Editor Click on the text and change it as necessary. At the top of the email, it should say “For further information, or to tour the property, please contact broker.name@colliers.com.� The text should always be arial and is usually size 2. When you have made all of your text changes, hit save.
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Once you have saved on the WYSIWYG editor, it will take you back to this screen. Hit Save. Important: you must hit save here or it will not save your changes. Now we have to upload the image and brochure.
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#1 #2
#3
To upload the image to the Graphics Library, you must go to: 1. Administration 2. Libraries 3. Graphics Library
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To create a new folder, right click on Graphics Library. If you already have a folder (it will be your name/initials), scroll down and then click on your folder to open it. Please note that the folders are in numerical/alphabetical order.
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Click on “Add”
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Click browse and find your Cvent folder that contains your image. The image must be saved at 72 dpi and cannot be larger than 150 kb or it will not upload. Click Save and Add. Image sizes are (in pixels W x H): Template 1: 345 x 267 and 120 x 150 Template 2: 470 x 316 Template 3: 345 x 233
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FYI: The image has now been saved in your folder. Please note that it will stay on the previous page unless you click on Graphics Library and then click on your folder. (This is just to show you what the folder looks like.) If you need to delete the image, click on the red x. Once all of your images have been added, you need to add your brochures to the Document Library.
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Click on Document Library. To create a new folder, right click on Document Library.
#1
#2
If you already have a folder (it will be your name/initials), scroll down and then click on your folder to open it.
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Click on “Add”
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Click browse and find your Cvent folder that contains your brochure. You must change the File Type so it is the same as your document (usually a PDF) otherwise you will get an error message and it will not upload the file. Click Save and Add.
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We have finished uploading our brochure/image so we must go back to our event and add the brochure and change the image. The easiest way to find the event is in the Recent Items column. Click on the event name and it will take you back to the event.
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We are now back in our event.
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#1
#2 #3
To get back to the email invitation, click on: 1. Emails 2. Email Templates 3. Invitation
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Click on edit.
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Click on HTML to go to the WYSIWYG editor.
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Click on the image to select it, then click the arrow beside Select Image to bring down the drop down list. Scroll to your image name and then click on it to change the image.
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Click on “Property Address Here� and then click on the arrow beside Select Document and scroll down to your document.
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If it hasn’t been deleted, delete the “Property Address Here.” Highlight the text and change the font to Arial and the size should be size 2. Click Save.
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Click Save. Now we are ready to put the event into test mode and send a test email to ourselves.
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#1
#2 #3
To put the event in Test Mode, click on: 1. Details 2. Event Administration 3. Test Mode
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Click Confirm Move to Test Mode. Next you need to enter your email address so you can send the email to yourself.
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#1
#2
Click on: 1. Manage Invitees 2. Quick Add Invitee Enter your name and email address and hit Save and Add.
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To get back to the email invitation, click on: 1. Emails 2. Email Templates 3. Invitation Click on Manual Send. Please note, Manual Send will not appear if the event has not been moved into test mode.
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Type in your last name and hit search.
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Click the box beside your name and then click on Manual Send to Those Selected.
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Check to make sure the information (broker name and subject line) is correct and then click Confirm Send.
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The email has been sent. When you receive the email, click on the link to ensure it works and the brochure is correct.
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#1 #2
To import your contact list, click on: 1. Contacts 2. Import The first option should be selected from each step. Enter the Contact Group Name (Your Initials - Property Address and date). Click Next
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Browse for your file. Click Next. Your contact list must be saved in a Text (tab delimited) .txt format with a header line. It should look like this:
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Ensure that the Cvent Field says “Email Address” as often it will say “Do Not Import” Click Next.
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Confirm the information is correct Click Finish.
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The contact list is uploading. Now it is time to launch the event. Go back to the event by clicking on it (in Recent Items or through the Event page).
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#1
To Launch the Event, click on: 1. Details 2. Event Administration 3. Launch Event
#2 #3
Do this only after you have received an “approved to send� email from the broker. Keep a copy of the email and save it in your Cvent folder for this property.
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There will always be the three warnings on the left. Make sure it is those warnings and not some other ones and click Confirm Launch.
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After you click on confirm, you will be taken back to the main event page. Click on your event.
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#1
#2
To add your contact list to the event, go to: 1. Emails 2. Manage List 3. Click on “Add or Remove Contacts� #3
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Click on the drop down arrow beside Contact Group and scroll down until you find your Contact Group. Then click on Search.
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Click on Search.
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The Contact Group list comes up. Click Add Results.
Double check the number of contacts to ensure it matches up to the number on the excel spreadsheet.
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Click Confirm Add.
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The contact group will now show up here.
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To get back to the email invitation, click on: 1. Emails 2. Email Templates 3. Invitation Click on Manual Send.
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Click on the arrow beside the Contact Group and select your Contact Group for this event. Click Search
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The contacts will come up. Click on Manual Send to All.
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A confirmation screen comes up. Double check that you are sending the correct event, from the right person. Confirm Send Please note that the number of recipients may not match your contact list - this is because people may have opted-out from receiving emails from Colliers.
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Congratulations, you have sent out your Cvent email!
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#1
To get a report (you must be in your event), go to: 1. Reports 2. Emails by Email Type (scroll down to the second last report)
#2
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This is the basic report, if you want more details, click on Invitation.
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Click on Run Report.
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Export to Excel, or Print, whichever you prefer. Please note that the time in Date Sent is Eastern, not Pacific so it is three hours ahead.
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CVENT: Users & Passwords Cvent Website: www.cvent.com Account:
COLIBC001
User Name: Password: Email:
PA_Email_One PAEmail100 vancouver.broadcast@colliers.com
User Name: Password: Email:
PA_Email_Two PAEmail200 vancouver.broadcast@colliers.com
User Name: Password: Email:
PA_Email_OfficeOne PAEmailOffice100 vancouver.broadcast@colliers.com
User Name: Password: Email:
PA_Email_RetailOne PAEmailRetail100 vancouver.broadcast@colliers.com
User Name: Password: Email:
PA_Email_InvestmentOne PAEmailInvestment100 vancouver.broadcast@colliers.com
If you try to log in and get this message, press cancel because someone else is already logged in (if you hit continue you will log them out and they will lose their information). Try another user name, or wait and log in later.
Cvent help line: 866.318.4357 Email: customercare@cvent.com
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