Overview

Efficiently managing event invitations and registrations is crucial for the success of any event. This article provides a comprehensive guide on how Salesforce users can invite and register attendees for events using the Cvent Salesforce App. By following these steps, your sales users will be able to add contacts and leads to invitation lists, send emails, and register individuals for events.

Setup

Before using this feature, ensure that you configure the following permissions and layouts.

1. Permissions. Configure the required permissions to confirm that the target user has all appropriate permissions.

2. Expose the invitation and registration buttons. If you use Salesforce Classic, customize page layouts for contacts and leads to ensure that the invitation and registration buttons appear. If you use Lightning Experience and want to invite and register from outside of Cvent App, customize Lightning pages for contacts and leads to add the event management panel.

3. Expose “Events Participation” related list. Customize page layouts for contacts and leads to ensure the presence of the “Events Participation” related list.

Inviting Attendees

Follow these steps for sales users to add contacts and leads to the event’s invitation list or send them emails directly from the event.

1. Find the person you’d like to invite to the event.

   Or, find the event. Log in to the Cvent Salesforce App and go to the Cvent Events tab. Open the event you’d like to invite your lead or contact to.

2. Add attendee to an invitation list. Click Invite button. Check the box next to the attendee’s name or event’s title. Then select an invitation list from the dropdown. Confirm that you have permission to add people to the invitation list, then click Add to Invitation List.

   Or, send them an email. Click Invite button. Check the box next to the attendee’s name or event’s title. Then select an email from the dropdown. Determine if you want to show yourself as the sender of the email. Confirm that you have permission to send invitation emails, then click Send Invitations.

The domain restrictions for your Cvent account apply when sending this email. If your email doesn’t fall into one of the domains specified in your Cvent account, the invitation email uses the defaults for that email. A Cvent user can customize the Domain Exclusions in Cvent by going to Admin Data Lists Domain Exclusions. If the invitee’s email falls into one of the specified excluded domains, the invitation email won’t reach the invitee.

Salesforce creates an attendee record in Salesforce for the selected contact or lead with the status of “Invitation Pending.” The system updates the attendee status in Salesforce when the attendee data sync occurs (either manually or according to the configured data refresh schedule). The system updates the contact record in Cvent based on the Salesforce fields mapped to the Cvent contact fields.

Registering Attendees

Follow these steps for sales users to register contacts and leads for the event.

1. Find the person you’d like to register to the event.

   Or, find the event. Log in to the Cvent Salesforce App and go to the Cvent Events tab. Open the event you’d like to register your lead or contact to.

2. Register the individual. Click the Register button. Check the box next to the attendee’s name or event’s title. Then click Register. The event registration form opens in a new tab with the contact details pre-populated based on the field mappings. Proceed through registration and register the attendee.

Salesforce creates an attendee record with the status of “Registration Pending.” The system updates the attendee status in Salesforce when the attendee data sync occurs manually or at the configured data refresh schedule. You can also directly change or cancel a prospect’s event registration through the Salesforce App by clicking the Change/Cancel button.