Overview
This guide provides a comprehensive overview of event and attendee statuses in the Cvent application, outlining the various statuses that impact an attendee’s eligibility to be nominated, invited, or registered for an event. The article covers event statuses, attendee statuses, attendance, feature availability based on event and attendee status, and features triggered by attendee status changes. Additionally, the guide discusses contact obfuscation and its impact on respondent/attendee records in the Cvent Salesforce app.
Event Statuses
Event Status field defines an event’s status. The Cvent application provides this information. The available event statuses appear below.
| Event Status | Description |
|---|---|
| Pending | The event registration has not been launched yet. |
| Active | Event has been launched. The registration and event website is open. |
| Closed | Registration has reached capacity or the deadline has passed. Hence, the event registration is closed, but the event website is still open. |
| Completed | The event end date has passed. The website remains open but registration is closed. |
| Cancelled | The event has been cancelled and the website is closed. |
| Deleted | The event record is deleted in Cvent account. |
| No Registration Required | The event does not require registrations. |
Attendee Statuses
The Attendee Status field defines an attendee’s status in the event. Cvent assigns some statuses, while Salesforce assigns others.
App workflows assign the following attendee statuses:
| Attendee Status | Description |
|---|---|
| Nomination Pending | This status is assigned when an attendee is nominated but the nomination request has not been completed yet. |
| Nomination Approved | This status is assigned when the nomination request is approved by approvers at all levels. This marks the request as complete. |
| Nomination Denied | This status is assigned when the nomination request is denied by at least one approver. This marks the request as complete. |
| Invitation Pending | This status is assigned when an invitation request has been sent from Salesforce to Cvent. This status gets overwritten with the updated status when the attendee record is synced from Cvent. |
| Invitation Not Sent | This status is assigned when an invitation request is submitted but is not valid (potentially due to some missing required field value for a Cvent contact, like email). This status gets overwritten with the updated status when the attendee record is synced from Cvent. |
| Registration Pending | This status is assigned when the register button is clicked to open the Cvent registration form. The status gets overwritten with the updated status when the attendee record is synced from Cvent. |
| Nomination Cancelled | This status is assigned when the nomination request is cancelled by the Requester or a Cvent Admin. This marks the request as complete. |
| Substituted | This status is assigned during the data sync when a registrant was substituted in Cvent. This status gets overwritten with the updated status in case of the same person is invited or registered to the same event again. |
The following attendee statuses update when attendee data syncs from Cvent. The image below explains these statuses.
Attendance indicates whether an attendee participated in the event. The three possibilities appear below.
| Attended | Description |
|---|---|
| Yes | Attendee attended the event and hence was marked as Participant = True, in Cvent |
| No | Attendee is a no-show for the event, hence marked as Participant = False, in Cvent |
| Blank | The attendance data has not been updated yet based on the event configuration in Cvent. |
Salesforce stores the following participation results, depending on the attendee’s participation status in Cvent and the event’s status.
| Invitee Registration Status | Event Registration Status | Invitee Participation Status | Result in Salesforce |
|---|---|---|---|
| Registered | Active | No | (blank) |
| Registered | Active | Yes | Yes |
| Registered | Complete | No | No |
| Registered | Complete | Yes | Yes |
| Invited, Visited, Declined, Cancelled, Waitlisted, Pending Approval, Denied Approval | Active, Complete | No | (blank) |
Cvent has a No Show status that you can configure for Campaign Member Statuses. You can find more details under the Attendee Statuses section of Manage Event Campaigns.
Feature Availability Based On Event and Attendee Status
The tables below explain the availability of App features based on attendee and event status.
-
- implies the feature is available
- – implies the feature is not available
Based on Event Status
| Event Status | Invitation | Registration | Modify/Cancel | Nomination |
|---|---|---|---|---|
| Active | + | + | + | + |
| Canceled | - | - | - | - |
| Closed | + | + | + | + |
| Completed | - | - | - | - |
| Deleted | - | - | - | - |
| No Registration Required | - | - | - | - |
| Pending | + | - | - | + |
Based on Attendee Status
| Attendee Status | Invitation | Registration | Modify/Cancel | Nomination |
|---|---|---|---|---|
| Accepted | - | - | + | - |
| Canceled | - | + | - | - |
| Declined | - | - | - | - |
| Denied Approval | - | - | - | - |
| Invitation Not Sent | + | + | - | - |
| Invitation Pending | + | + | - | - |
| No Response | + | + | - | - |
| Nomination Approved | + | + | - | - |
| Nomination Denied | - | - | - | + |
| Nomination Cancelled | - | - | - | + |
| Pending Approval | - | - | + | - |
| Visited | + | + | - | - |
| Waitlisted | - | - | + | - |
| Nomination Pending | - | - | - | - |
| Registration Pending | - | - | - | - |
| Substituted | + | + | - | + |
Features Triggered by Attendee Status
Attendee status changes can automatically trigger workflows like
- Salesforce Task creation
- Salesforce Opportunity creation
- Creating campaign members and updating member status
Contact Obfuscation
When you obfuscate contacts in your Cvent account (typically due to a GDPR request), the system also deletes their respondent/attendee records in the Cvent Salesforce App. This action ensures compliance with the person’s rights under GDPR.