Event Management Success Guide

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Every organization plans events differently, based on specific needs, goals, and ideas of success. Cvent has worked with all types of planners for over 15 years. We've learned a lot in the process, and are here to share our expertise with you. Whether you've just upgraded your trial account or you've been partnered with us for years, reference the recommendations below to get started with using our software and become a great system administrator.

Getting Started as a New User
If you need to learn how to build, customize, and manage events, follow the steps below to get started.

1 Meet your system administrator. Know who's in charge of your organization's Cvent account. Discuss with them what you'll be doing in the application, so they can ensure you have the appropriate user permissions.

2 Log in to your account. Once your system administrator adds you, you'll receive an email with your account details. You'll have 48 hours to click the link within and set up a password to log in.

 
NOTE: Missed that window? Just go to https://app.cvent.com/ and reset your password.

3 Learn the product. Follow the curriculum outlined here. Begin with "Event Creation." Then proceed with the rest of the curriculum to learn about setting up additional advanced features, promoting your event, and managing invitees.

4 Stay informed.
Check the Community frequently to view announcements, subscribe to product news, and network with event planners to better understand and meet their business needs. Also, be sure to get to know your account team. They’re here for you. Capitalize on their expertise.

Getting Started as a System Administrator
If you're responsible for user management, account upkeep, and ensuring your coworkers get trained, follow the steps below to get started.

1 Review what you've purchased. Unless specified otherwise, an invoice was emailed to whomever signed the contract. For an additional copy, questions, or upgrades, contact your Account Manager.

2 Activate your account. Within 48 hours of signing the contract, a Welcome email will arrive in your inbox with your account name and username. You'll have two days to click the link within and log in.

 
NOTE: Missed that window? Just go to https://app.cvent.com/ and reset your password.

3 Meet with your Account Team. Depending on the agreement you signed and the features you purchased, an Onboarding Solutions Specialist or Customer Success Advisor will take you through the onboarding process. They'll reach out and schedule a kickoff call, which will be the first step. During this conversation, your Account Team will review what you've purchased, confirm any creative deadlines, get a feel for what you hope to accomplish with Cvent, and set expectations for the rest of the onboarding process.

4 Know your resources.
During the kickoff call, your Account Team will recommend a specific training curriculum and set up a group training for your team, if necessary. To get a head start, follow the curriculum outlined in the Cvent Community. You can also find helpful guides in the Cvent Community on how to manage users or configure account-wide settings, such as creating custom contact fields and managing your Address Book.

5 Learn from fellow Cvent admins. Reference these helpful tips shared by some of our most successful system administrators:
  • Assign appropriate rights. You don't want the marketing intern to be able to delete your biggest tradeshow of the year. Give users permissions based on your organizational structure. When someone leaves the company, be sure to remove that user from Cvent as well.
  • Stay up-to-date. Check the Cvent Community for information about new releases or updates to the Event Management product. You can also check for downtime at status.cvent.com.
  • Keep your Address Book organized. If you're planning a lot of events, managing contacts can get complicated. Reference this article for tips on keeping your Address Book tidy.
  • Designate a backup. The best-run accounts have at least two administrators. If possible, someone else in the organization should know Cvent as well as you do.
  • Get certified. Learn about the available certifications you can add to your portfolio.
  • Budget for the future. Plan for the additional costs that may be necessary as your needs evolve. This could include upgrading your account, adding more users or registrations, or getting certified.
 
NOTE: If you're looking for more recommendations or want to share knowledge of your own, check out the Community Forums.
Getting Help
If you have any questions related to Event Management or your specific account configuration, reference the list below of different ways to help get you the answers you need.
  • Search the Knowledge Base. Access a library of instructional articles, frequently asked questions, and videos in the Cvent Community. Once you enter your question in the Search field, we recommend selecting Event Management on the left to filter the search results by product.
  • Ask the Community. Get answers and advice from fellow Cvent users in our Forums. This content is moderated by our Customer Success team to ensure all information is accurate and kept up-to-date.
  • Open a case. Fill out a short form, and a Cvent expert will respond via email within 24 hours.
  • Call us. Recommended for time-sensitive issues, you can always dial one of our toll-free numbers. Have your login credentials ready to expedite the process.
To ensure your experience contacting support is as quick and effective as possible, refer to our support recommendations and boundaries.

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