Usage
Follow these steps hide the event from Connect, send refunds & stop automated emails if your event gets cancelled.
Platform
Cvent
Steps
Remove the Event Listing from YPO Connect Events Directory
1. Navigate to the event you need to cancel in Cvent. Select Details from the left-side navigation, then choose Event Information. Next, click on the Custom Fields tab and click Edit.
2. The only field that we need to edit is the “Display on Connect?” field, changing it to No. Use the blue Edit button at the top right to make changes.
Save the changes. The event will stop displaying on your chapter’s page in YPO Connect and the Events Directory within 30 minutes.
Set Up a Refund Policy (if needed)
If you were not charging fees for your event, please skip this step.
3. In order for refunds by credit card to be issued automatically to registered members when the event is cancelled, ensure that you set up a refund policy first. Here is the link to Cvent’s knowledge base article on how to set up a refund policy.
Payments processed offline will need to be refunded manually.
Deactivate Scheduled Emails (if applicable)
Just in case you had any emails scheduled to go out in the future, now is the time to deactivate those emails to avoid confusing your members. A cancellation email is included in all templates and will automatically go out to registrants when the event is cancelled, unless you deactivate it with the steps below.
4. From the left-side navigation, select Email, then choose Event Emails. Switch from the **Do not Use This List** to the Invitation List. Toggle the slider for each email from right to left until the toggle is displayed as gray for emails you do not wish to send
Cancel the Event
5. From the left navigation menu, click on Overview. Click the Actions button at the top right, then choose Cancel Event
6. Click Cancel Event on the following confirmation screen. Refunds will now automatically be issued over the next 48 hours
How to View Cancelled Events
Once your event has been cancelled, you will not see the event under Current Events in the main menu. To return to your cancelled event to confirm refunds have been issued, you will need to choose a different view.
7. From the left navigation menu, click on the Events icon and go to Events, to access the general events view. Then use the dropdown to switch from “Current Events” to “Cancelled Events.” You should now be able to see your cancelled event.
Review Reports 48 Hours Later to Confirm Refunds Issued
All registrants who paid for the cancelled event by credit card should receive a refund within 48 hours. You can check this with the Invitees Balance reports
8. From the left-side navigation, select Reports, then choose Reports. Click on the Report Templates tab, then filter the reports by Finance and select the Order and Transaction Details report
Note the Amount column. If an invitee was unregistered prior to event cancellation, the sum will appear negative, but if they paid online in full and a refund policy was set in place for the event, they were reimbursed. If the registrants were still in Accepted status, and then the event is cancelled, the sum will appear as negative, and they were not reimbursed. Click their name to access the Invitee Information page and issue a refund.
To view this data in spreadsheet format, export it instead