Usage
All Chapter events will now have SSO enabled to ensure they comply with YPO's security standards while ensuring only the intended Members & Spouse/Partners for the event are able to register. You will need to use the correct invitation list while adding Members + Spouse/Partners & ensure you select the same list when sending them emails.
Cvent will automatically add anyone else outside your list to a default list named 'DO NOT USE THIS LIST' to ensure they're not allowed to register for your event.
Platform
Cvent
Steps
Access the Invitation List
1. From the left-hand menu in Cvent, go to Emails, then click Invitation Lists. Then, click on the blue invitation list named 'INVITATION LIST'.
NOTE: Be sure to NOT use the list named 'DO NOT USE THIS LIST' as Cvent will use this to retain anyone trying to register for your event who is not supposed to & not originally in your invite list. Also, be sure to not change any settings under the 'INVITATION LIST'.
Add Contacts from Address Book
2. Click the List Members button in the top right corner. A menu will appear, select Add Contacts from Address Book.
Select Your Chapter’s Contact List
NOTE: Each chapter has two main contact lists, one for Members and one for Spouse/Partners:
Members list: YPO [Chapter Name]
Spouse/Partner list: Spouse/Partner -YPO [Chapter Name]
3. Hover over All Contact Groups and scroll down to find your chapter’s list. Click the list name to open it.
Quick Tip: To quickly find your chapter’s audience list, use the keyboard shortcut Ctrl + F (or Command + F on Mac) and type your chapter’s name. Then hit Enter key until your chapter’s list is highlighted, click on it to select it
Add Contacts to the Invitation List
4. Check the box at the top next to Name to select all contacts, then click the blue button on the right to add them to your invitation list. Next, click Add on the right side and confirm.
NOTE: To invite both audiences (Members and S/P) to your event, repeat this process for each list.
Access Event Emails
5. From the left-hand menu in Cvent, go to Emails, then click Event Emails
Switch to the correct invitation list
6. You will land on the default 'DO NOT USE THIS LIST'. Select the 'INVITATION LIST' from the drop down to access your list of emails
Use all the regular email features for each invitation list.
7. Once you’ve selected the invitation list, you can now customize your emails specifically for that audience. You’ll have access to all the regular email features, so you can tailor your message, timing, and content to fit the needs of each group