Allowing Registration without Email Addresses

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Your phone has a unique number. Your car does too. Chances are your invitees are no exception. If everyone registering may not have an email address or already has a unique identifier tracked by your organization (e.g. their employee number), consider using source ID. 
   
In Classic Events

1 Add a Source ID to a contact. When registering for an event with a Source ID, every invitee must have one associated to their contact record. Begin by clicking Contacts in the top right.

Search for the contact, then click their name. Click Edit.

Enter a unique source ID.

 
NOTE: A source ID can contain up to 40 numbers and letters, and is not case sensitive.
 
Click Save.

Or add Source IDs in bulk. Begin by clicking Contacts in the top right. Check the contacts you want to edit. Hover over Actions and click Export. Move Source ID from the Available box to the Selected box.

User-added image

Click Export.

Give everyone a unique source ID, then import the contacts back into Cvent.

2 Make the event private. While it isn't necessary to make your event private, it adds a level of security for your registrants, especially if their source ID's are publicly known or easy to guess. Prevent others from using another registrant's source ID by selecting Events from under Solutions at the top of the page.

Select your event. Hover over Website & Registration and, under Registration, click Registration Settings. Click the name of a path, if necessary.

The Basic Settings tab opens by default. Click the neighboring tab, Identification & Security, then Edit.

Switch "Registration is open to" to either Private option, then determine if invitees can register through the event website.


3 Enable source ID. Scroll down to the Registrant Identification section. Select one of the Source ID options for "Identify registrants by."

Your options include:
  • Source ID - Since you are not collecting email addresses, they will not receive a confirmation or any other email correspondence through Cvent. - Invitees will only be able to register for the event by entering their source ID.
  • Email Address and Source ID - Invitees will be able to enter their email address, source ID, or both to register. Don't forget to choose which fields are required.

User-added image

Click Save. If your event has multiple paths, you will need to repeat this process for each one.

 
NOTE: If you do not collect invitees' email addresses in addition to source ID during registration, you will not be able to integrate your event with CrowdCompass.
 
 
4 Add the source ID data tag to the email invitation, if necessary. Invitees may not remember their source ID from event to event. Remind them by adding their unique source ID to the invitation email. Hover over Promotion & Communication and, under Email, click Event Emails.

Select the invitation list from the dropdown if necessary. Click the name of the email you want to edit. The Details tab opens by default.

Select the neighboring tab, Content, and click Edit. Copy and paste {[C-CONTACT SOURCE ID]} into the email, then click Save.


 
NOTE: If you do not collect email address in addition to source ID during registration, your registrants will not be able to access their My Registration Pages, which prohibits registration modification, substitution, and cancellation.


In Flex Events

1 Add a Source ID to a contact. When registering for an event with a Source ID, every invitee must have one associated to their contact record. Begin by clicking Contacts in the top right.

Search for the contact, then click their name. Click Edit.

Enter a unique source ID.

 
NOTE: A source ID can contain up to 40 numbers and letters, and is not case sensitive.
 
Click Save.

Or add Source IDs in bulk. Begin by clicking Contacts in the top right. Check the contacts you want to edit. Hover over Actions and click Export. Move Source ID from the Available box to the Selected box.

User-added image

Click Export.

Give everyone a unique source ID, then import the contacts back into Cvent.

2 Make the event private. While it isn't necessary to make your event private, it adds a level of security for your registrants, especially if their source ID's are publicly known or easy to guess. Prevent others from using another registrant's source ID by selecting Events from under Solutions at the top of the page.


Select your Flex event. Hover over Website & Registration and, under Registration, click Registration Process. To the right of Personal Information, click Customize. Click on Personal Information from the Registration Page menu in the top-left of the designer. Then click User-added image next to the default registration path.
 
User-added image
 
Under Privacy Settings, select "only those on invitation lists" under Who can register for the event?. Then determine if invitees can register through an email invitation and the event website or an email invitation only.
 
User-added image

Click Apply. Once you're done, click Save to save the draft or click Publish to make it visible to invitees.

3 Enable source ID. Click + Build to the right of the canvas. Under Standard Contact Fields, click and drag Source ID onto the canvas. Ensure that this field is set to Required under the Configuration Options to the right.
User-added image

If you only want to identify registrants by source ID, rather than email address and source ID, delete the email address field. Hover over the Email Address field, then hover over ... and click Delete.
 
User-added image

 
NOTE:  Since you are not collecting email addresses, they will not receive a confirmation or any other email correspondence through Cvent. Also, you won't be able to integrate your event with CrowdCompass, and your invitees will not be able to modify, cancel, or substitute their registrations. 
 
Once you're done, click Save to save the draft or click Publish to make it visible to invitees.
 
 
4 Add the source ID data tag to the email invitation, if necessary. Invitees may not remember their source ID from event to event. Remind them by adding their unique source ID to the invitation email. Hover over Promotion & Communication and, under Email, click Event Emails.

Select the invitation list from the dropdown if necessary. Click the name of the email you want to edit. The Details tab opens by default.

Click Design Email. Click on the text widget you want to add the data tag to, or click + Build to the right of the canvas and drag a text widget in. Copy and paste {[C-CONTACT SOURCE ID]} into the email, then click Save.


 

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