Feature Guide. Appointments. For Internal Use Only! Cvent, Inc 1765 Greensboro Station Place McLean, VA

Transcription

1 Feature Guide For Internal Use Only! Cvent, Inc 1765 Greensboro Station Place McLean, VA

2 Overview We are excited to announce the addition of, one of our newest software solutions! In this guide, we will introduce and highlight what you need to know to sell and support it. Release Date: This solution will be released in phases, with the first customer-facing released on July 14, 2016, and an Early Adopter released on July 18, Contents What is?...3 Why did we implement it?...3 Business Value to Clients...3 User Profiles...4 Competitors...4 Key Terms...5 Release Plan...6 Early Adopter Phase...6 Standard Event Release...6 Complex Event Release...7 Exhibitor Event Release...7 Setting Up a Client Account with...8 How does a client get?...8 How long will it typically take before a client can start using in Cvent?...8 Can be purchased as a standalone product?...8 What does a client need to do to launch a project?...8 2

3 What is? Cvent s new Appointment solution makes it easy for event planners to facilitate meetings and appointments at their events. With these new features, planners will be able to set up the right connections at the right places for their event attendees. will help planners be more efficient in managing session slots and locations, attendees schedules, and group management. Cvent allows event organizers to help their participants make the right connections at their events. Planners can: Define unique groups of people (roles) Create meeting timeslots and locations Set up permissions between groups Provide attendees with a mobile web portal for their appointments needs s can find each other on a mobile-friendly interface and view, request, and accept/decline appointments. Alternatively, planners can choose to stay in control of the entire process and act as a matchmaker between groups and parties. Why did we implement it? Having an easy way to manage onsite appointments can elevate the event experience, but without the right tools, it can quickly become a full time job. is a direct response to clients expressing pain points relating to managing attendee appointments. Clients require a more flexible solution that can handle multiple different configurations and rules. is meant to streamline the planner experience when hosting an event, managing sessions, maintaining control over who can meet who who, and when/where these meetings should happen. Business Value to Clients Create robust and flexible appointments and networking solutions for both simple and complex events. Give planners control over managing event appointments. Enable attendees to network with a user-friendly solution. Support the appointments needs of events of all sizes and complexities. Integrate with other Cvent products to create a seamless attendee/planner experience. Integration with Cvent Event Cloud to manage all event needs in one place. 360 view of attendees' engagement at the event with tracking features. 3

4 User Profiles Profiles Priorities Challenges Event Planner Managing large amounts of changing scheduling information Faciliate important business meetings Event Participating in productive appointments Balancing appointment schedules with other scheduling needs Org/Exhibitor Admin Participating in org/exhibitor meetings Capturing lead and appointment feedback information Competitors Much content and complex logistics with limited resources Limited time Multiple sources of event data Training on onsite support Managing organization and attendee schedules Tracking appointment meetings Some of our appointments competitors are already in use by Cvent clients. We are also competing against solutions that are THE tool for the financial/banking world. Most competitors have an appointments solution that is part of a conference management tool. For our competitors, appointments management is less a standalone product and more a bundled feature involving a heavy implementation element. The solution is part of a meeting platform that includes features like a message center for post-event communication, matchmaking, and planner- and attendee-managed appointments. MeetMax and JiffleNow are the two most prominent standalone competitors, and our major differentiator is our ability to pull in the registration list from an active Cvent event. Ipreo is another competitor and integrates with etouches. However, they are solely focused on the financial industry and will therefore not be relevant for many of the people we re going after. Cvent has not had much time and experience in the appointments space, as many of our competitors have had. However, integrates with other Cvent products, including Event, CrowdCompass, Exhibitor Portal, and Abstract. This helps streamline the process for clients already using our other products, or who want to integrate us into their existing platforms. also includes more of both technology and support for our clients than most other competitors. The solution can also adopt logistically to the needs of the event, preventing planners from being locked into a single configuration. 4

5 Key Terms Appointment: A unique and specific scheduled item. Each appointment has a time slot and one or more attendees associated with it. Appointment Event: Event-level containers created to hold and manage all event information, appointment configurations, attendees, and appointments for a specific event. Appointment Type: The classification of an appointment, used to define multiple schedules within a single appointment event and rules regarding those appointments. Group: A collection of attendees which can be defined manually or by shared characteristics. Requestee: An attendee participating in an appointment who is being requested to attend the appointment. A planner can create an appointment and define the requestee role(s). Requester: An appointment attendee who requested the appointment. A planner can create an appointment and define the requester role(s). Schedule Rules: Dictate how and when appointments can be initiated and scheduled. For each appointment type, each group can be given specific permissions and constraints for setting up appointments, including: ability to request ability to be requested ability to request other members of the same group minimum and maximum appointment thresholds maximum number of participants in an appointment of a specific type Time slot: The time and day allocated for an appointment to be scheduled. A time slot has an appointment type, an interval time (composed of the meeting time plus the passing time), and an optional location. 5

6 Release Plan will be released in phases, with each phase debuting new features that build upon previously-released ones. Early Adopter Phase Features to be released during this phase: Event Configuration Standard Event Release Features to be released during this phase: and Calendars Communication Import Event Search Time Slots Create Guest Website Link Create Static Groups Export s Event Creation/Edit Event Status/Overview Time Slot Batch Create Time Slot Filter Guest Schedules Appointment Accept/Decline Advanced Search Location Creation Schedule Rules Planner s Profiles- Custom Fields Import into Groups Registration Integration Advanced Search within Groups Profiles- Custom Fields Capacity Public/Private Appointment Types Website Design Activate Event Event link to CrowdCompass Event Configuration Event Link to Registration Event CrowdCompass Association Calendar View Planner Created Schedule Rule GueEnforcement Option and Calendars Action Triggers Guest Request Appointment List CrowdCompass Profile Search Communication Guest Request Appointment List Import into Groups Standard Reports CrowdCompass Read Only Registration Integration Profile Updates Search/ Filter 6

7 Complex Event Release Features to be released during this phase: Event Configuration and Calendars Communication Create Dynamic Groups Registration Session Schedule Integration Appointment Import Favoriting Quick Add Matchmaking- Planner Schedule Matchmaking- Recommended Exhibitor Event Release Features to be released during this phase: Event Configuration and Calendars Communication Exhibitor/ Organizations- Admins with Organizations Org/Exhibitor List Exhibitor/ Organizations- Staff Registration Session Schedule Integration Org/Exhibitor Filter LeadCapture Integration 7

8 Setting Up a Client Account with How does a client get? Clients must contact their Cvent representative and have it added to their contract before can be initiated for them. How long will it typically take before a client can start using in Cvent? It depends on whomever is responsible for implementing. Contract agreement and pricing must be completed before is turned on in CVII. Can be purchased as a standalone product? Yes-- is meant to be a standalone product, and will therefore follow the same account setup process as other standalone Cvent products. What does a client need to do to launch a project? Once an account has enabled, users can go to the solution in the app to set up and launch their project. After entering basic information about the project, such as title, description, time, location, date, and the event planner s name and contact information, users will be able to launch their event. Once the event has ended, planners can close the event, making the event status inactive. -specific permissions can be granted to users of the solution. Permissions will include the ability to: Create Events Manage Event Details Launch & Cancel Events Delete Events Manage Time Slots & Locations Manage Groups & s Manage Website Manage s (Communication) 8