Exchange Solutions Releases For April 23, 2025

Cvent Supplier Network

Interactive Floor Plans on Bid Comparison Reports

We are excited to introduce a new feature that enhances the visibility and accessibility of Interactive Floor Plans during the bid comparison process.

What's Changed: Previously, suppliers could promote their Interactive Floor Plans on their venue profiles, but planners could not view them while comparing proposals. With this update, planners will now be able to see if a supplier has Interactive Floor Plans available directly within the bid comparison reports, along with a direct link to view them.

Benefits: this new feature offers significant advantages:

• Planners can easily see Interactive Floor Plans when comparing proposals side by side.

• The reporting field for Interactive Floor Plans will be available on all standard reports, enhancing the decision-making process.

• While the new field will not appear on previously saved custom templates by default, it can be added manually and moved around within the "Venue Information" category section like any other reporting field.

• Selecting the floor plans will open up a new tab in the browser, providing a seamless viewing experience.

Event Diagramming

Update Diagram Status

Expected Release Date: 04/25/2025

We are excited to introduce a significant enhancement to the diagram status feature for all diagramming users, including suppliers and planners.

What's Changed: This update allows diagramming users to update their event diagrams to reflect their status, such as approved, in progress, or requiring further attention. Numerous checkpoints, stakeholders, and approvals are involved throughout an event's lifecycle, making this feature crucial for maintaining clarity and operational efficiency.

Benefits: 

• Enhanced Collaboration:

  • Allowing users to mark diagrams with distinct statuses: Draft, Internal, Alternate, Submitted, Approved, Final.

  • Providing real-time updates to keep all stakeholders informed, reducing miscommunication and delays.

• Better Visibility:

  • Prominently displaying the status of each diagram in all event locations for streamlined feedback and clearer approvals.

  • Offering clear visual indicators to quickly assess the status of multiple diagrams at a glance.

• Operational Efficiency:

  • Keeping everyone informed and up to date, maintaining a well-organized and efficient event planning process.

  • Reducing the risk of overlooking important checkpoints and ensuring timely attention to diagrams that need it.

Inventory Alerts for Custom Venue Catalogs

Expected Release Date: 04/25/2025

We are excited to introduce a significant enhancement to inventory management for diagramming users with access to a Custom Venue Catalog, including both suppliers and planners.

What's Changed: The new Inventory Alerts for Custom Venue Catalogs will help users avoid surpassing the total quantity of equipment on individual diagrams. This enhancement ensures users are aware when they have exceeded their available inventory, thereby improving accuracy and preventing over-commitment of resources.  

Benefits: The new Inventory Alerts feature significantly enhances the user experience by:

• Real-Time Inventory Warnings:

  • Displaying a warning message when users place an object in excess of the available inventory on a single diagram.

  • Highlighting which items have surpassed the limit and by how much, ensuring users are immediately aware of the over-commitment.

• User Experience:

  • Showing the warning message both above and within the expanded equipment list.

  • Users can still place the objects despite the warning, providing flexibility in planning while keeping them informed of inventory status.

• Future Enhancements:

  • Focusing on individual diagrams in the current release.

  • Planning future updates to extend this functionality to account for other diagrams and events in a "Final" status, ensuring comprehensive inventory management across multiple diagrams and events.

Enhanced Share Modal

Expected Release Date: 04/25/2025

We are excited to introduce significant updates to the Share Modal for all diagramming users, including suppliers and planners.

What's Changed: The Share Modal has been updated to improve its ease of use and enhance transparency when adding collaborators. These enhancements will help users better manage permissions and access levels for their collaborators.

Benefits: The new Share Modal enhancements significantly improve the user experience by:

• Simplified Permission Options:

  • Users will now first choose whether their collaborators should have 'edit' or 'view' permissions. This change aims to reduce confusion and ensure the correct access level is granted from the start.

• Granular Access Control:

  • After selecting the permission level, users can specify which product areas the collaborator can access, providing more precise control over what collaborators can view or edit.

• Improved Event Expiration Discoverability:

  • The option to set an event expiration date and time has been made more prominent, making it easier for users to find and utilize this feature.

• Enhanced Collaboration Management:

  • Users can now add up to 10 email addresses simultaneously, significantly speeding up the process of inviting multiple collaborators.

Introducing Diagram Assistant

Expected Release Date: 04/25/2025

We are excited to introduce the Diagram Assistant for all diagramming users, including suppliers and planners.

What's Changed: The Diagram Assistant is a tool located in the left panel of Cvent Event Diagramming that enables users to quickly complete essential diagramming tasks. It guides users through the primary workflow using natural, conversational language, prompting them toward their intended diagram’s final state.

Benefits: The new Diagram Assistant significantly enhances the user experience by:

• User-Friendly Guidance:

  • Using natural, conversational language to guide users through the diagramming process.

  • Providing prompts that include suggested layouts, autofill, table numbering, table linen color, auto-seat attendees, export diagrams, add collaborators, and more.

• Enhanced Accessibility:

  • Making the diagramming process accessible to users of all experience levels.

  • Allowing collaborators who may not be familiar with the tool to easily create layouts without any learning curve.

• Increased Efficiency:

  • Enabling users to quickly follow the prompts to complete essential tasks quickly and accurately.

Passkey

New Reporting Experience to Planner Portal Users

We are excited to introduce a significant enhancement to the reporting capabilities within the Planner Portal

What's Changed: We are launching a new reporting page for Planner Portal users. This new page will feature a comprehensive list of reports, including Room List, Delegate, Block and Pickup - Basic, and Waitlist reports.  

Benefits: The new reporting experience offers several key advantages:

• Event planners and sub-block group planners will be able to save report templates, apply filters and sorting, customize and schedule reports, and receive email notifications.

• Organizers will be able to customize and save report templates and share them with event and sub-block planners.

• Shortcuts to the currently available Room List, Delegate, and Block and Pickup reports will remain accessible on the Planner Portal, ensuring continuity and ease of use

New Excel Export Option in Block and Pickup Report

Expected Release Date: 04/02/2025

We are excited to introduce a new option when exporting the Block & Pickup Report to Excel.

What's Changed: A new “Match report layout” option ensures that the export aligns more closely with the existing report layout, making it easier for users to read, analyze, and navigate across tabs.  

Benefits: The new Excel export option significantly enhances the user experience by:

• Improved Report Readability:

  • The “Match report layout” option ensures that the export format closely resembles the existing report layout, making it easier for users to read and analyze the data.

• Enhanced Usability for Large Events:

  • Particularly beneficial for organizers (planners) managing large Passkey citywide events across multiple hotels.

• Consolidated Reporting:

  • It consolidates different tables into a single tab (one per hotel), containing hotel details and room type or sub-block group information.

  • Customers must check the "Match report layout" when exporting the report.

Visit our Community with questions

Do you have questions about anything we've rolled out this window? As always, get questions answered in the Community via the Open Forum.

Attend our next quarterly Product News webinar on May 21, where the product team will share updates and answer questions!