Events Upgrade

Item 1: Update Permissions

Option 1: regenerate the Appointment/Interview (Student-facing) permission set to add the new fields added for Office Appointments. Note: if you have applied customized permissions to this permission set, you will want to use the manual steps below (Option 2).

1. Navigate to the Permission Scanner tab.
2. Select the Product/Feature = Appointment/Interview (student-facing) and Version = the version you are upgrading to (e.g., 2602.x).
3. If you want the process to run in the background, select the checkbox for Use @Future to generate permission set.
4. Click the Generate Permission Set button.
   • The updated permission set will retain the currently assigned users. If needed, you can assign the Permission Sets to additional site users.
5. Please ensure the Customer Community User (TargetX) profile or the custom profile you use for your Communities (e.g., Appointment Scheduler) is updated with the new permissions. 

Option 2: to manually implement these changes to customized permission sets:

1. Navigate to Setup and search for Profiles.
2. Click the Profile of the users who need to use Office Appointments.
   • Please ensure the Customer Community User (TargetX) profile or the custom profile you use for your Communities (e.g., Appointment Scheduler) is updated with the new permissions.
3. Click Object Settings.
4. Select the Organization Event object and click Edit.
5. Assign Read and Edit access to the Location Lookup field.
6. Save your changes.
7. Select the Appointment Time Range object and click Edit.
8. Assign Read access to the Office and the Maximum Concurrent Appointments field.
9. Save your changes. 
10. Select the Contact Schedule Item object and click Edit.
11. Assign Read and Edit access to the Supplement field.
12. Save your changes. 
13. Select the Location object and click Edit.
14. Assign Read access to the Location object.
15. Assign Read access to the following fields:
    
    • •    Can Have Appointments
      •    Appointment Cancellation/Confirmation/Reminder templates
      •    Virtual and Phone Appointment Confirmation
      •    Appointment Reasons
      •    Minimum Appointment Lead Time
      •    No Show Follow Up Template
      •    Office Email, Office Phone, Description
      •    Main Department
16. Save your changes.

Item 2: Customize Email Templates (optional)

New email templates are available for Office Appointments, and you should customize and assign each template:

1. Navigate to Setup and search for Classic Email Templates.
2. Select the Appointment Email Templates folder.
3. Click the Template to customize:
   • Office Appointment Cancelled
   • Office Appointment Confirmation
   • Office Appointment Update
4. Click Clone.
5. Enter a new Email Template Name and Template Unique Name.
6. Enter a Description.
7. Save your changes.
8. Update any content or links in the template in the Email Template section.
9. Save your changes.
10. Repeat for each template.

Item 3: Update Appointment Scheduler Settings (optional)

New Settings for Office email templates should be updated in Appointment Scheduler Settings:

1. To access the Event Settings page, go to All Tabs (+) page and select Event Settings. If this tab does not exist, you can access it by navigating to: 
   [Your Salesforce URL]/apex/targetx_eventsb__eventssettings
   Example: https://yourdomain.my.salesforce.com/apex/targetx_eventsb__eventssettings
2. Select Edit.
3. Navigate to the Appointment Scheduler Settings section.
4. Select the appropriate templates for:
   
   • Office Cancellation Template
   • Office Confirmation Template
5. Save your changes.

Item 4: Define Offices and Availability (optional)

Define your Office(s) from the Appointment Calendar. 

Note: if you are creating a NEW department, you need to add it to both the Admin Dept picklist and Main Dept picklist on the User object and Appointment Reasons on the Location object.  Once it is added to both picklists, update the User records that should be allowed to use this new Office via the Admin Departments picklist field, before defining the office on the Appointment Calendar tab.

1. Navigate to the Appointment Calendar tab.
2. Select Create Office.
3. Complete each option, being sure to update the following:
   
   • Office Name
   • Staff Notification Email Address – this email will receive confirmation messages.
   • Email – this email displays to the student and is available in merge fields.
   • Main Department
     
     • Note: If you are not a System Administrator, be sure to include your Main and Admin Department; otherwise, you won’t be able to create availability for the office.
4. Save your changes.

Once you’ve created the Office, create the Office Availability:

1. If you have a validation rule that triggers when Unlimited is checked, and Max Attendees has a value, update the rule to exclude Office appointments so users only see it when scheduling other appointment types.
2. From the Appointment Calendar tab, select New Availability.
3. Choose Type = Office and select the Office you want to update.
4. Complete each option, ensuring you update the Maximum Concurrent Appointments option.
   
   • This setting determines the maximum number of appointments the Office can accept in a single time slot (for example, 3 concurrent advising appointments per 30 minutes).
   • For scenarios where an appointment does not have assigned staff, such as a proctored exam, you can set the maximum number of seats for that time slot.

Item 5: Define Departments for Users (optional)

Users will only see an Office in the Appointment Calendar staff UI if the Admin Department on their User record matches that Office’s Main Department.

To define a user’s Admin Department:

1. Navigate to Setup and search for Users.
2. Click Edit next to the user.
3. In the Additional Information section, find the Admin Departments field.
4. Select the Department that matches the Office’s Main Department.

Item 6: Upgrade Complete

1. No further configuration is required. 

No configuration steps. 

No configuration steps. 

Item 1: Sync Event data (optional)

Important: Before you upgrade you will need to sync any non-synced event data, and all versions prior to 2.0.0 will no longer be able to log in after June 24. 

Item 2: Upgrade Events Check-In App (optional)

1. Refer to the Upgrading the Events Check-In App article for detailed upgrade instructions.

Item 3: Upgrade Complete

1. No further configuration is required. 

No configuration steps.  You may proceed to the Permission Scanner Upgrade.