Events Overview

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Events is an application that allows you to schedule and assign resources to recruiting events for your institution. Events interfaces with your Salesforce instance, allowing seamless integration between Events and your prospect/contact records. Once event attendee or registrant data is captured in Events, that data is likewise captured in your CRM. Any workflows or triggers on the updated records occur automatically without staff input.

When paired with Form Assembly or TX Forms, Events can capture prospect/contact data with intuitive forms.

Once logged in to your Salesforce account, you can find Events in the App Picker at the top-left corner of your screen. By default, the app is called "Events," but your institution can change or customize it. Check with your CRM Administrator if you don't see "Events" listed.

Events app

For details on creating and updating Events, see the article Creating and Updating Events.

Events Terminology

Term	Description
Organization Event	Object: This object houses information about the events themselves: The name of the event, the start and end dates/times, the maximum number of attendees, and so on and so forth. The Org Event object also contains rollup fields that provide the total number of registrants, cancellations, attendees, and more. Tab: This tab works like other “record tabs” you’ve seen elsewhere in the CRM (like Contacts or Applications, for example). You can use this tab to create list views for coming events to easily see how many visitors are expected. Interaction: The Org Event object only interacts with two objects in the CRM. The CSI object is the main relationship, and you can also choose to optionally associate the event to an Account. The Account relationship is useful if you’d like to record which events you hosted with or at a particular account in your CRM - particularly if your office leverages a heavy travel schedule during recruitment; it can be nice to see that data reflected on the Account object.
Contact Schedule Item	Sometimes called Event History, Contact Schedule Item (CSI) records define the relationship between the Contact and an Organization Event. This is where you’ll look to determine if a person has registered for, attended, or cancelled their participation in an event. These records also contain information specific to that particular Contact’s registration for an event- for example, the number of guests they plan to bring. Interaction: The CSI object also only interacts with two objects: The Org Event object and the Contact Object. As stated in the graphic above, data in the contact schedule item indicates that the Contact is connected to the event. Organization Calendar: This tab shows all upcoming org events on a color-coded calendar view that you can choose to display as a daily, weekly, or monthly view. The calendar also allows you to filter the events shown by the event owner, and you can create new events here as well.
Events APP	Organization Calendar Tab: Displays all upcoming org events on a color-coded calendar view that you can choose to display as a daily, weekly, or monthly view. The calendar also allows you to filter the events shown by the event owner, and you can create new events here as well. Organization Events Tab: Use this tab to create list views for coming events to easily see how many visitors are expected.
Sub Events	Also called multi-session or child events, a sub-event is an event dependent on creating a primary (or parent) event. If the primary event is canceled, the sub-events are also canceled. If the sub-event (s) is (are) canceled, the primary event is unchanged. This section lists any sub-events for the event you currently have open. Clicking the New Event button will create a sub-event for the event you edit. If you want to make the event you are currently editing a sub-event of an overarching primary event, use the Primary Event lookup field in the Preferences section to associate your event with the primary event. For additional information on multi-session events, see How to Create Multi-Session Events.

Best Practices for Events Management

Create Inquiry records off of Event registrations. This would allow the information to feed into TargetX Insights.
When checking in Users at Events, use QR Codes or the Offline Check-In App.

Event Categories and Types

Categories and Types are two optional fields available when you're creating or editing an event. Incorporating Categories and Types into your event will help you filter events for reporting or target communications to potential attendees and will allow your students and other users to search for Events within specific parameters

Your Events App will automatically load a few common Categories and Types, but you can always create new, custom ones.

Types

A further level of stratification in Events is event Type. Event Types can be used as a filter and to assist with targeting communication. Event Types can also be used as part of the URL to determine which events a given Events user can see and register for. Events come with a few pre-generated Event Types to get you started. Administrators can create additional Event Types as needed. While it is useful to have many event Types, be aware that creating too many event types can become an administrative headache. New Types should only be created as needed.

To create a new event Category or Type

Navigate to Setup and select Object Manager.
Select the Organization Event object

Note: If you are using Salesforce Lightning, go to Setup and search for "Object Manager," then click on the label for Organization Event object.

In the Custom Fields & Relationships section, click either the Category or the Type field label
Add to or update the values listed in the picklist value set section

Event Calendars

Events Organization Calendar

The Events Organization Calendar is a valuable tool for an at-a-glance review of events scheduled to occur in a given month. The Calendar Color field on the New Event / Event Details General Information section is useful for color coding events on the Organization Calendar. It is recommended that Events administrators determine a color coding system such that certain types or categories of Events are always the same color or events owned by a particular person are always the same color.

Navigating and Filtering the Events Calendar

The calendar page defaults to the current month. Click the Today, Week, or Day buttons to change the view. The calendar includes filter functionality to limit events displayed to those that meet your criteria. The default shows events for all owners and event types. To filter:

Click the Filter button. A window will appear, allowing you to filter by the owner and type.
Make your selections.
Click outside the filter window to apply the criteria.

For information on Salesforce Events and Calendars, see the Salesforce Help & Training article: Events and Calendars.

Salesforce Calendar Integration

When creating an event, you can check the Copy to SF Calendar and Copy Edits to SF Calendar to synchronize the event to the event owner’s Salesforce calendar. This is useful for keeping event owners apprised of those events they are responsible. Once the event is copied to the Salesforce calendar, all the functionality available via the Salesforce calendar, including meeting/event sharing, reminders, and Outlook or Google integration, is available to the event owner.

Notes:

The integration between Events and the Salesforce calendar is one way only. Changes made to an event in the Salesforce calendar will not be reflected in the TargetX event.
Events do not have visibility to the Salesforce calendar and will allow you to double-book your Salesforce calendar.

Events Forms

Institutions can use Form Assembly or TX Forms to capture prospect/contact data. Data captured with FormAssembly is also saved directly to your Salesforce database, where all workflows and triggers automatically fire to update your data and kick off critical processes. If you have questions about using FormAssembly in conjunction with Events, please see our Form Assembly documentation. TX Forms allows institutions to configure Conditional questions, Option Groups, and customize sections and questions.

Travel Groups

Travel Group records are “buckets” that contain multiple Account records in your CRM, allowing you to attach a single Event record to these Accounts en masse.

For example, if you have a recruiter who represents your institution in Tennessee, and there is an upcoming Event to which all public schools in the metropolitan Nashville area are invited, you might wish to create a Travel Group that contains all of these schools.

This Travel Group can then be specified when you create the Event record so that each of the Accounts in the Travel Group will show a history of being affiliated with the single Event.

Note: There is a related list on the Account record called Related Visits that will show all Events that have taken place or will take place in the future and in some way were or are relevant to the Account.