Events Overview

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Events is designed to facilitate the scheduling and allocation of resources for recruiting events at your institution. This application is seamlessly integrated with your Salesforce instance, ensuring a smooth and efficient connection between Events and your prospect/contact records. Upon capturing event attendee or registrant data within Events, this information is automatically synchronized with your CRM system. Consequently, any workflows or triggers associated with the updated records are executed automatically, eliminating the need for manual staff input.

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

Upon successfully logging in to your Salesforce account, you will be able to locate the Events feature within the App Picker, which is positioned at the top-left corner of your page. Typically, the application is named "Events," although it is possible for your institution to modify or personalize this name. If you are unable to find "Events" in the list, it is advisable to consult with your CRM Administrator for assistance.

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 from Event registrations. This allows 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 that become available when you create or edit an event. Incorporating Categories and Types into your event will significantly enhance your ability to filter events for reporting purposes or to target communications to potential attendees. Additionally, it will enable your students and other users to search for events within specific parameters.

Upon initial setup, your Events App will automatically load a selection of common Categories and Types. However, you have the flexibility to create new, custom Categories and Types to better suit your specific needs.

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 Event 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.
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 Owner, Type, Category, Classification, or Location.
Make your selections.
Close or click outside the filter window to apply the criteria.

Note: Location filtering is only available for Classifications of "Event". If no Location records exist, the Location option will not be available for filtering. Location records that are missing the Filter Value will not display.

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

Salesforce Calendar Integration

When setting up an event, you have the option to select both Copy to SF Calendar and Copy Edits to SF Calendar to ensure that the event is synchronized with the event owner’s Salesforce calendar. This feature is particularly beneficial for keeping event owners informed about the events for which they are responsible. Once the event has been successfully copied to the Salesforce calendar, the event owner gains access to all the functionality offered by the Salesforce calendar. These include meeting and event sharing capabilities, reminder settings, and integration options with Outlook or Google.

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 function as comprehensive containers that hold multiple Account records within your CRM. This feature enables you to associate a single Event record with these Accounts collectively.

For example, consider a scenario where a recruiter represents your institution in Tennessee, and an upcoming Event is extended to all public schools in the metropolitan Nashville area. In such a case, you may opt to establish a Travel Group that encompasses all these schools.

Subsequently, this Travel Group can be designated when you create the Event record. As a result, each Account within the Travel Group will reflect a historical affiliation with the singular Event.

Note: On the Account record, there exists a related list titled Related Visits that displays all Events that have occurred or are scheduled to occur in the future, and which are in some manner connected to the Account.