Creating and Updating Events

Creating/Editing an Event from the Organization Calendar

1. Select the Events application from the application picker in the top right corner.
2. Click the Organization Calendar tab.
   • To Create a New Event: Click the Create Event button at the top left of the calendar, or double-click any date on the calendar.
   • To Edit an Event: Click on the Event Name in the Calendar for the Event you wish to edit.

 Creating/Editing an Event from the Organization Events tab

1. Select the Events application from the application picker in the top right corner.
2. Click the Organization Events tab.
   • To Create a new Event: Click the New button.
   • To Edit an Event: Click on the Event Name for the Event you wish to edit and then click the Edit button.

The following details in General Information need to be completed with each new event created in the system:

• Name that appears on the Calendar for the event.
• Description of the Event. This is displayed under the Name of the Event
• Classification is the value used to differentiate between Events and Interviews

The page for creating events has seven sections, General Information, Preferences, Email Messages, Custom Questions, Travel Details, and Notes. For details on each section and the fields available, see Event Details.

Once an event has been created/saved, additional related lists become visible:

• Registration Link
• Attendee Totals
• Notes
• Resources
• Sub Events
• Filter
• Staff and Volunteers
• Attendees

For more information on creating multi-session events, see the article: Creating Multi Session Events.

Understanding Public and Private Events

To make an event private, ensure the Public checkbox in the Preferences section is unchecked.  Clearing this checkbox prevents events from appearing when Events users search the Events Calendars. If an event is Private, it will not appear in any searches.  The only way to get to the event registration page is to send the registration page URL, typically via email, to those you wish to attend.

For instructions on how to build and embed the event registration page URL in a broadcast email, see How To Get Event-Specific URL and Creating an HTML Email and How do I limit which events display to registrants using URL parameters?

Adding Notes to an Event

Use the Notes section to place any notes regarding the event.  To write a note, click the triangle to open the Notes field (indicated by a red arrow below), then type the note in the text editor and click Save.

Cloning an Event

Events provide the ability to clone events both independently (using the Clone button) or to clone a parent Event and all corresponding child events (using the Clone with Children button).

• Cloning events will copy all existing fields in the event, except Event Name.  
• The Public Field in the cloned event defaults to false and can be set to true when the newly cloned event is ready to be published.
• Clone with Children will appear only for parent events with corresponding child events.
  • The parent-child relationship is maintained in Clone with Children and will populate the Parent field on the cloned child events with the name of the cloned parent event.
  • After the cloned parent event is saved, the child events are copied with all fields from the original child events, including Event Name, and will maintain the date/time relationship to the cloned parent event.
• Example: Parent Event of Open House Weekend from 9 AM, Friday, June 29 until 5 PM Saturday, June 30, with Child Event of Lunch at 12 PM on Saturday, June 30 will clone with Open House Weekend beginning on Day 1 at 9 AM, ending on Day 2 at 5 PM, with Lunch on Day 2 at 12 PM.
  • To publish or mark public all child events for a single parent event, click the Publish Child Events button at the top of the parent event's Event Details Page (accessible only through the Organization Events tab).

Deleting an Event

You can delete an Event either from the Event Edit page or the Event Detail page. Click the Delete button and confirm to delete the Event.

Configuring Events Nearby

To ensure that the Events Nearby search functionality works, the Google Maps API Key must be populated with a valid API key: 

1. Navigate to Events Custom Settings.
2. Click the Edit button to add the Google Maps API Key.
3. Once you add the Google Maps API Key, Save your changes.

Creating a One-time Event

1. Click the Organization Events tab.
2. Click the New button.
3. Set up the General Information about the event, including name, description, classification, time and date. For descriptions of each field available, see Event Details.
4. Select the appropriate category and type.

Note: You can provide a specific calendar color to the event to make it easy to identify on your internal calendar.

5. Since this event only occurs a single time, Leave the recurring event? checkbox unchecked.
6. Validate the time zone option to ensure this reflects the area in which the event is being held.
7. Update any Preferences for the Event for items such as Event Cost, Max Attendees, etc. For descriptions of each available Preference, see Event Details.

Note: If you're creating a public event, when you Save, the event is published to your event site. If you're not ready for the event to be public, uncheck the Public checkbox and then re-check when you're good to go.

8. Save the Event.

Once you save the event, you'll see that there's now a Registration Link available beneath the time zone setting. The link is only available after the event has been saved.

Creating an Invitation-Only Event

When events reference an Invitee Campaign, members of that campaign are considered to be invited to the event. As Invitees, the members of the Invitee Campaign will be able to see the event on the Events search page. Reports and search functions are available to keep your campaign membership current.

Note: You can NOT set Sub-Events as 'Invitation only.'

For example, you may hold an Admitted Students Open House and only want admitted applicants to see the event on your site. While you can make the event private and send the Event Specific Registration link in an email, you can also use the Invited Event feature to limit visibility to only those in the invitation campaign.
 

1. Create a Campaign for your event invitations. Ex: Open House Event Invite
2. Add members to your campaign by way of a report or via search.

   1. To add Campaign Members via Reports, please see Salesforce Help & Training article Add Campaign Members from Reports.

   2. To add Campaign Members via Campaign "Manage Members" Button:

      1. Click on the Campaigns Tab.
      2. Select the record of the Campaign that you would like to add members to. This will bring you to the Campaign Detail page.
      3. In Classic, this will bring you to the Campaign Detail page. Click the Manage Members button.

         • Select how you would like to Add Members, either by searching or by importing them.

      4. In Lightning, select the Related tab and locate the Campaign Members related list. 

         • Select to Add Leads or Add Students to add additional Member Status Values.

      5. Note: If you choose to import, select Update & Add Campaign Members - Import File and then Update & Add Campaign Members to import the members as contacts rather than leads. 

      6. After you have created the member list, click Add with Status and choose a status of None.

3. Create your Event record and search for your campaign in the Invitee Campaign field on the event.
4. Check the Public checkbox. 
5. Check the Invite Only checkbox. This prevents users who are not 'Invited' from seeing the event.
6. Save your changes.

For someone to register for an Invite-only Event, the event must be marked 'Public.' They won't be able to register for the event if it is not Public. 

Notes: 

• The Active checkbox on the Campaign Create / Edit screen does not impact the event invitation status. Campaign members are still considered to be invited if the event is inactive.  
• Inactive events will not appear as options in the Invitee Campaign lookup field.

7. You can manually add an invited student to an event using the New Invitation button.
8. You must email the invited students an Event-Specific URL  so your invitees can register for the event. Invitees must be authenticated to register for the event.

Event-Specific URL format:

https://<EVENTS SITE URL>/TargetX_Eventsb__events#/esr?eid={!TargetX_Eventsb__OrgEvent__c.Id}&cid={!Contact.Id}&k={!Contact.TargetX_Base__Access_Key__c}

9. Until invited students register, the event is available in their invited list on your event's site:

Configuring Recurring Events

When you select the Recurring Event checkbox, the "Recurring Event Details" section appears. You will need to activate Allow Activities on the Organization Event object in order for recurring events to work correctly.​

1. Navigate to Setup and select Object Manager.
2. Click the Organization Event object.
3. Select Edit.
4. Under the Optional Features section, click the checkbox for Allow Activities.
5. Save your changes.

Note: a recurrence can only be set up during the initial creation of a new event. You will not be presented with this option while editing an existing event.  You can edit recurring events as single standalone dates or as a recurrence.

• Enter the recurrence frequency
• Enter the recurrence details
• Enter the recurrence end date

Note: You can specify the following maximum occurrences for a recurring event:  Daily: 100; Weekly: 53; Monthly: 60; Yearly: 10.

Creating Multi-Session Events

Events allow users to create child events, or sub-events, of a primary parent event. While sub-events are linked to the primary event during the registration process, they are distinct events that allow users to specify separate registrants for each sub-event and include custom questions specific to the sub-event.

Editing an Event that is Part of a Series 

If the event you are editing is part of a series, that is, a sub-event or primary event, your options will differ depending on whether you change the event date.

Changing the Date: If you change the date of an event that is part of a series, it will not remain. You will be presented with a dialog box explaining this when you click the Save button. Choose OK to save your changes and remove this event from the series.

Note: Changing the time of a recurring event does not remove it from the series.

Keeping the Same Date: If the event you are updating is part of a series and you do not change its date, you will have three options when you click the Save button.

Only This Event: This option will save the changes you made to this event and this event only. All other events in the event series will remain unchanged. NOTE: If you choose this option, your edited event will be removed from the series. It becomes a standalone event, and future edits to other events in the series will not impact this event.

Update All Events: This option will apply your changes to every event in this series.

Update Following Events: This option will apply your changes to the event you have edited and any events in the series that occur after the event you are editing. Events in the series that occur before this one will remain unchanged. All events will continue to be a part of the series.

Creating Events for High School or Group Fairs