Customizing Events

Adding Custom Time Zones in Events

Customizing the Organization Events tab

The Organization Events tab can be customized by updating the fieldset on the Organization Event object.

1. To access the fieldset, navigate to Setup and select Object Manager.
2. Click the Organization Event object.
3. Click Field Sets.
4. Using the fieldset that corresponds to the section you wish to update (details below), remove any fields you do not want to display. 
5. Save your changes.

The fieldsets, and their default fields are specified in the table below:

Adding and arranging new fields on the Organization Events page

To leverage new fields on the Organization Events, follow the steps below to add these new fields to your Organization Events calendar and page layout:

1. Navigate to Setup and select Object Manager.

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

2. In the Field Sets section, click Edit next to Custom Questions.
3. In the Field Set box, arrange the ‘Field # Required’ fields similar to the screenshot below:

4. Click Save.

Custom Questions can be created for both event registrants and their guests.  When creating custom questions for sub-events, be aware that registrants must answer the custom questions for each sub-event.  Avoid repeating custom questions where possible to avoid confusing or frustrating the registrant.

Adding and Modifying fields on the Event Details Page

1. Navigate to Setup and select the Object Manager.
2. Click on the Organization Event.
3. Scroll down to Field Sets; click Edit next to Event Details.
   1. To add a field to the view, drag a bold field name from the top section to the bottom, In the Field Set.
   2. To remove a field from the view, drag it from the section labeled In the Field Set to the top section.
   3. To reorder the fields, drag them to the appropriate order in the In the Field Set section.
4. Click Save.

Note: Fields will be displayed in a 2-column layout, and consecutive entries in the vertical list will show in alternating columns. There is no way to insert a blank space.

If you wish to update other sections, you can do so using the same steps above, selecting a different section of the Events Page in step 3. 

Customizing the 'Number of Guests' label for Events

DISCLAIMER: This CSS tag is not supported or maintained by TargetX and is meant as an example of how you may choose to use CSS within our products. Some or all of the customizations these tags provide may change or no longer apply to your instance at any time. If the CSS impedes expected functionality in the TargetX product at any time, we recommend you remove the CSS to regain functionality.  

1. Navigate to the App Picker and select the Events Custom Code tab.
2. Click New.
3. Enter a "Theme Name" and copy the exact name for reference in later steps.
4. In the CSS field, enter the following:

label[for="type"]:after

{content:'\00a0(Not including student) '}​

You can edit the text displayed by updating the text within the ( ).

Note: Custom CSS and Javascript will apply to all pages. Separate CSS or Javascript on a page-by-page setting is not available.

5. Click Save.
6. Navigate to Setup and search for Custom Settings.
7. Select Manage next to Events Settings.
8. Click Edit next to the custom setting to which you'd like to apply the CSS or Javascript.
9. Type or paste the exact name of the custom code record you created into the Template Override field.

Preventing students from registering for multiple sub-events at the same time

1. Navigate to the Event that has Sub-Events and select Edit.
2. In the Preferences section, select the Block Sub Event Conflicts checkbox.

Note: This checkbox only needs to be selected on the PRIMARY event.

3. Save your changes.

Setting up Event Waitlists

If an event has a limited number of attendees, including guests, then Events will automatically create a registration waitlist unless the event preferences are configured to disallow a waitlist. If an event is at capacity and a waitlist has not been activated, the event will be removed from the Event Organization Calendar or list of Organization Events.

Events with wait lists can be handled in different ways depending on how it has been configured:

1. Select the Events application from the application picker in the top right corner.
2. Click the Organization Events tab.
   1. To Create a new Event: Click the New button.
   2. To Edit an Event: Click on the Event Name for the Event you wish to edit and click the Edit button.
3. Check the Waitlist field. When the Event is Full, registrants will be offered the opportunity to join the waitlist.

If an event has an opening, Events scans the waitlist and finds the first group with several members that will fit into the space. Example: If a group of three - the registered individual and her two guests - cancels, Events scans the waitlist, finds the first group of three or smaller, and automatically confirms them to the Event, sending the Off Waitlist email. If the group Events finds only has two members (i.e., the registrant and his sole guest), then Events re-scans the waitlist, looking for a single person to fill the remaining slot.

Occasionally, a person on the waitlist misses the notification that they have been confirmed, resulting in unused attendance slots. To prevent this, use the Email Wait list Promotion checkbox. If the Email Waitlist Checkbox is checked, Events will email the registrant for all the appropriately sized groups (or smaller) on the waitlist to complete the registration process. The first group to complete the registration process gets the slots.
 
Paid events are always treated as if the Email Waitlist Promotion checkbox is checked. When an event has an opening, and that Event has an associated fee, every registrant on the waitlist is emailed, inviting them to register for the Event. The open slot(s) will be awarded to the person or group that completes the registration, including fee payment, first.

Using Discount Codes for Events

1. Log into Salesforce Events and select the Discounts tab. The settings on this tab allow you to edit an existing discount or create a new discount.
2. Click the New button to create a new discount.
3. Enter the information for the new discount as needed.  
4. Save your discount code.

Once the discount code is saved in the system, it will then be able to be used by registrants during the registration process by entering the specified code into the Discount Code field and clicking Apply to apply the code. Once the code is applied, the discount appears beneath the legal terms on the registration page.

Using the Next School Visit Trigger

TargetX Events module allows you to associate an Event with a single Account or group of Accounts. Data from this Event is then added to the Related Visits related list on the Account record so that you will have a log of visits or other Events that have taken place at that Account or that have involved that Account in some way. 

You can use the Next School Visit Trigger to prevent users from having to scan through all Events in the Related Visits related list. This trigger will check all Events in the related list and find the soonest Event that is not canceled. Once it finds the Event, it will pull data into the following fields on the Account record:

1. Next Event Name
2. Next Event Date
3. Next Event Time
4. Next Event Date Time

Note: These fields reflect information for the earliest Event that is not canceled. If a new Event is created before others already scheduled for the Account, the values will be updated to reflect the new, earliest Event. Once the Event reflected in these fields passes, data for the next soonest Event will populate. 

To activate and schedule the Next School Visit trigger, you must enable it from Custom Settings for Events. 

The Next School Visit Trigger operates differently depending on whether you have your Event attached to a single Account, to multiple Accounts through a Travel Group, or to both a single Account and a Travel Group. 

If an Event is only associated with a single Account and not with a Travel Group.

• The Event will appear in the Related Visits related list for that single Account.

If an Event is associated with a Travel Group only and not a single Account

• The Event will appear in the Related Visits related list for the Travel Group.

If an Event is associated with a single Account and a Travel Group.

• The Event will only appear in the Related Visits related list for the single Account.

Activating and scheduling the Next School Visit trigger

1. Navigate to Setup and search for Custom Settings.
2. Select Manage next to Event Settings.
3. Click the default record and select Edit.
4. Select the checkbox for Next School Visit Trigger enabled.

5. Save your changes.
6. Next, you’ll need to schedule the Apex class that will process the Next School Visit trigger:
   1. Navigate to Setup and search for Apex Classes.
   2. Click the Schedule Apex button.
   3. Enter a job name, such as Next School Visit Trigger.
   4. Click the magnifying glass next to the Apex Class field and search for/select: updateAccountNextEventSchedule.
   5. Set the schedule to run weekly on every day of the week.
   6. Set a start date, end date, and start time.
   7. Click Save to complete the process.

Using Events Keywords

Events Keywords allow you to add specific values to your events to filter and report on your Organization Events.

#/calendar?keyword=<<Keyword picklist value>>

https://yourschool.my.site.com​/events#/calendar?keyword=Undergraduate