Understanding Event Details

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This article explains each field and setting available when creating and updating Events in TargetX.

General Information

Field	Description
Name	The name of the event displayed to registrants.
Description	A brief event explanation displayed to registrants on your event's site.
Classification	The value used to differentiate between Events and Interviews.
Category	High-level event categorization is utilized for internal organization and as a filter for registrants during their search. Typical categories include Undergraduate, Graduate, and Alumni.
Type	Secondary classification for both internal and external use. Common types include Open House, School Visit, Campus Tour, and others.
Owner	Staff member who owns the event; used for filtering and syncing to Salesforce. Ensure they have the right permissions to avoid “Transfer requires read” errors.
Calendar Color	The event color appears on the internal calendar. You can select a color using the color picker or enter a hex code in #RRGGBB or #RGB format.
Start Date	The Start Date and Time for the Event.
End Date	The End Date and Time for the Event.
Time Zone	The time zone in which this event will occur.
Note: if the event occurs in a different time zone than where you're located, the event will display on the Organization Calendar in local time for each user's log-in.
Recurring Event	Available on New and Cloned events only. Use this option to create a series of events. For details on setting up a Recurring Event, see the article Configuring recurring events.

Preferences

The "Preferences" section offers supplementary information and customizable settings for the event. The table below lists the preferences available in alphabetical order:

Field	Description
Allow Overlap	If checked, a registrant can sign up for more than one event during the same time slot. The default state of this check box is configured in Events Custom Settings.
Allowed Guests	Sets a maximum number of guests a registrant may bring.
Copy Edits to SF Calendar	If checked, will copy changes made to the event after creation to the associated SF Calendar event.
Copy to SF Calendar	If checked, the system creates a copy of this event in the event owner's Salesforce calendar.
Email Wait List Promotion	When enabled, functions as follows depending on whether the event is free or includes a fee: Paid Events: all waitlisted registrants are emailed when a spot opens; they register/pay on a first‑come basis. Free Events: Enabled -> all waitlisted registrants are notified Disabled (default) -> the first party that fits (counting guests) is automatically confirmed is sent an “off wait list” email.
Event Cancelled	When checked, it indicates that an entire event has been canceled.
Event Cost	Used in conjunction with the payment module. If the event cost exceeds 0.00, the registrant will be presented with a payment page during event registration.
Note: The event will not allow registration if payment is incomplete.
Event Item Code	For those schools that use Transact Payments(CASHNet) for payment processing, an item code is required to complete the online payment process. Typically, a default item code is already configured, but you can set a separate Item Code here to differentiate payment for this event from other payments processed by CASHNet.
Featured Event	When checked, this event will show in the "Featured Events" section of the Events module.
Note: child events (available in Events 5.0 and higher) cannot be set as Featured Events.
Form Assembly ID	Specify the Form Assembly form ID for this event's registration form. If left blank, the event will utilize the default form designated for your organization, as outlined in Events Custom Settings. The chosen form will be displayed during registration through Events or an event-specific registration link.
Map Link	This field has been deprecated and replaced by the Location Lookup Object.
Map Link Text	Display value for the Map Link. The default Map Link Text may be overwritten with your choice of text.
Max Attendees	Sets the maximum number of attendees for a given event.
More Information URL	In events search results, links to a page with additional information.
Parent Event	The lookup field is utilized when generating Child Events. It establishes a connection between the child event being created and a Parent Event.
Public	When this option is selected, it designates an event as public and allows it to be searchable on your Events page. This means that the event will be visible to others and can be found through the search function on your Events page.
QR Check-in (Before and After fields)	Specifies the number of hours before and after the start of an event that a QR Code for check-in is valid. Scanning a QR Code outside of this window will redirect to the Redirect Link specified for the event.
Note: All overlapping events must have this checked to allow the overlapping registration.
Redirect Link	Specifies the page after a registrant completes the event-specific registration form. If blank, event-specific registration will use the default redirect specified in Events Custom Settings. If that is also blank, it will redirect to a new blank registration form.
Note: When you complete a registration form in Events, it returns you to the My Registered Events Page (in Events 5.0 and higher).
Registration Deadline Days	Specifies the number of days before the event that registration will close. When set to zero (0) for single-day events, registration is allowed until the event is over. When set to other values, registration is allowed until midnight on the specified number of days before the event start date. If the Registration Deadline Date is 0, registration is allowed until the End Date/Time of the event. If the Registration Deadline Date is greater than 0, registration will be allowed until the number of days before the start of the event, as specified in the Registration Deadline Days before Event setting in Events Custom Settings.
Note: For multi-day events, if you want to reopen registration throughout the event, you will have to change the start date every day to TODAY.
Registration Open Date	Specifies the date the event will be visible to registrants. Note: The event will only be visible if marked as 'Public.'
Unlimited Attendees	If enabled, registration will accept all registrants regardless of the Maximum Attendees limit. If disabled, registration will be limited to the total number of registrants and their guests that fit within the specified maximum.
Waiting List	If this option is enabled, once the maximum number of attendees is reached, any additional registrants will be informed that they have been placed on a waitlist and will be notified if space becomes available. Conversely, if this option is disabled, additional registrants will be informed that the event is currently full and no waitlist will be maintained.

Email Messages

This section determines which email template to send out when the specified action occurs.

Email Sender: designates the email address to which notifications pertaining to the event will be directed. To configure supplementary email addresses, navigate to Setup and search for Organization-Wide Addresses.
- If you would not like an email sent for a particular action, select "None" from the drop-down list for that action. New events will default to None.
- The Default choice will be the email template for that action installed with the product. You can edit the default template, including the Email Template Name.

Note: although the Template Unique Name is editable, do not change the value, as the Events package functionality is based on the Unique Name.

The email templates for Staff Confirmation Email and Staff Reminder Email are only sent to those listed in the Staff & Volunteers section.

Custom Questions

Custom questions enable you to incorporate event-specific inquiries to collect detailed information about attendees. When a registrant enrolls in multiple events, the system initially displays the standard registration form for the first event. Subsequently, it presents custom questions tailored to each event, as applicable. You have the flexibility to add up to ten event-specific custom questions.

Label: the field's label, viewed by the registrant as the question.
Value: allows you to present something other than a blank response field. It can contain a text default value. For a pick list, enter a list of choices (each 255 characters max) separated by semicolons. It may be left blank to allow a registrant to enter any value.

Travel Details

If this event is travel to either a School or a Group of Schools, you can specify them here, assuming you have previously set up Travel Groups.

If the Include School and Travel Group checkboxes are checked, emails using the Travel query will go to both the students associated with the school and those associated with other schools in that travel group. If unchecked, emails using the "Travel" query only go to students associated with the specified school.