General Information

• Name: The name of the event displayed to registrants.
• Description: A brief event explanation displayed to registrants on your event's site.
• Classification is the value used to differentiate between Events and Interviews.
• Category: High-level event grouping for internal organization and as a filter for registrants when searching. Common categories are Undergraduate, Graduate, and Alumni.
• Type: Secondary classification for internal and external use. Common types include Open House, School Visit, Campus Tour, etc.
• Owner: Who this event "belongs" to. This is useful for filtering the calendar and copying this event to the owner's Salesforce calendar. Ensure the assigned owner has sufficient rights to avoid a "Transfer requires read" error.
• Calendar Color: The event's color will be displayed on the internal calendar. Manually enter a color using #RRGGBB or #RGB format, or use the color picker.
• Start Date: That Start Date and Time for the Event.
• End Date: That 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" area contains additional details and settings for the event.

• Parent Event: The lookup field is used when creating Child Events. Relates the child event being created to a Parent Event.
• Form Assembly ID: Form Assembly form ID for this event's registration form. If blank, the event will use the default form for your organization, which is specified in Events Custom Settings. The selected form will appear during registration via Events or an event-specific registration link.
• 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).

• Public: When checked, marks an event as public and searchable on your Events page.
• More Information URL: In events search results, links to a page with additional information.
• Featured Events: When checked, this event will show in the "Featured Events" section of Events module.

Note: Child events (available in Events 5.0 and higher) cannot be set as Featured Events.

• Event Cancel: When checked, indicates that an entire event has been cancelled.
• 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.
• Unlimited Attendees: If checked, registration will accept everyone and ignore the maximum number of attendees field. If left unchecked, registration will only accept the number of registrants plus guests that fit within the Maximum Attendees specified.
• Copy to SF Calendar: If checked, the system creates a copy of this event in the event owner's Salesforce calendar.  
• Copy Edits to SF Calendar: If checked, will copy changes made to the event after creation to the associated SF Calendar event.
• Max Attendees: Sets maximum number of attendees for a given event
• Waiting List: If checked, when the maximum number of attendees is reached, further registrants will be told they have been placed on the waitlist and will be notified if space becomes available. If not checked, further registrants will be informed the event is full.
• 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.
• Allowed Guests: Sets a maximum number of guests a registrant may bring.
• 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.
• 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.
• Note: All overlapping events must have this checked to allow the overlapping registration.
• 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.'
• Email Wait List Promotion: When enabled, functions as follows depending on whether the event is free or includes a fee:
• Paid Events: Regardless of checkbox setting, when an available slot opens, everyone on the wait list is emailed, inviting them to register and pay for the event. Registration is confirmed on a first-come, first-served basis.
• Free Events: If checked, emails everyone as described above; if unchecked (default), automatically confirms the first party that fits (counting guests) and sends “off wait list” email.
   

Email Messages

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

• Email Sender: Specifies the email address to which the event-related emails will be sent. Additional email addresses can be configured by going to Setup and searching 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 allow you to add event-specific custom questions to gather data about attendees. If a registrant signs up for more than one event, the system only presents the basic registration form for the first event, followed by custom questions for each event when applicable. You can add up to 10 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.