Salesforce - Event Management
- Carrie Felton
Analytics
Salesforce Event Management allows Salesforce Users to create and manage events, view and manage registrations, and report on attendance. In addition, users can make changes and directly control Event information that appears publicly, such as on FormAssembly forms.
This resource assumes a basic familiarity with Salesforce concepts, such as navigation, structure, and record editing. For additional information on these topics, view the UCL Salesforce Guides.
Create a New Event
Open Events and click New in the top right corner
Event Information
Certain information is required to create an event.
Required Fields include
Event Name - Internal reference, including Dept, Series, or other notes to reference this Event internally
Public Title - External reference, marketing title, and how it will appear on forms. This field is limited to 73 characters.
UCL Department - Search your department. Every UCL department is already in Salesforce, so you do not need to create a new one.
Status - will be Planning by default. Must be Published to appear publicly.
Dates - Start and End Dates and times.
Send Email Confirmation - will be checked by default. Uncheck if you do not want automated confirmations and reminders to go out to your registrants.
Other fields that may be useful for reporting that can be found in the Event Information section include:
Term - Search existing terms. Any that are available for registration will already be in Salesforce.
Event Manager - If a specific person on your team is responsible for the event, assign them upon creation
Parent Event - If an event is part of a series, you can create the series as a parent event and connect the two upon creation.
Event Type
Recurrence
You can specify any attendance information, including the minimum, maximum, and target attendance numbers.
The maximum registration value controls the event capacity. When the event reaches 100% capacity, it will no longer be available for registration through the form. Furthermore, all reporting will be based on any provided maximums, including graphics and statistics on the Event page.
Additional Event Information
Depending on the event, you may also want to include internal reference information, including a website, description, or vision.
Similarly, public event and venue information can be provided, along with the Public Title already provided. The public fields should be formatted and structured exactly as you want them to appear on a form or in an email to registrants. These public fields can be used in email templates or displayed on a form.
If you have a Venue or a particular Vendor you are working with, you can also associate that information directly with an event. In addition, you can see any events associated with the Venue or Vendors on the specified account records for helpful cross-reporting.
If you have specific budgets for your event, you can note them upon creation or from the event page. You can record those expenses, and formulas will keep track of spending according to your records.
Event Status: Publishing an Event
Once an Event is created, it will be in the Planning Status by default. However, an Event will only appear on a form as available for registration if the Status is Published. This delay allows you to finalize any details on an Event before it is shared.
To update the Status, navigate to your existing Event page and click edit on Status.
Select Published and click Save at the bottom of the page. Refresh your form to see the newly available Event.
An Event will show up on a form in specific circumstances, as follows:
UCL Department = Form department
Status = Published
Capacity < 100%
If any of these conditions are not met, the Event will not populate dynamically. Ensure you have checked these conditions before referring registrants to your form for a new event. If all of these conditions have been met and you continue to have trouble, submit a request to UCL Support.
Registration Management
Manually create new registrations
While most registrations should come in through a form, you may need to create the odd individual registration. You can do so from the Event page, on the right side, from Event Registrations.
Click on the arrow and then New.
From the Event Page, the Event will auto-fill. If you start elsewhere, remember to identify the Event for which you want to create a registration.
If you have created a Track for your Event, identify that Track on the Registration.
Connect the existing Contact (or Lead) to the new Registration. If one does not exist, create a new General Contact and associate that new Contact with the Registration.
Indicate whether the Registration is Paid or Free. If it is paid, be sure to collect payment before completion.
You can indicate the Source of the Registration or ask how the registrant heard about the event.
Include the Name and Title as you want them to appear on reports and their email for reminders.
Mark the new Registration Attendance Status as Registered.
If someone reaches out to inform you that they will not be able to attend once they have registered, you can update their Registration to Cancelled and remove them from the list of expected attendees.
Click Save at the bottom of the page.
View all registrations
On the right side of an Event page, you can see a preview list of Event Registrations, including a number value.
Click on Event Registrations to open the complete list of registrants and some summary information for each.
Further down on the Event page, you can see any Specifics you identified upon Event creation on the left and a graphic of Event Capacity on the right.
Together, this information gives you a sense of your Event status regarding Registration.
Post-Event Management
After an Event is completed, or in the case of a cancellation, there are a couple of items to close out the Event within Salesforce.
Update Event
In the same way that you moved the Event to Published when it was ready for Registrations, once the Event is Complete, you need to move it out of the Published Status to remove it from Registration availability.
Whether the Event is Complete or Cancelled, update the Status accordingly.
Remember to click Save at the bottom of the page.
Once you have updated the Event Status, you will see final attendance information within the Event Specifics section.
You can easily compare the expected numbers with the final numbers and evaluate the Event as a whole.
Update Registrations
Now that the Event is Complete, you can update the Attendance for any registered attendees. Anyone who had not already cancelled should be updated to either Attended or No Show based on whether they showed up for your event.
Additional Resources
Video: Training demonstration
Salesforce: Send List Emails - communicate with your Event registrants