Events, Sessions, & Location Management

Salesforce Events Management

Salesforce Events allows your audience to register for your events on line with direct input to salesforce where you can track attendance and gather lead data without struggling spreadsheets or juggling emails and phone calls.

Overview of Events Process in Salesforce

Components of an Event

Create a Location:

(if not already create)

A new location may be created or existing location may be used. We’ll create a new one in this example.

Select the Locations tab then ‘New’.

Enter the Location Name and any other pertinent information then save the location.

Create a New Event

Open the Events Tab

1) Choose the Event tab if it is available, see 2b on the screen shot below.

2) If you don’t see the tab, select the Marketing Application, as shown below, 1 and 2a, This will populate the tabs with Events and Sessions tabs.

3) If the Marketing application is not available, follow this link to learn how to add the Events tab Customize your Salesforce Tabs.

4) Select the Events Tab, then click on "New."

Complete the following:

1) Event Name

2) Description

NOTE: The Event description is public facing. It will show as a description of the event on the registration page so Attendees will have an idea of what it is they can expect to get from the Event Session

3) Program should be your Group – Use the arrows to select and deselect options.

4) Event Type should be your Group

You have created an Event. Now you need to assign one or more locations and sessions to the Event.

Add a Session to your Event

**IMPORTANT** Ensure that your sessions are associated with the appropriate event.

1. Open your New Event by going back to the Events tab and clicking on the event name.

2. Select ‘New Session’ in the Sessions Section

3. Enter or search for the Session Name, Event, Location, Start and End dates and Status.

4. Save the new Session

Session Name: The name you give to your session

Event: Enter or search for the Event which this Session will be associated

Location: Select the location for this Session.

Start Date: The Session date that will appear on the Registration web-site. When the date is passed the Session no longer be available on the registration website.

End Date: This is informational only. It is useful in reporting

Status: This is informational only. It is useful in reporting

Registration Open

Registration Closed

Cancelled

Show on the website: Checking this adds this adds the Session to the registration website.

Use the Start Date and Show on the website to control attendee access from the website.

Congratulations, you’ve created and added an Event with a Session and Location in Salesforce.

Now let’s have a guest register for our event.

Advertise the link to the registration page

Your team will have a unique link to your program specific Events.

Contact the Salesforce team if you don’t have one.

It will look something like this: http://eccles.force.com/<UNIQUE NAME>

Add the link to your site, to an email, or even text it.

Event Attendee registers for one or more sessions

Your Attendee will be brought to an RSVP form when the link is clicked.

The Attendee will complete all the required fields then select ‘Choose Event’

Select one or more sessions to attend then click on next

The Site will confirm that registration

View Session Attendee RSVP

In Salesforce, the Attendees have been added with a status of RSVP under the Session Attendees Section of the Sessions tab. Views and reports can be used to analyze your data.

1. Navigate to the Sessions Tab

2. Choose your Session

3. View the "Session Attendee" related list

Update Session Attendee RSVP Status

In Salesforce, the Attendees have been added with a status of RSVP under the Session Attendees Section of the Sessions tab. Views and reports can be used to analyze your data.

1. Navigate to the Sessions Tab

2. Choose your Session

3. View the "Session Attendee" related list

4. To update Status, select Edit to the left of the attendee in Session Attendees tab.

5. Update Status and Save

Written by Connie Cannon 2017