Event Setup Guide

First, log into Salesforce. 

Login link for Salesforce here ➝

When logging in for the first time, you may be asked to provide a phone number for a verification step. This is optional and can be skipped - it will ask again periodically.

You should be taken to an 'Events Management' page that looks like below. If you are not, follow the additional steps below to navigate to the right area.

If when you log in your landing page doesn't look like the image above and doesn't have 'Events Management' in the top left, you can find it by clicking the grid icon in the top left, and searching for/selecting 'Events Management' in the dropdown list that appears:

To start creating our event, we need to open the 'Events Wizard'. You can do this by clicking the 'Event Wizard' tab highlighted below.

The first step when creating an event is choosing which sort of template or previous event you want to use to base your event on. This will save you a lot of time in filling in fields.

There are two choices:

3a. Choose the template designed for your group/region/chapter (see Step 3a below)

3b. Choose an already existing event in Salesforce to use as the template for a new event (see Step 3b below)

Whichever you choose, on the Event Wizard first page you will find the section highlighted below and start typing either the name of the event you want to copy, or simply the word 'Template' to find the relevant template.

If you want to use the bespoke template prepared for your group/region/chapter, navigate to the 'Clone from a previous event' section on the first page of the Event Wizard, and in the search box type "template".

An option with the name "TEMPLATE - [Group/Region Name] Events" should appear. Select that option.

A small window with tick boxes will appear. Tick the top box to select all, and then click 'Confirm'.

If you want to use an existing event as the template for your new event, navigate to the 'Clone from a previous event' section on the first page of the Event Wizard.

The names of events you can use as templates will appear. Use the search bar to narrow your search until you find the correct event.

A small window with tick boxes will appear. Tick the top box to select all, and then click 'Confirm'.

Once you've selected the event or template to use, the Event Wizard will pre-fill your new event will all the information from that event or template.

You will need to add, change or remove any information you want to be different from the event or template you selected.

This starts on the 'Start' page of the Event Wizard. Make sure to choose a name, start end/time and time zone for your event, if the ones pre-filled aren't appropriate for your event.

❗For UK Events please choose the Time Zone Europe/ London.

The 'Look & Feel' tab should be pre-selected to 'Tabbed'. If that's the case, don't change this as 'Tabbed' is the optimal layout for RPS events.

If for some reason 'Tabbed' isn't selected, please select it by clicking on that option.

The event 'Details' tab is where most of your key event information is added. You'll notice some will be pre-filled from your template or event, but you can change it all and there may be some gaps you need to fill in.

Banner image
You can upload a hero image for the event using the 'Upload' button at the top of the Details page.
Note: This image will be cropped to a 2:1 ratio if not already that ratio when uploaded. Suggested size 820px by 410px. Must be .jpg or .png file.

Description
This is where you can add the main description for your event. You can add all sorts of formatting as needed including bullets, numbered lists, links and more.

Webinar/Meeting URL
This field is where, if your event is online, you can add the meeting URL for it. We suggest you add this before publishing the event.
Note: Due to the delivery method of the meeting URL, a separate password is not required. We suggest either removing password protection or choosing the option in Zoom to 'embed' the password within the URL.

Total Capacity
This is where you can set the total capacity of your event. This can be adjusted later as needed. This can also be set separately from individual ticket capacities, which we will cover later.

Contact us email
This is an optional field. If an email address is added to this field, a contact form will appear on the event once published. If someone fills in that form, the submission will be sent to the email address in this field. You can instead choose to share contact details in the event Description.

Event Group
This is an important field. The Event Group is what dictates if your event appears in the events listing once published. To ensure it does, set the Event Group field to contain the 'Default Event Group' option. If you don't, the event will still work, but won't appear in the main events listing. This might be useful for sharing with others for approval/review before publicising.

Category
This is the category of the event. The same options as in the previous RPS events system are there. Select whichever is most appropriate for your event.

Special Interest
This field contains a dropdown for all Specialist Interest Groups. If you are organising an event for a SIG, select the correct one here. If you are organising an event for a Region or Chapter, you can ignore this field.

Region/Chapter
This field contains a dropdown for all Regions and Chapters. If you are organising an event for a Region or Chapter, select the correct one here. If you are organising an event for a Group, you can ignore this field.

Delivery
This is the delivery method of the event. There are three options: Face to Face, Online, or Hybrid. Select the one most appropriate for your event.

Led by
This field is for internal reporting of events. It should be pre-filled with 'RPS Volunteers' - if it is not, please select that option.

Once the appropriate options are selected, you can move on using the blue arrow on the right.

If you wish, you can add Speaker information to your event using the 'Speakers' option. When speakers are added here, a new tab will be added to your event page which contains information about the speaker. You can include a name, image, and description for the speaker.

If you have two or more speakers at your event this may be a useful feature, but if there is only one we recommend including information about that speaker in your main event description, on the 'Details' tab (see step 5).

Click the '+' icon to add a speaker, and then fill in the relevant details. Refer to the below video for more detail on the steps.

Click 'Save & Close' to save the speaker you have added. You can edit it after saving by clicking the pencil icon on the speaker section.

The next section is Event Items, which is the phrasing used for what we call tickets. Depending on the template/event you chose as your starting point for your new event, this section will show different existing tickets. 

You can edit, add or delete tickets here. Below are details of each of the fields available to you to edit and what they do, as well as video examples of a user making these changes.

Public Item Name
This is the name of your ticket - people will see this when selecting and booking their ticket.

Description (optional)
This is the description for the ticket, and is an optional field. This is where you can add some additional information about the ticket.

Price
This is the price of the ticket. You don't need to put a currency in, just the number in the form 00.00 so if it's £1, it would be 1.00.

Free
If the ticket is free, you can leave the 'Price' field blank and tick the 'Free' box.

Quantity Available
This is where you set the quantity of this ticket. This is separate from the overall event capacity, so it's important to make sure each number is accurate based on your requirements for the event.

Maximum Quantity (optional)
If you like, you can choose a maximum number of tickets that someone can book in one go. This is an optional field, and you can simply input the number of tickets any person can buy in one go into the field.

Product Selection [essential]
This is an essential field and ensures any money taken for tickets is attributed to your Group or Region. This is a dropdown field, you must select the one related to your Group or Region.

Sales Start Date (optional)
This is an optional field that allows you to choose the date that the ticket is available to purchase, in combination with the 'Sales Start Time' field below. If you pick a date for this field, the ticket won't be available to purchase until that date, even when the event is published.

Sales Start Time (optional)
In coordination with the 'Sales Start Date' field above, this field allows you to choose the time of day that the tickets start being on sale, based on the date selected for the Date field.

Sales End Date (optional)
Similar to the 'Sales Start Date' field, this field allows you to choose when a ticket stops being available for sale. This might be useful if you want to stop sales of tickets a little before the actual event time, or if there is a strict deadline on when you need all bookings to be made by.

Sales End Time (optional)
Similar to the 'Sales Start Time' field, this field dictates at what time on the selected 'Sales End Date' that the tickets are no longer available to purchase.

Visibility Control (optional)
This field allows you to apply strict controls to who is able to book your ticket. We recommend that you do not use this field unless you are clear on the implications. More information about the impact of using this field can be found in this November update [link].

Below is a recording of someone editing an existing ticket, including all the fields detailed above.

If you wish to delete a ticket, you can do so by clicking the Bin icon, as shown below:

Once you have followed the above steps and are happy with the preview of your event, you are almost ready to publish it.

First, click 'Save & Publish Later' to save your changes, close the Event Wizard and take you to a more detailed view of your event information.

Event Keywords are a key part of setting up your event. They are not strictly required but are recommended in order to help people find your event.

Rather than keywords in a tagging sense, these Event Keywords form the filter options for when someone is searching for an event. You can see these filter options on the left hand side of this page: events.rps.org

As you can see on that page, Keywords are split into 4 different categories: Interest, Type, Association and Location.

Interest keywords are related to Special Interest groups. Each group had a Keyword set up and that can be used to view all events from that Group, assuming the Keyword is added to all of those events.

Type Keywords are related to the sort of event you are running, e.g. conference, talk, field trip, exhibition etc.

Association Keywords link an event to a specific Region. There is one for each Region and that can be used to view all events from that Region, assuming the Keyword is added to all of those events.

By default, Keywords will be copied over if you use a template or previous event to create your new event. You can keep these, remove them, or add new ones as needed.

On the right hand side of the Event Editor, you will see a section title 'Keywords' that will look like this:

You can add new Keywords by using the dropdown menu and clicking 'Add'. Then, simply search for relevant Keywords and select the appropriate ones that appear:

To remove a Keyword, use the dropdown arrow next to the Keyword you want to delete, and select 'Delete':

If your event has a location, you can add a Venue location to your event and a map will appear on the event page.