---
title: "Event Configuration"
slug: "event-configuration"
tags: ["Events"]
updated: 2025-11-10T18:57:27Z
published: 2025-11-10T18:57:27Z
canonical: "docs.blackthorn.io/event-configuration"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.blackthorn.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Event Configuration

Our Event creation process is designed to be lightweight but robust if needed— you can get an Event live in just three steps.

1. Event Settings
2. Event Details
3. Event Items

          Notice

          

If this is your first time creating an Event, please follow the instructions below to become familiar with the objects and fields. Additional features, like creating checkout questions or relabeling tabs are listed at the bottom of this page.

## Pre-requisites

If an Event includes a free Event Item (Main event ticket) and a Donation Event Item, a Payment Gateway is required in order to publish the Event.

### Sandbox

If you create an Event Item with **Address** set to “Optional” or “Required” in a Sandbox, you must set the **Country** field to “Required.” You will get an error if the **Country** field is set to “Hide” (default setting).

## Create an Event Settings Record

The Event Settings are the back end to your Event. They control things like the Payment Method, **Font**, colors, **Venue**, and language options.

1. Click the App Launcher.
2. Enter and click Blackthorn | Events (Planner).
3. Click the Event Settings tab.
4. Click **New**.
5. Complete the following fields. You can add additional information after the Event Settings record is created.
  - **Event Settings Name** (required)
  - Check Default if this record will be the default Event Settings record.
  - Select the payment method types that you will accept.
  - **Background Color (#)**
  - **Card Color Theme**
6. Click **Save**.

![EventConfig_Feb24_EventSetting](https://cdn.document360.io/f977eec0-500f-40a3-b663-724a51f78075/Images/Documentation/EventConfig_Feb24_EventSetting.png)

For additional features, click [here](/v1/docs/event-features).

## Create Your First Event

The Event object stores information about your Event, including what, where, and when. It’s also the place where you can find links to everything else that pertains to the Event.

1. Click **New** next to the Event Related List.  

![EventConfig_Feb24_Create%20Event](https://cdn.document360.io/f977eec0-500f-40a3-b663-724a51f78075/Images/Documentation/EventConfig_Feb24_Create%20Event.png)
2. Fill in the fields in the sections below.
3. Click **Save**.

### Information

- **Event Name** (required)
- **Time Zone** (required)
- **Event Group** - Leave the field blank if the Event will not be associated with an [Event Group](/v1/docs/event-groups).
- **UI Experience** - Click [here](/v1/docs/ui-experience-2) for more information about the different user interfaces.
- **Form (Post-Registration)** - Click [here](/v1/docs/custom-questions) for more information about Forms.
- **Post Event Questions**

![Create%20Event_New_1](https://cdn.document360.io/f977eec0-500f-40a3-b663-724a51f78075/Images/Documentation/Create%20Event_New_1.png)

#### About the Status and Publish Fields

****Publish**** If an Event’s **Publish** (conference360__Visible__c) field is set to “True” or checked, then the Event will be viewable via the **Event URL** and on all public Event Groups and Event lists. If the field is unchecked, the Event can only be viewed by clicking the **Preview** button.

****Status**** The Event’s **Status** field shows the internal status of the Event and is used by Admins. For example, an Admin might change the **Status** to “Draft” to let other Admins know that they are updating the Event record. The values “Draft,” “Active,” “Canceled”, and “Completed” do not reflect if the Event has been published.

The Event **Status** is set to “Active” by default when the Event is created. Once the Event record exists, an Admin must manually change the field to "Completed" or "Canceled" or use the [Blackthorn | Events Status Update scheduled job](https://docs.blackthorn.io/docs/events-admin-tab-scheduled-jobs#blackthorn-events-status-update) to update the field’s value.

### Free or Paid?

• **Free** – check if the Event will be free. • **Payment Gateway** – Select a [Payment Gateway](/v1/docs/payment-gateway-setup) if the Event is paid. • **Currency** • **Sales Start Date** • **Sales Start Time** • **Sales End Date** • **Sales End Time**

![Create%20Event_New_2_Free%20or%20Paid](https://cdn.document360.io/f977eec0-500f-40a3-b663-724a51f78075/Images/Documentation/Create%20Event_New_2_Free%20or%20Paid.png)

#### About the Sales Start/End Fields

Use the **Sales Start Date**, **Sales Start Time**, **Sales End Date**, and **Sales End Time** fields to control when an Attendee can register for an Event. These fields are different than the date when the Event occurs. (You must add them to the Event record page layout since they are not automatically added to it.)

If the **Sales Start Date** is set to a date before the day the Attendee tries to register or is left blank, the Attendee will be able to register for the Event.

![Event_Sales%20End%20Date_blank](https://cdn.document360.io/f977eec0-500f-40a3-b663-724a51f78075/Images/Documentation/Event_Sales%20End%20Date_blank.png)

If the **Sales Start Date** is set to a date if the future, the Attendee will not be able to register for the Event until the date listed.

![Event_Sales%20End%20Date_Filled](https://cdn.document360.io/f977eec0-500f-40a3-b663-724a51f78075/Images/Documentation/Event_Sales%20End%20Date_Filled.png)

If the **Sales Start Date** is in the past, the registration window has closed. The Attendee will no longer be able to register, and a Closed banner will appear.

![Event_Sales%20End%20Date_Before%20Today](https://cdn.document360.io/f977eec0-500f-40a3-b663-724a51f78075/Images/Documentation/Event_Sales%20End%20Date_Before%20Today.png)

IMPORTANT: If an Event Item’s **Sales Start Date** is before the Event’s **Sales Start Date**, the registration page will show the Event’s **Sales Start Date**.

### Dates

- **Event Start Date**
- **Event End Date**
- **Event Start Time**
- **Event End Time**

![Create%20Event_New_2_Dates](https://cdn.document360.io/f977eec0-500f-40a3-b663-724a51f78075/Images/Documentation/Create%20Event_New_2_Dates.png)

**NOTE:** The **Event Start Date/Time** and **Event End Date/Time** fields should be used for formula fields, email templates, etc. They will pull the correct date and time regardless of time zone for the Attendee.

### URLs & Info

- **Image URL**
- **Post Registration** – Define what will happen after the Attendee submits their registration. If you select "Show Success Message", enter your message in the **Registration Success Message** field. If you select "Redirect to URL", enter the URL in the **Redirect URL** field.
- **Webinar/Meeting URL** – Click [here](/v1/docs/webinar-integration) for more information about webinar integrations.
- **Webinar/Meeting Password**
- **Webinar/Meeting Account**
- **Webinar/Meeting ID**
- **Include Zoom URL In Calendar Description** - When checked, Attendees will see Zoom links in the invite’s **Calendar Description** with text similar to “To join the meeting directly, click here: [link].”  

![Create%20Event_New_2_URLS%20and%20Info](https://cdn.document360.io/f977eec0-500f-40a3-b663-724a51f78075/Images/Documentation/Create%20Event_New_2_URLS%20and%20Info.png)

#### More About Images

The image in the **Image URL** field will appear on the cover of the Event. ![Event Cover Image](https://cdn.document360.io/f977eec0-500f-40a3-b663-724a51f78075/Images/Documentation/Event%20Cover%20Image.png)

- The **Image URL** link needs to be HTTPS, not HTTP.
- For a Salesforce File, copy the public link.
- Classic Salesforce Document, mark "Externally Available", right click on the image, copy the image address.
- Classic In the editor, both Upload Image/Web Address image upload options work. See below.  

![Insert Image](https://cdn.document360.io/f977eec0-500f-40a3-b663-724a51f78075/Images/Documentation/Insert%20Image.png)

Check [here](/v1/docs/event-images) to see more details about images.

### Description & Messages

- **Description**
- **Registration Success Message**
- **AttendeeLink Invite Message**

![Create%20Event_New_3](https://cdn.document360.io/f977eec0-500f-40a3-b663-724a51f78075/Images/Documentation/Create%20Event_New_3.png)

### Display or Hide Features

- **Code Settings**
- **Contact Us Email**
- **Form (Pre-Registration)**
- **WiFi Message**
- **WiFi Network**
- **WiFi Password**

![Create%20Event_New_4_Display%20or%20Hide](https://cdn.document360.io/f977eec0-500f-40a3-b663-724a51f78075/Images/Documentation/Create%20Event_New_4_Display%20or%20Hide.png)

### Venue

- **Venue**
- **Venue Name**
- **Venue Street**
- **Venue City**
- **Venue State/Province**
- **Venue Country**
- **Venue Postal Code**

![Create%20Event_New_4_Venue](https://cdn.document360.io/f977eec0-500f-40a3-b663-724a51f78075/Images/Documentation/Create%20Event_New_4_Venue.png)

### Capacity

- **Total Capacity**

![Create%20Event_New_4_Capacity](https://cdn.document360.io/f977eec0-500f-40a3-b663-724a51f78075/Images/Documentation/Create%20Event_New_4_Capacity.png)

### Waitlisting

- **Waitlist Enabled** - Click [here](https://docs.blackthorn.io/docs/event-waitlisting) for more information about waitlisting.
- **Waitlist Capacity**

![Create%20Event_New_4_Waitlisting](https://cdn.document360.io/f977eec0-500f-40a3-b663-724a51f78075/Images/Documentation/Create%20Event_New_4_Waitlisting.png)

### Budget & Expense Summaries

If you want to enter a budget for each category, you can do so here or on the Event record page. If you want to relate the Event to Budget & Expense records, these fields will automatically update.

Click [here](https://docs.blackthorn.io/docs/event-budget-and-expense) for information about the Budget & Expense object.

- **Audiovisual (AV) Budget**
- **Audiovisual (AV) Expenses**
- **Catering (F&B) Budget**
- **Catering (F&B) Expenses**
- **Contingency Budget**
- **Contingency Expenses**
- **Decor Budget**
- **Decor Expenses**
- **Entertainment Budget**
- **Entertainment Expenses**
- **Marketing Budget**
- **Marketing Expenses**
- **Marketing (Social) Budget**
- **Marketing (Social) Expenses**
- **Other Budget**
- **Other Expenses**
- **Planning & Organization Budget**
- **Production & Staff Expenses**
- **Site Rental Budget**
- **Site Rental Expenses**

![Create%20Event_New_6](https://cdn.document360.io/f977eec0-500f-40a3-b663-724a51f78075/Images/Documentation/Create%20Event_New_6.png)

Click [here](https://docs.blackthorn.io/docs/events-objects-create-event) to learn more about all the Event record’s fields.

### Your New Event Record

![ConfigEvent_New%20Event%20Record](https://cdn.document360.io/f977eec0-500f-40a3-b663-724a51f78075/Images/Documentation/ConfigEvent_New%20Event%20Record.png)

## Create Event Items

There are [three primary types of Event Items](https://docs.blackthorn.io/docs/event-items-overview) that can be added to an Event: Tickets, Donations, and Products. For this example, we will focus on Tickets. To learn more about the other types, click [Donations](https://docs.blackthorn.io/v1/docs/event-donations) or [Products](https://docs.blackthorn.io/docs/event-products).

### About Event Item Tickets

**Main Event Ticket**

A Main event ticket is a required Event Item, meaning that every Event must offer at least one Main event ticket. This ticket type also has the following characteristics.

- Primary ticket type for an Event.
- Use it for the target audience of the Event.
- It can be a free or paid ticket.

**Guest Ticket**

The Guest ticket is a secondary or alternate ticket that is used when there is a difference in price compared to the Main event ticket or to differentiate attendee populations (Ex. student vs parent). This ticket type also has the following characteristics.

- Not required for an Event.
- Can be a free or paid ticket.
- Used to identify Attendees that belong to separate populations, opportunities, or campaigns.

### Create a Ticket

1. From the Event record, click **New** next to the Event Items Related List.
2. Fill in the fields in the sections below.
3. Click **Save**.

![Create a New Event Item from Event Record](https://cdn.document360.io/f977eec0-500f-40a3-b663-724a51f78075/Images/Documentation/EventConfig_CreateNewEventItemfromEventRecord.png)

#### Information & Description

- Enter a **Public Item Name** (required).
- Select an **Event**.
- Is the Main event ticket free or paid? If it is paid, enter the amount in the **Price** field. If the Main event ticket is free, check **Free**.
- Set **Type** = "Main event ticket". (If creating a Guest Ticket, set **Type** = "Guest".)
- Select a **Visibility Control**, if using.
- Check **Waitlist Enabled** to enable waitlisting.
- Enter a **Description**.
- Enter a value in the **Sort Order** field to change the order of the Event Items on the registration page.

![Event Item_Create_Img with Sort Order](https://cdn.document360.io/f977eec0-500f-40a3-b663-724a51f78075/Images/Documentation/Event%20Item_Create_Img%20with%20Sort%20Order.png)

> [!NOTE]
> Deprecated Field
> 
> The Event Item’s Relationship Settings field has been deprecated. Use the Event Settings Relationship Settings field to attach Relationship Settings to your Event.

#### Availability & Limits

The **Sales Start Date** and **Sales End Date** specify which days the tickets are available for purchase. For example, If the Event is on 12/31 for New Year's Eve, you may want to stop ticket sales by 12/20 to ensure you can organize food and drinks for the Attendees.

- **Sales Start Date**
- **Sales End Date**
- **Sales Start Time**
- **Sales End Time**

IMPORTANT: If an Event Item’s **Sales Start Date** is before the Event’s **Sales Start Date**, the registration page will show the Event’s **Sales Start Date**.

#### Capacity & Waitlisting

- Enter the **Quantity Available**. If the field is blank, the **Quantity Available** will say “999,999”.
- The **Quantity Remaining** field updates automatically based on the equation **Quantity Remaining** = **Quantity Available** - **Registered Quantity**.
- If waitlisting is enabled, enter an amount in the **Waitlist Capacity** field if using. For more information about waitlisting, click [here](https://docs.blackthorn.io/docs/event-waitlisting).
- Enter a value in the **Default Quantity Selection** field to define the default quantity of Tickets, Guest Tickets, or Products that will be automatically added to the cart when an Attendee reaches the ticket selection step. If the number of remaining tickets is greater than 0 but less than the **Default Quantity Selection**, all remaining tickets will be added to the cart.
  - NOTE: When an Attendee purchases Tickets, Guest Tickets, or Products from their AttendeeLink, the default quantity will not be added to the cart. (The original behavior is unchanged.)
- The **Waitlisted** field will summarize the Attendees who are waitlisted for the Event Item.

![Create Tickets Capacity Waitlisting](https://cdn.document360.io/f977eec0-500f-40a3-b663-724a51f78075/Images/Documentation/Create%20Event%20Item_new%20default%20qty%20selection%20field.png)

#### Attendee Form

There are multiple fields on the Attendee Form that you can hide, make required, or show as optional for each Main event ticket.

For example, if you have a "Child Under 3 Yrs" ticket for sale, it is unlikely that the child has an email address. Therefore, you can hide the **Email** field from this Event Item's Attendee Form.

![Event Item_Attendee Form Settings ](https://cdn.document360.io/f977eec0-500f-40a3-b663-724a51f78075/Images/Documentation/Event%20Item_Attendee%20Form%20Settings%20.png)

Select “Hide”, “Optional”, or “Required” for each of the fields below.

- **Company**
- **Country**
- **Email**
- **Full Name**
- **Phone**
- **Title**
- **Address**
- **Dietary Preference**
- **Salutation**
- **Account Postal Code**

**Important Functionality:** If an Event Item’s **Account Postal Code** is set to “Required,” but the **Address** field is set to “Hide” or “Optional,” then a registrant will not be able to complete the registration process.

**Attendee Form Example** ![EventItem_Ticket_AttendeeForm](https://cdn.document360.io/f977eec0-500f-40a3-b663-724a51f78075/Images/Documentation/EventItem_Ticket_AttendeeForm.png)

#### Settings

- An Event Item’s **Quantity Remaining** will show on the registration page only when there are 10 or fewer Event Items available.
- Select a previously created Form or create a new one. Click [here](https://docs.blackthorn.io/docs/custom-questions) for more information about creating Forms and Form Elements.
- Check **Hidden** if you want to hide the Event Item from the Event checkout process.
- To set a minimum or a maximum number of Event Items allowed per order, enter the amounts in the **Maximum Quantity** and/or **Minimum Quantity** fields.

## Publish Your First Event

### Authorize Events

If you do not see the **Publish** and **Update** buttons, but instead see the **Authorize** button, your Events app has not been authorized in your org. ![events authorize_button](https://cdn.document360.io/f977eec0-500f-40a3-b663-724a51f78075/Images/Documentation/events%20authorize_button.png)

To complete authentication, click the **Authorize** button and follow the steps. You will be returned to the Event record page, and the **Publish** and **Update** buttons will now be visible.

### Publish an Event

Click **Publish** to publish the Event. Once the Event is published, your Event can be viewed by anyone.

![Click the Publish button.](https://cdn.document360.io/f977eec0-500f-40a3-b663-724a51f78075/Images/Documentation/EventConfig_Click%20Publish.png)

### Update an Event

Most changes made to your Event will automatically update your Event. To ensure that all udpates are made to a published Event, click the Update button.

Most changes made to your Event will automatically update your Event. To ensure that all updates are made to a published Event, click the **Update** button.

![Click the Update button.](https://cdn.document360.io/f977eec0-500f-40a3-b663-724a51f78075/Images/Documentation/EventConfig_Click%20Update.png)

### View Your Event

Click the **Event URL** and view your live Event.

![EventConfig_Published%20Event](https://cdn.document360.io/f977eec0-500f-40a3-b663-724a51f78075/Images/Documentation/EventConfig_Published%20Event.png)

If the Event or Event Item(s) are not rendering after publishing, please watch this quick video about how to troubleshoot visibility controls.

[Embedded content](https://www.youtube.com/embed/BKKZ45yuDEA)

## Next Steps

1. Create [Session](/v1/docs/create-event-sessions), [Event FAQs](/v1/docs/add-event-faqs-to-an-event-listing), [Event Speakers](/v1/docs/event-speakers), [Event Sponsors](/v1/docs/event-sponsors), and [Event Staff](/v1/docs/event-staff) records related to your Event.
2. Learn how the [Event Checkout process](/v1/docs/event-checkout-process) works.