Event Configuration

Our Event creation process is designed to be lightweight but robust if needed— you can get an Event live in just 3 steps.

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

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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.


Step 1: Event Settings

These settings are the back-end to your Event. This controls things including Payment Method, Font, colors, Venue, and language options. Keep reading to find out more!

  1. Navigate to the App Launcher and click on the Events (Planner) app.
  2. Click on the "Event Settings" tab and click the New button.
  3. Define the Event Setting Name, Card Color Theme, and Background Color (#) (optional).

All other settings are optional, giving you plenty of opportunity for customization!

The Event Settings record lets you determine what data you want to expose on your Event. For example, if you would like to show all the Attendees that registered, set Attendees to "Always".

For additional features, click here


Step 2: Creating Your First Event

  1. Create an Event from the Event Setting related list.
  1. Fill in the following fields:
    • Name
    • Time Zone
    • Payment Gateway and Currency (If your Attendees will be paying) or check Free if the Event is free.
    • Event Groups - if this field is not defined, the Event will not be associated with an Event Group.

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Payment Gateway

If none of your Events require a paid registration, we have included an empty default gateway to set on Events. Navigate to the Blackthorn | Events Admin tab to create the gateway. This will automatically set the Payment Gateway value for any Events created without one defined.

  1. Set the Event Event Start Date, Event Start Time, Event End Date, and Event End Time. The Event Start Date/Time and Event End Date/Time should be used for formula fields, email templates, etc. They will pull the correct date and time regardless of timezone for the Attendee.
  1. Optional: Add Sales Start Date, Sales Start Time, Sales End Date, and Sales End Time. These fields are optional and will not be automatically added to the page layout. You will need to add them to your page layout in order to use. These fields control when the Registration button is visible on an Event. The Sales Start Date and Sales End Date are different from the dates mentioned in the previous step; the date when an Event actually occurs.

Example Use Case: The user has a set timeframe for registrations to occur. When the Sales End Date is in the past that means the registration window has closed. The user will no longer see the Registration button, and a banner will appear with the text "Closed."

  1. Add an image.
  • When opening your Event, this image will appear on the cover of the Event.
  • The 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.

Check here to see more details about images.

  1. Set the Event description.

The Event Description will be located below the image defined in the previous step. The description gives a brief overview of the Event.

  1. Set the Event venue.

This is the location of your Event. The Venue fields are located on the Event page in the right hand column.

  1. Define what happens after submission.

After registering for the Event, the Attendee will see the following.

Post Registration shows either a success message or a redirect to a defined URL. If you select "Show Success Message", enter your Registration Success Message. If you select "Redirect to URL", enter the Redirect URL.

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New Component: Event Authorization

We’ve added a new component called Event Authorization to the Event page. The Event Authorization Component offers a simplified path to authorize your Events app in the org.

  1. 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.

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.

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

While most changes automatically update the Event, clicking Update will ensure that all changes made after publishing the Event are applied.

Once we have completed the previous steps, your Event should look a little something like this!

  1. Set quick budgets.
    If you want to enter a budget for each category, you can do so directly on the Event record page. If you want to relate the Event to Budget & Expense records, these fields will automatically update.
  1. Save.

Step 3: Event Items

Event Items defines the Event your customer is registering for. Alternatively, you can add multiple Event Items to define ticket levels (General/VIP/Guest) with prices according to each.

  1. Create a new Event Item from the Event-related list.
  1. Enter in the following information for your Event Item:
  • Name

  • Price (if requiring payment) or enable the Free checkbox for free Events

  • Description

  • Sales Start/End Date**

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

  • Type

Note: When defining the Type field, "Main Event Ticket" is the primary option. Use "Guest" if you would like Attendees to have the option to bring a guest to the Main Event Ticket.

Below is an example of the "Guest" ticket option.

  • Attendee Form

    Note: In this section select which form fields will show as "Hidden", "Optional", or "Required" when an Attendee registers for specific Event Item. To make these fields available on the Event Item during registration, select "Required" or "Optional."

Your Event is ready to view! :clap: :clap:

Click on the Event URL and view your live Event. If the Event or Event Item(s) are not rendering after publishing, please watch this quick video about how to troubleshoot visibility controls.


Next Steps

  1. Create Sessions, Event FAQs, Event Speakers, Event Sponsors, and Event Staff records related to your Event

  2. Learn how the Event Checkout process works


Create checkout questions, enable Event confirmation emails, and more!


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