Visibility Control
  • 15 May 2024
  • 3 Minutes to read
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Visibility Control

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Article Summary

Limitations
  • This feature only works when inviting Attendees to an Event, using Salesforce Communities, or Authentication via iframe.
  • The Event Page URL and the preview feature will not work if visibility controls are set on the Event record. You will receive the following error. "You do not have access to this event (Error: 2001)."    

Visibility control allows you to control the visibility of Events, Event Items, and Sessions based on the Visibility Control field on the Attendee or Contact record.

Use Cases

The following are just a few of the ways that you can use visibility controls.

  • An Event has multiple pricing options based on an Attendee's membership type, and you don't want members to see the prices of other membership levels.
  • You plan to invite staff and guests to the same Event, but you don't want your guests to see the staff Tickets and vice versa.
  • Attendees need to be able to register for specific Sessions based on their interests.

Visibility and the Attendee Record Level

You may need to perform additional configuration at the Attendee record level to ensure the visibility controls set on other objects work correctly. 

For example, when the Visibility Control field is set at the Event level and an Attendee's Visibility Control field is blank, the Attendee cannot see their AttendeeLink. To avoid this issue, the Visibility Control field must also be set on the Attendee record. 

Since this feature is not automated, users must leverage automation or use List Views to manually set the Visibility Control field on Attendee records.

Setup

The following instructions apply to the Event, Event Item, Contact (for Communities), Attendee, and Session objects.

  1. Go to the relevant object.
  2. Click the Page Layouts tab.
  3. Click the page layout you need to update.
  4. Drag and drop the Visibility Control field on the page layout.Setup
  5. Click Save.
  6. To change the picklist options, click the Fields & Relationships tab.
  7. In the Quick Find box, enter and click “Visibility Control.”
  8. Scroll to the Values section and edit or create the values.
Picklist Values
We have provided out-of-the-box values for these Picklist (Multi-Select) fields, but you can also update them with your own values.

Attendees

Define the Visibility Control field when you create an Attendee record. New Attendee_VisControl

Event Items

When you create an Event Item, select a value in the Visibility Control field. 

Event Item with Visibility Control Set

You can see five Event Items for this Event, each with its own Visibility Control value.

Event Item List_with visibility control

When you add Attendees to the Event, set each Attendee’s Visibility Control field to correlate to the Event Item(s) they will see in their invite.

For example, five Attendees have been invited. Two have Visibility Control = “VIP,” two have Visibility Control = “Member,” and one has Visibility Control = “Non-Member.”

Attendees with visibility control list

When you send the invites to these Attendees, they will only see the related Event Items based on the matched visibility values.

For example, an Attendee with Visibility Control = “VIP” will see the following Event Items.

Event Item_VIP VisControl

But an Attendee with Visibility Control = “Member” will see a different list of Event Items.

Event Item_Member VisControl

Events

Warning
If you set the Visibility Control at the Event level and do not set an Attendee’s Visibility Control, the Attendee cannot see the Event on their AttendeeLink.

Using the Event Item example, if we set the Event’s Visibility Control field to “Member” and “Non-Member,” the Attendees with Visibility Control = “VIP” cannot see the Event.

Attendee Visibility Control = “Member”

Attendee with Event VisControl
Attendee Visibility Control = “VIP”

Attendee without Event VisControl

Sessions

When you create a Session, select a value in the Visibility Control field. 

New Session_Add VisControl

You can see two Sessions for this Event, each with its own Visibility Control value.

Session LIst with VisControl

When you add Attendees to the Event, set each Attendee’s Visibility Control field to correlate to the Session(s) they will see in their invite.

For example, five Attendees have been invited. Two have Visibility Control = “VIP,” two have Visibility Control = “Member,” and one has Visibility Control = “Non-Member.”

Attendees with visibility control listWhen you send the invites to these Attendees, they will only see the related Session based on the matched visibility values.

For example, an Attendee with Visibility Control = “VIP” will see the following Sessions.

Session List_VisControl VIP

But an Attendee with Visibility Control = “Member” will see a different list of Sessions.

Session LIst_VisControl Member