Salesforce: Create Events

Overview

The U-M Events component in Salesforce allows offices to track individual and organization attendance at ticketed and non-ticketed events. You can also organize multiple events under a single parent event to help with reporting. For example, organizing a season of U-M volleyball games under a 2023 U-M Volleyball parent event.

After an event is created, use the Add, View & Update Event Connections to add and track event participants.

Contents

This document is divided into sections:

• Search for Event
• Create Non-Ticket Events
• Create Ticket Events
• Create Parent Events

Search for Event

Before creating a new event record, it is important to search Salesforce first to avoid creating duplicate event records. You can either use the Search bar at the top of the Salesforce window, or click the U-M Events tab, select All from the view menu, and search that list. 

• If the event does not exist, continue with the steps below to create non-ticket, ticket, or parent events. 
• If the event does exist, open the record to view its details and Add Event Connections.

The example above shows the two ways you can search - by the top search bar (green), or on the U-M Events tab (red).

Create Non-Ticket Events

Non-ticket events are ones which do not need ticket sales or tracking of participants.  

1. Click New on the U-M Events page, or from the U-M Events drop-down list, select New U-M Event. 
2. Click the Non-Ticket radio button, and click Next. 
3. Complete the Event Detail section: 
   • U-M Event Name (required) - Refer to your office’s business process for guidance on how to name events.
   • U-M Unit (required) - Enter the unit responsible for the event. 
     • All tenants of Salesforce will be listed within the U-M Unit drop-down. 
   • Total Cost of Event - The overall cost of the event.
   • Parent Event - If the event is a specific occurrence of a larger event, search for and select the larger event. For example, the University holds a series of meetings every year about technology. The parent is the event itself, and the individual meeting dates are events connected to the parent. 
     • If you know an event has, or should have, a parent, enter the parent first by the Enter Parent Event instructions.
   • Attendance Type - Select if the event is being held In Person, Virtual, or Hybrid. 
   • Long Description - Enter a full description of the event.
4. Complete the Capacity Detail section:
   • Max Attendees - Enter the maximum number of people who can attend the event. This includes both individuals who register for the event and their guests.
   • Allowed Guests per Registration - Enter the number of guests a registered individual can bring. Enter 0 if registered individuals cannot bring guests.
   • Unlimited Attendees? - Check this box if there is no attendance limit.
     • When this box is checked, any values entered in Max Attendees and Allowed Guests per Registration are ignored.
   • Waiting List? - Check this box to automatically set individuals to a “Waiting List” status if they register after the capacity limit has been reached.    
5. Complete the Date and Time section:
   • Start Date Time  (required) - Enter the date and time when the event begins.
   • End Date Time (required) - Enter the date and time when the event ends. 
   • Time Zone - Select the time zone of the entered dates/times. This defaults to America/New_York.
6. Complete the Event Location section, if the event is being held in person:
   • Venue - Enter the name of the location where the event is being held.
     • Venue names should be as specific as possible. For example, Crisler Center instead of Crisler,  or Michigan Union - Pendleton Room instead of Michigan Union. 
   • Venue Location  - Either:
     • (recommended) Search for and select the address using the Search Address field.
     • Enter the Venue Location (Street),  Venue Location (City), Venue Location (State/Province), and Venue Location (ZIP/Postal Code). 
7. Complete the Virtual Details section, if the event is being held virtually:
   • Virtual Event Instructions - Enter any instructions for joining the virtual event.
   • Calendar Event URL - Enter the URL of the calendar event.
   • Virtual Event URL - Enter the URL to join the virtual event. 
8. Click Save. 
   • If you need to create multiple events, click Save & New to save the record and enter a new event.

Create Ticket Events

Ticket events are ones which require a ticket to attend. Salesforce tracks attendance and ticket sales. 

1. Click New on the U-M Events page, or from the U-M Events drop-down list, select New U-M Event. 
2. Click the Non-Ticket radio button, and click Next. 
3. Complete the Event Detail section: 
   • U-M Event Name (required)
   • U-M Unit (required) - Enter the unit responsible for the event.
     • All tenants of Salesforce will be listed within the U-M Unit drop-down. 
   • Parent Event - If the event is a specific occurrence of a larger event, search for and select the larger event.  For example, the University holds a series of meetings every year about technology. The parent is the event itself, and the individual meeting dates are events connected to the parent. 
     • If you know an event has, or should have, a parent, enter the parent first by the Enter Parent Event instructions.
   • Attendance Type - Select if the event is being held In Person, Virtual, or Hybrid. 
   • Long Description - Enter a full description of the event.
4. Complete the Ticketing Detail section:
   • Ticket Inventory (required) - Enter the number of tickets available. 
   • Ticket Price (required) - Enter the cost per ticket.    
5. Complete the Date and Time section:
   • Start Date Time  (required) - Enter the date and time when the event begins.
   • End Date Time (required) - Enter the date and time when the event ends. 
   • Time Zone - Select the time zone of the entered dates/times. This defaults to America/New_York.
6. Complete the Event Location section, if the event is being held in person:
   • Venue Location  - Either:
     • (recommended) Search for and select the address using the Search Address field.
     • Enter the Venue Location (Street), Venue Location (City), Venue Location (State/Province), and Venue Location (ZIP/Postal Code). 
7. Click Save. 
   • If you need to create multiple events, click Save & New to save the record and enter a new event.

Note: Ticket information for an event, such as number requested, number sold, etc., can be viewed by clicking View Ticket Detail on the event page.

Create Parent Events

Parent events are used to organize multiple ticket or non-ticket events under a single event. For example, the University holds a series of meetings every year about technology. The parent is the event itself, and the individual meeting dates are events connected to the parent.

1. Enter the Event Name (required).
2. Enter the UM Unit responsible for the event.
3. Enter a Description of the event.
4. Click Save. 
   • If you need to create multiple parent events, click Save & New to save the record and enter a new event.