Categorized in:
eComm Event Management
September 21, 2025 by melanie.jones@cu.edu
Availability eComm Event Management is only available to a small group of users currently. It will be made available to all existing Salesforce users in mid-November.
eComm Event Management is a Salesforce solution for managing simple, free events. These types of events have a limited amount of customization and features, which makes launching an event quick and easy.
Registrant Experience
See for yourself what the registrant experience is like, including the emails they will receive.
Event Registration & Emails
Event Website
Registrant Information
Confirmation Page
Registration Confirmation
Cancellation / Modification
Know Before You Go (KBYG)
Event Creation
The eComm Event Management solution is intended for simple, free events - but there are still many components to configure.
Login & Add 'Event Management'
Log in to Salesforce
- Navigate to the eComm login page
- Select Salesforce (left)
- Select your campus and input your single sign-on (SSO) University credentials
Add Event Management to Navigation
- Select the pencil icon in the far right of the top navigation
- In the pop-up, choose the Add More Items button in the top right
- Select All in the left navigation.
- Search for 'Event' to find Event Management.
- If you cannot find 'Event Management', you do not have access. Users need to work with their eComm specialist to get access.????
- Click the plus sign next to Event Management
- Once checked, select the Add 1 Nav Item button in the bottom right
- ???You can also add Simple Event, Sessions, and Attendees ????
- You can drag-and-drop items to change their display order.
- Click the blue Save button in the bottom right
- Event Management will now be found in the top navigation (although the order and options may vary)
Create Event & Session(s)
Event Management
- Select Event Management in the top navigation (see login instructions above)
Create Event
- Select the first EVENT - Create Event icon
- Click the blue Next button in the bottom right
- Populate details for the event. Then, click the blue "Next" button in the bottom right.
- Campus | Indicate the Campus you are employed at (not where your event is hosted). This also determines which campus logo and footer will display on registration pages and the from information used in emails.
- Description | There is a 1000-character limit at this time.
- Status (active, planning, canceled, closed, inactive) | Only events in the active or planning stage show up on the list to edit an existing event.
- eComm Event Owner | Search for your name (this is the person in Salesforce creating the event, which is different from the Event Planner, found in the section below)
If the planner information is the same as the event contact information for all sessions, check this box | Note: every event will have at least one session (defined on a later page)
- Details will be displayed in your event registration and emails for constituents to view.
Image, Registration Confirmation & Cancellation Messages
- Upload an image that will be displayed under your campus logo on the registration page. If no image is uploaded, the registration site will show a broken image icon.
- Note: When you upload an image, a pop-up appears to select Done. Once the pop-up is gone, there is no indication that the image has been uploaded (although it has).
- Event Image Alt Text is an accessibility best practice and is required.
- Provide text that will display for the registrant after they register, modify, or cancel. These fields have a 300-character limit.
- Select the blue Done button in the bottom right.
Image Notes
- The image name is limited to 40 characters.
- Uploaded images should be between 400-1000 pixels wide. Uploading oversized images can impact how the registration pages display. ??
Create a Session
- Every event needs at least 1 session.
- Event date vs Session date
- The event could span a few days. Within that, you can have multiple sessions.
- Attendees are emailed session information, specifically for what they registered for.
- Populate details for a session.
- Hybrid Event Tip | If you want to limit capacity for a hybrid event, set up two different sessions - one in-person and one virtual for the same day/time with different capacities set for each.
- Many additional options can be enabled for a more robust event, including:
- 1 | Would you like to set Registration Open and Close dates/times?
- 2 | Do you want to allow registrants to bring guests?
- 3| Would you like to receive communications from the University of Colorado beyond information about this event?
- This should only be used if you intend to ??????
- 4 | Additional Sessions
Your event has been created!
Coming soon...
Edit Event & Session(s)
- You can edit existing events or sessions by navigating to Event Management in the top navigation.
- Select the action you wish to take, then click the blue Next button in the bottom right.
Accessibility
- Every event has an open text question asking the participants if they have any accessibility needs. This cannot be removed from the event.
- Event managers are expected to monitor responses to this question via one of the event reports and communicate with participants as needed.
- Event managers can add general statements about accessibility in the event description, event emails (event confirmation and KBYG) or send additional emails through Marketing Cloud.
- If you need to reach out to a particular registrant, do so via an Outlook message. See the Dashboard & Reports section below for details.??
IMAGE / See Dashboard section???
Emails
There are many emails that will be sent to the registrant throughout the event lifecycle.
Automatic Registrant Emails | Confirm, Modify, Cancel & KBYG
Attendees are emailed session information, specifically for what they registered for. Email templates are not customizable, although the text that goes in the body of the email is customizable. The event owner fills out these details when creating the event.
Registration Confirmation, modification, & Cancellation | Required
- Emails confirming registration or cancellation are automatically sent at the time the action is taken.
Know Before You Go (KBYG) | Optional
- The event manager can enable or disable the KBYG email. If there is any text in the KBYG field sections, the email is enabled.
- The KBYG email is sent 5 days before the session starts. Additional KBYG messages would need to be sent via Marketing Cloud.
Automatic Event Owner/Creator Emails | Close
IF a registrant close date/time is set, the owner and event creator will get an email 5 days before. You can change the close date/time if desired.
PIC
Event URL
The event URL can be found within a Salesforce Dashboard intended for users.
- Navigate to the Dashboard.
- Events that only you own will display.
- The first component lists your events in order of Start Date, with a column for the event URL, which can be copied.
Invitations
Invitations can be sent by email via Marketing Cloud, included in social media, or promoted in other ways. If sending invites through Marketing Cloud, work with your eComm specialist on an audience list.
Registrant Management
From helping folks get registered to tracking their attendance, there are many ways to registrant management.
Register Attendees
- Navigate to Event Management >> select Attendees - Add to Session >> click the blue Next button
- Select the event and session, then input registrant details.
View Contact Engagement
- Contact record > Related tab > Simple Event Attendance
Track Participation/Attendees
Within Event Management, select
- Select the event and session which you want to check attendees in for.
- Check the boxes next to the names of attendees.
- Select the blue Next button.
- Those with participation tracked will have a status of Attendee, those who have not will have a status remain as Registered.
Understand Attendee Data
- The name and information the attendee enters when registering is viewable on the event reports (see Dashboard & Reports below) as they entered it. However, if their email matches an existing Contact, the name on the contact record does not update. For example:
- An Attendee who already exists in eComm with the name Jim Jimster and the email address of jim@email.com
- If Jim's wife registers for an event with the name Sally Jimster and the email address jim@email.com:
- These details are reflected on the event reports.
- A new Standard Contact for Sally will not be created.
- The event registration will be added to Jim's contact record (since it matches on email alone, similar to Cvent).
- Once you have checked an attendee in, the participant status field updates to Attended. This can be viewed via an Attendee Report (see Dashboard below??) or if you go to the Contact record > Related > Simple Event Attendance
- If the attendees are not checked in and the event passes, their status is Registered (but they need to confirm)??
- Attendees are matched to existing contacts on email only. If it exists, it adds the event information to that contact record. If they don't exist, it creates a Standard Contact (like Cvent).
Dashboard & Reports
A Dashboard is available for event owners to manage aspects of their events, from event creation through closure and beyond.
How-To Use Dashboard & Reports
Refresh
- Select the Refresh button in the top right to ensure you are seeing the most recent data.
- You will see a date/time in the top left, under the Dashboard title, for when it was last refreshed.
Filters
- Apply Dashboard filters if desired. It's usually best to apply only one filter at a time.
Open
- Dashboard components are all based on a Report. Open/Run a Report by clicking on the link in the bottom right of each component.
Export
- Then, in the top right, select the down arrow next to Subscribe. Click Export in the dropdown.
Subscribe
- You can Subscribe yourself (and other Salesforce users) to Reports to be notified via email.
- Note: Non-Salesforce users cannot be subscribed.
- Dashboard Filters and Report Conditions can be set to only be notified of recent activity.
Dashboard Components / Uses
Scroll through the Dashboard to view and use different components depending on your use case.
Use the table of attendees for all registrant details, so you can:
- See who's coming or if they have special requests.
- Export and print it to use for check-in or print nametags.
